Outlook Web App -- Using Calendar

Viewing Calendar

  • To view your calendar, click on Calendar on the lower left side of the Outlook Web App window, under your email folders
  • There are multiple views that you can use to view your calendar. These can be selected by clicking the corresponding icon at the top
    • Day
    • Work Week
    • Week
    • Month
  • Simply double click on a meeting to view the details of that meeting, who is invited, time, location, and agenda

Creating a new Meeting/Appointment

  • Click the New icon at the top
  • Enter a Subject for the meeting
  • Enter location
  • Select start time and end time or make meeting an all day event by clicking that checkbox
  • Change the reminder time if you like or uncheck to have it not remind you at all
  • Confirm that you want to Show time as busy. Note, you can also mark a meeting as Free, Tentative, Busy or Away
  • You have the option of marking the meeting as private so that even if you share your calendar with others, they won't be able to see the details of that meeting
  • You also have the options of adding an agenda to the meeting at the bottom
  • Adding others to a meeting:
    • Follow the steps above
    • Click on the little calendar with envelope icon at the top
    • Enter the people who you would like to invite to the meeting the same way that you would an email
    • You can also click on the Scheduling Assistant tab to add members to see if they have conflicts
  • Click Save and Close or Send (if you invited others) to save the meeting
  • Recurring Meetings:
    • Create the meeting following the steps above, including inviting others as necessary
    • Click on the 2 circular arrows icon at the top
    • Choose a start time, end time and duration
    • Select the repeat pattern
    • Select the start date of the recurring meeting and the end date
    • click OK
  • Click Save and Close or Send (if you invited others) to save the meeting

Default Reminders

  • By default, any new meeting has a 15 minute reminder to it. It will play a sound and pop up a window with the meeting notification in our Outlook Web App window. 
    • Also, if you sync to a smartphone such as the iPhone, that 15 minute reminder will carry over to your phone and alert you via your phone as well. 
  • To change the default reminders, click on Options in the upper right hand corner of the Outlook Web App window
  • Click on Settings on the left and then select Calendar
  • Under Reminders on the right, you see a checkbox for "Show reminder alerts" and "Play a sound when a reminder is due". Also, there is a place where you can change the default reminder
  • Note, you can also set individual reminder times when you create a new meeting. 
    • When you create the meeting, there is a checkbox for Reminders and then a drop down to set the timeframe. 
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Sharing Calendars 

  • Please note that by default, everyone has the ability to see your free/busy time on your calendar, however they can not see any details about the meetings
  • To share your calendar with others, Select Calendar in the lower left side of the Outlook Web App window
  • Click on Share at the top and select Share a calendar and then select your calendar
  • This will open up a Sharing Invitation window with some options:
    • Enter the name or email address of the person that you would like to share your calendar with and do a CTRL+K to look them up
    • Select what information you want to share: Free/Busy information, Free/Busy information with subjects and locations, or all information
    • You can also request that person share their calendar with you by checking the checkbox for "I want to request permission to view the recipient's calendar folder"
    • You can enter a personal message in the email window below. 
  • To view someone's calendar that is shared with you
    • When you receive the email that someone shared their calendar with you, click on the "Add This Calendar" link at the top of the email
    • Click on Calendar in the lower left side of the Outlook Web App window
    • You should now see that person's calendar on the left side under People's Calendars. 
    • To view that calendar, check the checkbox next to their name
  • To remove sharing permissions
    • If you want to remove sharing privileges from your calendar, click on Share at the top and select Change Sharing Permissions
    • Select the name of the person that you want to stop from viewing your calendar and click the delete button at the top