Calendar Tips

calendar-icon-100246824-galleryAdd, modify, or delete events

Use the Calendar app to schedule meetings, appointments, family activities, and other events.

Info window for an event with details hidden (on the left), and the same event’s info window with duration details showing (on the right)

Add an event

  1. Do any of the following:

    • In Day or Week view, drag from the event’s start time to its end time, then enter a title and other event details in the event window. You can also double-click at a time or in the all-day section at the top, then fill in the event window.

    • In Month view, double-click a day, then enter a name and duration in the title field, such as “Dinner at 6-7.” As you type, a suggestion appears with the name and duration split into separate fields. Select the suggestion to use it, or press Esc to ignore it.

    • Click the Add button  in the toolbar to quickly create an event using natural language—for example, enter “Party Feb 6,” “Soccer Game on Saturday from 11am-1pm,” or “Breakfast with Jon.” As you type, a suggestion appears with a name and duration based on your entry. Select the suggestion to use it, or press Esc to ignore it.

      For more information about adding events using the Add button  button in the toolbar, see Create events using natural language.

    As you enter an event name using any of these methods, suggestions appear based on existing events. Select a suggestion to fill in event details such as location and invitees from the existing event’s details. To reuse event details for an event at a new time, enter a different time before entering the event name.

  2. Add or change event details. For more information, see “Modify an event” below.

Add an event found in Mail

When you receive a Mail message that contains details about a flight, car rental, restaurant reservation, hotel booking, ticket purchase, or similar event from a known provider (such as Expedia or Open Table), OS X automatically puts an event proposal in your Events Found in Mail calendar. The proposed event is tentative until you add it or remove it.

Info window for event found in Mail

Your Events Found in Mail calendar appears in the calendar list under Other. You can show or hide this calendar in General preferences.

  1. To add or remove a proposed event, so it’s no longer shown as tentative, do either of the following:

    • Find the proposed event on your calendar at the proposed date and time, then double-click it, or force click it, to open its info window.

    • Click the Notifications button  in the toolbar, then find the proposed event under Found in Mail in the notifications list.

  2. Click Add to Calendar, or click Ignore to remove the proposed event.

Modify an event

If you created the event: Double-click or force click the event to open it, then make your changes. You can:

If you didn’t create the event: Double-click or force click the event to open it. You can change your acceptance status or leave a comment, then click Reply when you finish editing the event.

Except for your acceptance status and comments you leave, you can’t change any event info for events you didn’t create.

To change the event’s start or end time, you can drag the top or bottom edge of the event. You can also drag the left or right edge of all-day events.

To change the event’s date or time, drag an event to another day or time. You can also drag the event to the small calendar in the bottom left of the calendar list. To view the calendar list, choose View > Show Calendar List.

Delete an event

Select the event, then press the Delete key.

Create events using natural language

Create events using natural language in Calendar

Quickly create events in Calendar by entering the name and other event details using natural language.

Create a new event: Click the Add button , then describe your event. For example, enter “Party Feb 6,” “Soccer Game on Saturday from 11am-1pm,” “Breakfast with Jon,” or “Vacation in Bahamas Mon-Fri.”

As you enter an event name, suggestions based on previously entered events may appear. Choosing a suggestion fills in event details such as location and invitees using the previous event’s details.

You can enter “breakfast” or “morning” to start it at 9 a.m., “lunch” or “noon” to start it at 12 p.m., or “dinner” or “night” to start it at 8 p.m.

If you click and hold the Add button , you can create the event in a different calendar from the default. To set your default calendar, choose Calendar > Preferences.

Copy details from a previous event: Double-click an event whose details you want to replace, or force click the event. Select the title, start typing the same title as the event whose details you want to copy, then choose the event to copy from the suggestions list.

If you copy an event while using Month view, the time of the event is also copied.

Search for events

Use the search field to find past and future events with a matching title, location, attendee, or note. Results are listed in chronological order, with the earliest event listed first. If you have more results than can be shown, the first event listed is the event that comes up soonest. You can scroll up to view previous events or scroll down to view future events.

Enter a phrase in the search field in the top right of the Calendar window.

As you type, matching titles, location, attendees, and notes appear in a list of search suggestions below the search field. Click a search suggestion to search for events that contain it, or press Return to search for events that contain exactly what you entered in the search field.

Reply to event or calendar invitations

You can reply to an event invitation or a shared calendar invitation in Calendar. You may also be able to reply via email or in a notification. If the invitation is for an event or a shared calendar in a calendar account that’s set up on your other devices, you can also reply to the event using any of those devices. If the invitation is for an event or a shared calendar in an iCloud account, you can also reply using iCloud Calendar on iCloud.com.

Reply to an invitation received in Calendar

  1. Click the Notifications button  in the toolbar.

    • The Notifications button shows how many invitations you have. If you don’t have any invitations, it isn’t available. A circled gray number next to a calendar name in the calendar list shows how many event notifications are pending for that calendar.

  2. Do one of the following:

    • For an event invitation: Click Accept, Decline, or Maybe.

    • For a shared calendar invitation: Click Join Calendar or Decline.

Reply to an event invitation received in Mail

Do one of the following:

Click Accept, Decline, or Maybe in the email.

Move the invitation to Calendar by opening the included event attachment. To reply to the invitation in Calendar, click the Notifications button  in the toolbar, then click Accept, Decline, or Maybe.

Reply to an invitation received in a Calendar notification

In a notification with buttons on the right: Click Accept or Close for an event invitation. Click Join or Close for a calendar invitation.

Notification alerts for an event invitation and a shared calendar invitation

You can also click the left side of the notification to reply in Calendar. See “Reply to an invitation received in Calendar” above.

In a notification without buttons: Click the notification, then reply in Calendar. See “Reply to an invitation received in Calendar” above.

Notification banners for an event invitation and a shared calendar invitation

In Notification Center: Click Notifications at the top of Notification Center, click the notification, then reply in Calendar. See “Reply to an invitation received in Calendar” above.

Calendar event notification and shared calendar notification in Notification Center
Note:   For events in an iCloud calendar, you also receive an invitation in Mail, so you may see both a Calendar notification and a Mail notification.

Add or delete calendars

Create separate calendars for different areas of your life—work, home, school, and so on. Each calendar has its own color. When viewing multiple calendars, you can see which calendar events belong to based on their colors. To change an event’s color, move the event to a different calendar or change the calendar’s color.

Add a calendar

  1. Choose File > New Calendar, then choose an account for the calendar.

  2. Name the calendar, then press Return.

If you can’t add a calendar for a particular calendar account, try adding a calendar on the account provider’s website. For example, to create a Google calendar, go to google.com.

Delete a calendar

  1. Click the calendar’s name in the calendar list.

    If you don’t see the calendar list on the left, choose View > Show Calendar List.

  2. Choose Edit > Delete.

    Some calendars can’t be deleted.

    • You can’t delete delegated calendars, but you can stop showing them in the main Calendar window. For more information, see Share calendar accounts.

    • If you can’t delete a calendar for a particular calendar account, try deleting the calendar on the account provider’s website. For example, to delete a Google calendar, go to google.com.

    • If a calendar account has only one calendar (not counting other people’s calendars you’re sharing), you can’t delete that last calendar.

Symbols used in Calendar

Learn about the different symbols that appear in Calendar.

Calendar list symbols

To view the calendar list, choose View > Show Calendar List.

Show calendar checkbox

The calendar or calendar group’s events are displayed. To hide the events, deselect the checkbox.

Broadcast icon

The calendar is published or shared.

If the symbol appears when the pointer is over a calendar’s name, the calendar can be shared.

Can't connect symbol

The calendar account can’t connect to the server.

For example, you may not be connected to the Internet or there may be a problem with the server.

Symbol shows the number of pending events for the calendar

The calendar has pending event notifications. The number indicates how many notifications you have for that calendar.

Event symbols

These symbols appear in the top-right corner of events in the Day and Week views.

Invitees didn't respond symbol

You added invitees to an event but haven’t sent the invitation, you sent the invitation and no one has responded, or there are mixed responses.

Invitees accepted symbol

All invitees accepted your event invitation.

Invitees declined symbol

All invitees declined your event invitation.

You declined event symbol

You declined the event invitation.

To see events you declined, choose View > Show Declined Events.

Canceled event strikethrough

A line through an event’s name indicates that it’s canceled.

Invitee symbols

To view event details, double-click an event, or force click it. These symbols appear next to event invitees.

No response but available symbol

The invitee hasn’t responded to your invitation yet, but he or she is available during the time requested.

No response but unavailable symbol

The invitee hasn’t responded to your invitation yet, but he or she is busy during the time requested.

No response, and availability is unknown

The invitee hasn’t responded to your invitation yet, and the event is in a calendar that doesn’t track availability.

Accepted symbol

The invitee accepted the event or shared calendar invitation.

Maybe symbol

The invitee replied to the event or shared calendar invitation as Maybe.

Declined symbol

The invitee declined the event or shared calendar invitation.

Error symbol

The invitee is not listed in the selected calendar server.

Month view symbols

These symbols appear in Month view.

All-day events in month view are marked with a colored bar

An all-day event. The bar’s color matches the color of the calendar with the event.

Events set for specific times in month view are marked with a dot

An event set for a specific time. The dot’s color matches the color of the calendar with the event.

Calendar keyboard shortcuts

Quickly accomplish many tasks in Calendar using keyboard shortcuts.

Calendar shortcuts

Go to the next day, week, month, or year.

Command–Right Arrow

Go to the previous day, week, month, or year.

Command–Left Arrow

Go to today’s date.

Command-T

Go to a specific date.

Shift-Command-T

Switch to Day view.

Command-1

Switch to Week view.

Command-2

Switch to Month view.

Command-3

Switch to Year view.

Command-4

Switch to full-screen view. To exit full-screen view, press Escape.

Control-Command-F

Refresh all calendars.

Command-R

Select or deselect the checkbox next to the selected calendar.

Space bar (with the Calendar list open)

Select or deselect all the checkboxes next to calendars in the Calendar list.

Command-click any calendar’s checkbox

Add a new calendar group.

Shift-Command-N

Add a new subscribed calendar.

Option-Command-S

Event shortcuts

Add a new event.

Command-N

Edit the selected event.

Command-E

Edit the selected event in a new window.

Option-Command-I

Go to the next field.

Tab (while an event is open)

Go to the previous field.

Shift-Tab (while an event is open)

Close the event editor.

Escape (while an event is open)

Select the next event.

Tab

Select the previous event.

Shift-Tab

Select the next or previous event.

Arrow keys

Move an event to another calendar.

Control-click the event, then choose a calendar from the pop-up menu

Move the selected event 15 minutes earlier (in Day or Week view); move the selected event one week earlier (in Month view).

Control-Option–Up Arrow

Move the selected event 15 minutes later (in Day or Week view); move the selected event one week later (in Month view).

Control-Option–Down Arrow

Open Calendar preferences.

Command-comma

Show information for a calendar or event.

Command-I

Show or hide the Address panel.

Option-Command-A

Show or hide the Availability panel.

Shift-Command-A