Outlook: Calendars

  • Updated

What this article covers

This article outlines the steps to view and manage emails for a shared mailbox from your desktop client. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.

Sharing your Calendar by email

  1. Select Calendar
  2. In the Home tab, Share group, click E-mail Calendar
  3. In the Send a Calendar via E-mail box, select Calendar to send (will default to open Calendar)
  4. Select Date Range
  5. Select or enter Details
  6. Set Advanced Options if desired; click OK 

Email_Calendar.png Send_Calendar2.png

Allowing others to view your Calendar

  1. Open Calendar
  2. In the Home tab, Share group, click Share Calendar
  3. Select desired Details
  4. Send to recipient

Share_Calendar.png Share_Calender_Details.png

Viewing another Calendar

  1. Open Calendar
  2. In the Home tab, Manage Calendars group, select Open Calendar
  3. Select desired option from drop-down menu
  4. Enter Name of the person whose Calendar you wish to view
  5. Click OK; the selected Calendar will appear next to yours

Open_Calendar.png  

Open_Calendars.png

To close shared Calendar, click “X” on name tab.

Overlaying Calendars

  1. Open Calendar
  2. In Navigation Pane (at left), select Calendars to Overlay
  3. Click directional arrow on Shared Calendar tab, or go to View tab; in Arrangement group, select Overlay
  4. To remove from Overlay, click directional arrow (to right) on Calendar name tab

Calendar_Overlay.png

Overlay_example.png

Calendar View

  1. Go to View tab
  2. In Arrangement group, select desired view

Calendar_View.png

Scheduling Meetings

  1. Open Calendar; under Home tab, select New Meeting
  2. Fill in information: Recipient, Subject, Location, Time
  3. Enter body of message
  4. When finished, select Send to send invitation to recipients
  5. To deliver the meeting with MS Teams, select Teams Meeting in the Ribbon

Create_Meeting.png

Alternatively, you may click on a specific day & time on your calendar and follow the same process.

Scheduling a Recurring Meeting

Follow steps in Scheduling Meetings, but select Recurrence and establish settings before sending the invitation

Meeting_Recurrence.png

Meeting Response Etiquette

  • Accept - you will attend the meeting
  • Decline - you definitely cannot attend and also do not want to track this meeting. It is not good practice to decline a meeting invitation because you have already put the event on your Calendar yourself.
  • Tentatively Accept – for all other circumstances. For example, If you are unsure if you can attend the meeting or would like to attend but have a conflict and would still like to be aware that the meeting is occurring

When removing a meeting from your calendar as an attendee after initially accepting the meeting, you have the option to notify the meeting organizer; it is common courtesy to do so for planning purposes. You may also choose to “Decline” the meeting after initially accepting it.

Shared Mailboxes

ITS grants permissions to access shared Mailboxes, such as Departmental mailboxes. Once permission is granted, the shared Mailbox will appear automatically in your Outlook- you do not “Add” it. To receive permission to access a shared Mailbox, contact the Help Desk.

REMINDER: Email usage must comply with University Email Policy 3.021

 

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