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Microsoft Office 365 & Outlook

Calendar

Calendar Groups in Outlook

Q: How do I create an appointment?

  • WIN: In Calendar, click on the New Meeting button. You can enter invitees by typing in the To field. Otherwise, you can select invitees and perform a busy search by using the Scheduling Assistant button in the ribbon.
  • MAC: In Calendar, click the Meeting button. You can enter invitees by typing in the To field. Otherwise, you can select invitees and perform a busy search by using the Scheduling button in the ribbon.
  • OWA: In Calendar, click new event. You can enter invitees by typing in the Attendees field. Otherwise, you can select invitees and perform a busy search by clicking Scheduling Assistant.

 

Q: How do I perform a busy search?

  • WIN: In the Meeting window, click the Scheduling Assistant button on the ribbon. You can add people to the All Attendees column on the left side of the window or click on the Add Attendees button on the bottom left side of the window if you want to add invitees via the Address Book.
  • MAC: In the Meeting window, click the Scheduling button on the ribbon or the Scheduling Assistant tab in the bottom panel. You can add attendees by clicking Add New under All Attendees on the left.
  • OWA: In the new event window, click Scheduling Assistant from the top menu. Add attendees in the Attendees field on the left side of the window.

 

Q: How do I schedule a room?

  • WIN: Type the room in the To field (if it will auto-populate) or click the Rooms button to the right of the Location field
  • MAC: Type the room into the To or Location field
  • OWA: Click add a room to the right of the Location field

 

Q: How do I change an appointment or meeting?

  • WIN: Open the appointment or meeting. If you open an item that is part of a recurring series, choose whether you want to edit the whole series or just this instance. Change what you want, and then click Save & Close (for an Appointment) from the Occurrence tab, or Send Update (for a Meeting).
  • MAC: Open the appointment or meeting. If the item is a part of a recurring series and you want to change the whole series, click Go to Series from the Information bar below the event window. Change what you want and then click Save & Close (for an Appointment), or Send Update (for a Meeting).
  • OWA: Open the event either by double-clicking the event or by clicking the event and then clicking the Open event icon. If the event is a part of a recurring series, click View series in the header. Click Edit  in order to make changes and click either Save (for Appointments) or Send (for Meetings).

 

Q: How do I share my calendar?

  • WIN:
    1. To share your calendar with others, make sure you are in your calendar and click the Calendar Permissions button in the Share group on the Home ribbon
      1. You can also right-click on the calendar to be shared and choose Properties
    2. Go to the Permissions tab if not already there
    3. Click Add and double-click on all the people you want to give sharing permissions to. After you have selected all desired, click OK
      1. You can also highlight the person from the Address Book and click the Add -> button to add them to the list
    4. Highlight the person(s) in the Permissions list and choose the Permission Level from the drop-down menu. You can also manually select permissions by using the check boxes and radio buttons shown under Permissions
      1. Common Permission Levels:
        1. Reviewer - Can see appointments and full details, but cannot delete or write items
        2. Editor - Can create items and edit everything in the folder, as well as delete items
        3. Contributor - Can see only Free/Busy time and create items, but cannot delete anything
  • MAC:
    1. To share your Calendar with others, make sure you have your calendar selected and click Permissions on the Home tab of the ribbon
    2. From the Permissions tab of the Folder Properties Calendar window, Click Add User then type the name of the person in to the Find box to select them. Click OK to add them to the Permissions list.
    3. Highlight the person(s) in the Permissions list and choose the Permission Level from the drop-down menu. You can also manually select permissions by using the check boxes and radio buttons shown under Permissions
      1. Common Permission Levels:
        1. Reviewer - Can see appointments and full details, but cannot delete or write items
        2. Editor - Can create items and edit everything in the folder, as well as delete items
        3. Contributor - Can see only Free/Busy time and create items, but cannot delete anything
  • OWA:
    1. To share your Calendar with others, make sure you have your calendar selected and click Share in the upper right above your calendar
    2. Type the name of the person(s) to whom you wish to share in the Share with box to add them to the permissions list
    3. From the permissions list, you can now choose what permissions you wish to give each person:
      1. Availability only
      2. Limited details
      3. Full details
    4. Click Send to send the share invitations

 

Q: How do I add a calendar shared with me?

  • WIN: In Calendar View, right-click on Shared calendars in folder list and Choose Add Calendar > From Address Book > search for the person’s name in the Address Book.
  • MAC: In Calendar, click Open Calendar from the ribbon. Type the person whose calendar you want to open in the User field or click the button to select from the Address Book. The calendar will open and appear under Shared Calendars in the left pane.
  • OWA: In Calendar, right-click (Mac control+click) on My Calendars in the folder list and choose open calendar. Type the name of the person you’re searching for in the From Directory field and click open to open their calendar

 

Q: How do I view multiple calendars in one view (multi-calendaring)?

  • In all platforms, you can choose which calendars to display at the same time by checking the boxes next to the calendars in the folder list. You can also create a Calendar Group to show a group of shared calendars with one click.
  • WIN: By default, multiple calendars will open side-by-side with your calendar. You can overlay the calendars (they will be sorted by tabs and colors) by clicking the <- arrow on the corresponding tab. Clicking the -> arrow will return the calendar to side-by-side view. If you select more than 5 calendars, Outlook will switch to Schedule View, but you can switch the view in the Arrange section of the Home tab
    To create a Calendar Group, click Calendar Groups > Create New Calendar Group > name the group > Add members via the Address Book.
  • MAC: Multiple calendars will open overlaid with your calendar, so you can see all calendars in one view. When you highlight the shared calendar in the folder list, that calendar will highlight in your calendar view. You cannot set colors or create Calendar Groups in Outlook 2011 for Mac.
  • OWA: Select the calendars you would like to display in the folder list. OWA assigns a color to each person’s calendar so you can see them all at once. You are limited to view 5 calendars at one time. For the most readable view with multiple overlays, click on the day view.
    To create a Calendar Group, right-click on My Calendars in the folder pane and click new calendar group. Name the group, then right-click on the Group title and choose open calendar to add calendars to the group.

 

Q: How do I create an appointment for other people (and/or rooms) without having it show on my calendar?

  • WIN: To create a meeting for an account or a resource (room) without it placing it on your calendar, you need to have “Send As” rights to that account.  CIT can grant those rights if you put in a work order with the HelpDesk.
     
  • Once you have these rights, the following should work:
    • Open the calendar view
    • Select the calendar on the left
    • Create a meeting with the account and someone else
      • If you only create the meeting with the account, it will assume you still want it on your calendar as well

 

Q: How do I delete an appointment on a calendar that has been shared with me?

  • WIN: If you have been given “Editor” permissions to another calendar, you can hightlight the appointment > Shift-click to delete the appointment. Note: this will delete the item permanently.
    If you will be doing this on a regular basis, have the calendar owner right-click on the “Deleted Items” folder > Permissions > highlight (or add) the person who needs to delete appointments > give “editor” access > under “Read” select “non.”