Using the Calendar in Outlook Web App

Overview Calendar Views Navigation Appointments Recurring Appointments Meetings Reminders Sharing Share Your Calendar Accept a Shared Calendar Returning to Inbox

Overview
Outlook Web App calendar enables you to see meetings and other appointments created in Outlook. It also allows you to schedule meetings, create reminders, create new calendars, and access shared calendars. (1) To view the calendar, log in to your e-mail account. (2) At the bottom-left of the window, there is a Navigation Pane. (3) Click on Calendar.
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Calendar Views
There are several different ways you can view the calendar: a day at a time, a work week, a full week that includes Saturday and Sunday, and a month. All views will show scheduled meetings and appointments.

All views, except the month view, have the option to enable a Reading Pane. The Reading Pane displays to the right of the calendar and shows information regarding the selected meeting or appointment. You can turn the Reading Pane on or off. (1) While in your calendar, click on View at the top of the window. (2) In the drop down menu, select Right to view the Reading Pane. (3) In the drop down menu, select Off to remove the Reading Pane.

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Navigation
There are a variety of ways you can move through the days, weeks, and months of your calendar. Located on the mini calendar display at the top-left of the window, < and > buttons enable you to move forward or backward.

These arrows navigate between months.

Depending on calendar view (ie. day view or week view), these arrows will move between days or weeks.

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Month View

Appointments
(1) a. When in the Month View, doubleclick on the day you want to create an appointment. (1) b. IF you are in the Day or Week View, double-click on the time block you want to create an appointment. (2) An Appointment Window will open. (3) Enter a Subject and Location, if needed. (4) You can change the start date and time by clicking on the drop down arrows to the right of the dates and times. (5) You can set an appointment for all day by checking All day event.
*All day events are not bound to a (2) time. You may choose to use them in place of reminder notes. However, be sure to adjust your Show time as accordingly.
Day View

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(6) You can set a reminder notification. Uncheck the box, if you do not want one. (7) The Show time as: option is set to Busy by default. You can change it to one of the following:

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Free blocks out time on your calendar, but is flexible and allows (4) other appointments at that time. "Tentative" - reserves time on your calendar. (6) "Out of Office" - lets people know you are unavailable.

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(8) Check Private if you do not want anyone else to see your appointment, except for selected users. (9) Add a description in the space provided, if desired. (10) When done creating your appointment, click on Save and Close at the top-left of the window.

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Recurring Appointments
(1) As outlined above, create an appointment or open an existing appointment in the (1) calendar. (2) Click on the Recurrence icon. (3) The Repetition window will pop up. (4) You can adjust the Appointment Time. (5) Set the Repeat Pattern. (6) Set the Range of Repetition. (7) Once you have had made all the changes, click OK at the bottom-right of the window. (8) You will be brought back to the Appointment window. Unless you have any additional changes that need to be made, you are done. Just hit Save and Close at the top-left of the window.
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Meetings
You can schedule meetings and invite others to attend. If needed, you may set meetings as recurring events too. (1) Create an appointment as described above. Click Here to go to Appointment
setup.
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(2) Click on the Invite Attendees icon on the toolbar in the Appointment window. (3) Enter a Subject and a Location for the meeting, if you have not already done so. (4)a. You can add meeting notes in the space provided (3) (4)b. OR you can attach a document that includes the meeting agenda. (5) To invite people to attend the meeting enter their e-mail addresses in the To and Optional fields. You can click on the blue links to display the address book. To indicates individuals you want to attend. Optional indicates people you (4)a. want to make aware of the meeting and have the option to attend. Resources indicates individuals responsible for the meeting location. For example, you would want to add individuals responsible for scheduling or reserving times of a conference room or computer lab. (6) You have the option, it is not required, to view invitees schedules (if you have permission to view their calendar) by clicking on the Scheduling Assistant tab. (7) Once you are done, hit Send at the top-left of the window to send the meeting invite.
-Invitees will receive an email and need to select: to accept, to tentatively accept, or to decline meeting invite.

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(8) You will receive an e-mail when invitees respond. (9) To view invite responses, reopen the event and select the Tracking tab.

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Reminders
When you create an appointment or meeting, reminders are automatically enabled for 15 minutes prior to the start time. You can change the reminder time or turn off the reminder completely. (1) Create a new appointment as outlined above (Click Here to go to the setup page for appointments) OR open an existing calendar event by doubleclicking on it. Your appointment window will open. (2) To TURN OFF the reminder, remove the checkmark in the box next to Reminder: (3) To CHANGE the reminder time, click the drop down arrow and choose the time you want. (4) Hit Save and Close at the top-left of the window when finished.
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Sharing
Through Outlook Web App you are able to share all calendars. However, only calendars that you create (not your personal/default calendar) can you allow read, write, and delete access to other users. Your personal calendar, titled Calendar under My Calendars, only allows others to see your calendar IF you give them permission. Other users will not be able to edit your personal calendar. You can however copy your personal calendar to a secondary calendar that you create, and grant read, write, and delete permission to others.

Calendar is your personal calendar that you can give access for others to read only.

My Calendars are calendars you own. You can share these calendars with others.

Meetings is a new calendar. It has the ability to share read, write, and delete access with others.

Jessica Moormann is Jessicas Personal calendar. Others will only have access to see it, no editing.

Jessica Moormann - Meetings is a calendar Jessica created to show just the meetings she is attending. Meetings is the title Jessica has given the calendar. Since she created this calendar, she is able to give read, write and delete access to others.

Peoples Calendars are calendars others have shared with you. It will give the persons first and last name and the title of the calendar if it is one he or she created.

Below are the steps in how to share your calendar with others and how to accept a calendar someone wants to share with you. Share Your Calendar Accept a Shared Calendar
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Share Your Calendar

(1) In your Calendar view, place a
checkmark in the box next to the calendar you wish to share. (2) Go to the top of the calendar view and click on Share. (1) (3) Select Share This Calendar (4) A Sharing window will pop up. (5) Enter the names of the people you (4) want to share your calendar with. Hit the blue To link to open up the global address book. (5) (6)a. Select the amount of information you want to share. Since the personal calendar is checked, you do not have the option to allow others to add, edit and delete information. (6)b. IF sharing a calendar you created, like Meetings under My Calendars. You would be able to select an option that allows others to add, edit, and delete. (7) Add a message in the space provided if you would like. (6) Hit Send at the top-left of the window (7) when finished.

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Accept a Shared Calendar

(1) You will receive an e-mail, stating that someone would like to share his or her calendar with you. (2) Open the e-mail and select Add This Calendar. (3) A message will pop up, confirming that the calendar was added to your calendar list. Hit OK. (4) Go to your Calendar view, you will see the calendar you just added under Peoples Calendars. (5) To view a shared calendar, place a checkmark in the box next to the calendar you wish to see.

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Returning to Inbox
To return to your inbox, select Mail from the Navigation Pane at the bottom-left of your calendar.

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If you have any questions, please call the Help Desk at 573-214-3333 or extension 25888.