This guide will only cover a small selection of Outlook Web App Calendar functions. If you need help with a feature you do not see here, click on the Help icon in the top right-hand corner of the browser and choose Help. This opens a new window with articles grouped by topic.
Viewing and Navigating
- Click on the Calendar link to display your calendar.
- The view options appear below your name. You can view by day, work week, week or month.
- The navigation options appear to the left of the view options. These will change depending on what view options you choose.
- Use the arrows in the navigation across the top to move forward and backward within that view. Click on a day in either week or month view to navigate to that day in day view.
- The calendar on the left allows you to navigate through the weeks, months and even years by clicking on the arrows or on the heading.
Working with Calendar items
Creating a Calendar Item
- Create a new calendar item by clicking New in the top left corner or by double-clicking in a time slot on the calendar. A new blank event will appear in the browser window.
- Fill in the fields as desired. If you create an appointment that only concerns yourself, click Save. If you create a meeting that involves other attendees, or make a change to the meeting, an email will always be sent to the attendee(s), so click Send.
- click the Add Attendees icon in the People section to search your contacts or the GAL for attendees to add.
- click the Scheduling Assistant icon to check for conflicts with other meetings your invitees are attending. In the scheduling table, each invitee’s calendar information is depicted by blocks of colour or blank spaces, depending on when they are busy or free.
Replying to a Meeting Request
Meeting requests will show up as email messages in your Inbox. They will have a calendar icon beside the message title. They will also appear in the calendar view as tentative meetings until you respond.
Meeting details and potential conflicts appear in the message body. Click Accept, Tentative, or Decline.
Rescheduling or Cancelling a Meeting
If you make the meeting request, then you are the Meeting Organizer and only you can reschedule or cancel this meeting.
- To reschedule, drag the meeting to the new date and/or time. In the pop-up window, click edit. This allows you to send an update to the attendees
- To cancel, select the meeting and press the Delete key. A message window will open addressed to meeting attendees. The subject will indicate the meeting cancellation. Click Send to notifiy the invitees of the cancellation.
Setting Repeating Meetings
- In the Meeting or Appointment window, click Repeat.
- In the pull-down menu, select the pattern (Every day, etc.).
- Set a From date and choose a To date.
- Click Send if is a meeting or Save if it is an appointment.
Scheduling an All-day Event
All-day events do not occupy blocks of time in your calendar; instead, they appear as banners. An appointment or meeting that lasts the entire day displays your time as busy by default when viewed by other people, but an all-day event displays your time as free.
- Click New.
- Check the All day checkbox. Fill in other details as necessary.
- To indicate to people who are viewing your calendar that you are out of the office instead of free, choose Working elsewhere from the Show as list.
- If the event lasts longer than one day, change the values in the Start and End boxes.
- Click Save.
How to Invite a Group to a Meeting
- Go to Calendar view.
- Click New.
- Click the Add Attendees in the People section. An Address Book window will open.
- Scroll through the Contacts and find your group.
- Double-click on the name of the group you wish to invite.
- Verify that the group name appears beside Required attendees. Click OK.
- To check the availablity of the group members, click the Scheduling Assistant icon.
- Under the meeting details to the left, any conflicts will be noted. If there are any conflicts you can change the time of the meeting here. Click OK.
- Back in the meeting window click Send when you have finalized the details of the meeting.