Send calendar email updates

If you send scheduled 25Live® calendar email, and important event information changes between scheduled messages, you can also send interim email updates to notify people about the changes before the next scheduled message is sent.

In this topic:

• Send email updates automatically when events change
• Disable automatic email updates for a calendar
• Change an event without sending an update
• Send an email update manually when you want

Note Scheduled email messages include the current and an upcoming time period. (For example, if you send an email update with a week's worth of events, it includes the current week and the next week. If an event that you add or update is outside the specified time period, the changes won't trigger an update.)

Send email updates automatically when events change

You can send calendar email updates automatically anytime important event information changes.

1. Display the calendar that you send by scheduled email, and then click Email Calendar above the calendar,

   or, click the triangle to the right of the calendar name in the 25Live editing environment to open the calendar actions drop-down menu, and then click Email Calendar.

2. On the Email Options page, click Edit Schedule.
3. Under When Should We Send the Email?, select Send updates when I update or add events, and then click OK.
4. Click OK again to close the page.

Disable automatic email updates for a calendar

If you don't want email updates to be sent when event information changes, complete the following steps:

1. Display the calendar that you send by scheduled email, and then click Email Calendar above the calendar,

   or, click the triangle to the right of the calendar name in the 25Live editing environment to open the calendar actions drop-down menu, and then click Email Calendar.

2. On the Email Options page, click Edit Schedule.
3. Under When Should We Send the Email?, deselect Send updates when I update or add events, and then click OK.
4. Click OK again to close the page.

Tip If you disable automatic updates, but you later make a change in your calendar that you want people to know about before the next scheduled message is sent, you can send an update manually.

Change an event without sending an update

If you're working in a calendar that normally sends email updates automatically, you can still make event changes without triggering an email update.

In the Event Information form for the event, notice that when you change the title, location, time, or description, the corresponding box is selected in the Send updates for field, at the bottom of the form:

To edit an event without triggering an email update

1. Complete your event changes in the Event Information form.
2. Clear the Title, Location, Time, or Description check boxes in the Send updates for field for any changes that you do not want to trigger an email update.
3. Click OK.

Send an email update manually

If you add or edit an event and don't want to wait for the automatic update to let people know about it, or if you disabled automatic updates, but have a change that you do want to let people know about, you can send a calendar email update manually.

Sending a message manually clears the update queue if automatic updates are enabled, but it doesn't affect the regular email schedule you set up for that calendar.

To send a message at any time

1. Display the calendar that you send by scheduled email, and then click Email Calendar above the calendar,

   or, click the triangle to the right of the calendar name in the 25Live editing environment to open the calendar actions drop-down menu, and then click Email Calendar.

2. (Optional) You can add comments under The message for the next email to point out the calendar changes or a new important event.
3. When you finish making changes, click Send Next Email Now.

Note If you change the text of your personal note, don't forget to change it back after you send the message.