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Outlook Calendar

This article covers some of the basics of using the Outlook Calendar, such as; adding items to your calendar, scheduling an appointment, and sharing your calendar.  Below are five brief training videos.  If you prefer a written format, there are written steps and screenshots toward the bottom of the document, as well.  The videos cover more options so be sure to watch those for the most information.

 

 

This section begins the written steps and instructions potion of the document.

 

Create or schedule an appointment

  1. From your Calendar folder, select New Appointment or click Ctrl+N or Ctrl+Shift+A.

  2. Enter a subject, location, start time, and end time. 

  3. Select Save & Close to save your appointment.


 
Customize your appointment with additional options
  1. Select New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment, double-click any blank area of the Calendar, or use the keyboard shortcut Ctrl+Shift+A.

    New appointment command on the ribbon

  2. In the Subject box, enter a description.

  3. In the Location box, enter the location.

  4. Enter the start and end times.

    Tip: You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year’s Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

  5. To show others your availability during this time, in the Options group, select the Show As box and then select Free, Working Elsewhere, Tentative, Busy or Out of Office from the drop-down.

  6. To make the appointment recurring, in the Options group, select Recurrence Button image . Select the frequency (Daily, Weekly, Monthly, Yearly) that the appointment recurs, and then select options for the frequency. Click OK.

    Note: Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

  7. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, in the Options group, select the Reminder box arrow and then select the new reminder time. To turn the reminder off, select None.

  8. Select Save & Close.

Tip: If you want to change an appointment to a meeting, select Invite Attendees from the Attendees group in the ribbon.


 
Change an appointment
  1. Double-click an appointment to open it. You can change any of the appointment's information. 

  2. Select Save & Close to save your changes.

Note: If you open a recurring appointment, you'll have the choice to open the entire series or a single occurrence. If you select just this one, any changes you make won't apply to the rest of the appointments in the series. 

Tip: You can also drag the appointment to a different date without opening it. 


 
Make an existing appointment recurring
  1. Open the appointment that you want to set to recur.

  2. In the Options group, select Recurrence Button image .

  3. Click the frequency — Daily, Weekly, Monthly, Yearly — that you want the appointment to recur, and then select the options for the frequency.

  4. Select Save & Close.

 

Schedule a meeting with other people

You can send a meeting request to one or more people. Outlook tracks who accepts the request and blocks out time on your calendar for the meeting. When you create a meeting request, you can add attachments, set a location, and use the Scheduling Assistant to choose the best time for your meeting.

Schedule a meeting

When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place. Responses to your meeting requests appear in your Inbox.

  1. On the Home tab, in the New group, do one of the following:

    • From the Inbox, choose New Items > New Meeting.

      To schedule a meeting, on the Home tab, in the New group, choose New Items, and then Meeting.

    • In Calendar, click New Meeting.

      New Meeting command on the ribbon

    Tip: You also can use the keyboard shortcut Ctrl+Shift+Q to create a new meeting request.

  2. In the To box, you can add attendees.

    Note: You also can add—or remove—attendees when you use the Scheduling Assistant in the Show group on the Meeting tab.

  3. In the Subject box, tell your recipients what the meeting is about.

  4. In the Location box, tell your recipients where this meeting will be held.

    Tip: If you use a Microsoft Exchange account, click Rooms to check availability and reserve rooms.

  5. Choose one of the following:

    • For a specific start and end time, in the Start time and End time lists, click the meeting start and end times.

    • For an all day event, select the All day event check box and the event shows as a full 24-hour event, lasting from midnight to midnight.

    Note:  If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.

  6. In the meeting request message box, you can type any information you want to share with the recipients.

    Tip: You also can attach a file. On the Insert tab, choose Attach File, and then choose the file you want to add to the meeting request.

  7. Click Scheduling Assistant and the Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

    Tip: If you’re not using an Exchange account, click Scheduling.

  8. Choose one of the following:

    • Click Add Attendees, and then type the recipients' names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.

      Tip: If you’re not using an Exchange account, click Add Others > Add from Address Book.

    • In the Search box, type the name of a potential attendees, click Go, choose a name in the results list, and then click Required, Optional, or Resources.

    Notes: 

    • Vertical lines represent the start and end times of the meeting. You can click and drag the lines to a new start and end time.

    • For Exchange accounts, the free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

      Outlook Free/Busy grid

  9. For Exchange accounts, the Room Finder pane contains suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

  10. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.

    Note: After you’ve set the meeting time, if you don’t want to make the meeting recurring, choose Send, or choose Appointment if you have more information to add to the body of the meeting.

  11. Choose one of the following:

    • If you don't want to make this a recurring meeting, click Send.

    • If you do want to make this a recurring meeting, go to Make a meeting recurring.


 
Make a meeting recurring

 

  1. Click Meeting > Recurrence.

    Recurrence command on the ribbon

    Note: Use the keyboard shortcut Ctrl+G to schedule the meeting to repeat regularly.

  2. Choose the options for the recurrence pattern you want, and then click OK.

    Note: When you add a recurrence pattern to a meeting request, the Meeting tab changes to Meeting Series.

  3. To send the meeting request, click Send.

Share an Outlook calendar with other people

You can share calendar information with other people by using Outlook in several ways. You can choose the method that is best for you, depending on the type of servers that you and your recipients have access to. When a colleague at another company wants to schedule a meeting with you and they can’t see your Outlook calendar, you can send a snapshot of your calendar or, better yet, an invitation to subscribe to your calendar in an email message.

Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments in the calendar.

Note: Any message, contact, or task in Outlook can by marked private so that others don't see the item in a shared folder.


Share your calendar in an email

  1. Click Calendar.

    Calendar command

  2. Click Home > E-mail Calendar.

    On the Home tab, click E-mail Calendar

  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    In the Calendar and Date Range boxes, pick the options you want

  4. Set any other options you want, and then click OK.

  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Example of a calendar shared in an email

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.


Share your Office 365 or other Exchange-based calendar with people inside or outside your organization

If you have an Office 365 or other Microsoft Exchange-based email account, and you want to share your calendar with someone who is inside or outside your organization, you can give them permissions to view your calendar.


Share your calendar with people inside your organization

  1. Click Calendar.

    Calendar command

  2. Click Home > Share Calendar.

    Share Calendar button in Outlook 2013 Home tab

  3. In the email that opens, type the name of the person in your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person in your organization, and then click Send.

    Invitation to share mailbox email internally - To box and Details setting

  4. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.

    Open this Calendar button on a received calendar sharing invitation

The shared calendar displays in the person’s Calendar list.


Share your calendar with people outside your organization

  1. Click Calendar.

    Calendar command

  2. Click Home > Share Calendar.

    Share Calendar button in Outlook 2013 Home tab

  3. In the email that opens, type the email address for the person outside of your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person outside of your organization, and then click Send.

    Invitation to share mailbox email externally - To box and Details setting

    If the following error displays when you try to send your sharing invitation, you have tried to share more details than is supported by the settings in your organization. If this occurs, under Details, choose to share a different level of details. Only an admin in your organization can change the sharing policy settings for your organization. For more information, see the end of this section.

    Error message - Policy does not allow granting permissions

  4. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.

    Open this Calendar button on a received calendar sharing invitation

  5. The shared calendar displays in the person’s Calendar list.

If you receive an error when you try to share more details that are supported by the sharing policy settings in your organization, contact the person that manages your email account.


Change permissions after you have shared your calendar with other people

You can change calendar sharing permissions.

  1. Click Calendar.

    Calendar command

  2. Click Home > Calendar Permissions.

    Calendar Permissions button in Outlook 2013 Home tab

  3. On the Permissions tab, make any changes to the calendar sharing permissions.

    Calendar Sharing Permissions tab in Outlook 2013

  4. Click OK.


Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note: Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

  1. Click Calendar.

    Calendar command

  2. Click Home > Publish Online > Publish to WebDAV Server.

    Notes: 

    • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

    • If you're using Office 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however. 

  3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then click OK.

 

This concludes the article.  Thank you

 

 

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