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Outlook 2010 - Calendar

Use the drop-down headings below as a quick start guide. The full guide is also available:

Getting started

Setting your work week

You can set the days and times that you work. You cannot select different hours for different days. As a workaround, you could block out the time by using recurring appointments or all day events.

  1. On the File tab, click on Options - Calendar.
  2. In the Work Time section, make the required changes then click on OK.

Viewing your calendar

  1. In Outlook, click on the Calendar icon in the Navigation pane.
  2. On the Home tab - Arrange group, select an alternative view eg Week.

You can change the dates of your calendar in a number of ways:

  • The calendar at the top of the navigation pane.
  • The dates above the calendar main window.
  • Home tab – Go To group:

Appointments and All Day events

Creating an appointment or All Day event

To create an Appointment or All Day Event:

  1. On the Home tab - New group, click on either:
    • New Appointment and check the All Day Event box.
    • New Items and select All Day Event.
  2. Complete the subject, location, start and end details and add notes if required.
  3. In the Options group:
    • Click on the Show As drop down arrow and select an option, eg Out of Office.
    • Change the Reminder setting if required.
    • If the event will be repeated, click on Recurrence and set the required recurrence pattern.
  4. In the Tags group, select the options required:
    • Categorize – group similar items together so they’re easier to identify (by colour) and search for. For further details see the Categorize section.
    • Private - prevents details of the appointment being seen by anyone who has access to your calendar.
    • Importance level – so you and others can be aware of how important you rate this event.
  5. To add an attachment (eg a document), in the Insert tab – Include group, select an attachment option (eg Attach File).
    Note: If you add an attachment, be aware that mobile device users may not be able to view the attachment in their calendar, or retrieve the original email invite. You are also advised not to add attachments to individual instances of a recurring event, as this causes problems.
  6. When complete, click on Save & Close on the Appointment (or Event) tab.

Updating an appointment or All Day event

  1. Double click on the event or appointment to open it. Make any changes required and click on Save & Close.

Cancelling an appointment or All Day event

  1. Right click on the appointment and on the pop-up menu click on Delete.

Tip: If you accidently delete an event, click on Undo in the Quick Access Toolbar, or press Ctrl+Z to bring it back.

Meetings

Creating a meeting

  1. On the Home tab - New group, click on New Meeting
  2. Add a Subject for the meeting.
  3. Type in a Location, or if you are booking a room or resource, see the Rooms and resources heading below.
  4. Add invitees in the To… field in the same way as you would using email.
  5. Once all invitees are added, click on OK.
  6. In the Meeting tab - Options group:
    • Click on the Show As drop down arrow and select an option if necessary, eg Out of Office (the default will be Busy).
    • Change the Reminder setting if required.
    • If the event will be repeated, click on Recurrence and set the required recurrence pattern.
  7. In the Meeting tab - Tags group, select the options required:
    • Categorize – group similar items together so they’re easier to identify (by colour) and search for.
    • Private - prevents details of the appointment being seen by anyone who has access to your calendar.
    • Importance level – so others can be aware of how important you rate this event.
  8. To add an attachment, in the Insert tab – Include group, select an attachment option (eg Attach File).
    Note: If you add an attachment, be aware that mobile device users may not be able to view the attachment in their calendar, or retrieve the original email invite. You are also advised not to add attachments to individual instances of a recurring meeting, as this causes problems.
  9. In the Meeting tab – Show group, click on Scheduling Assistant to see if there are any conflicts for the proposed meeting.
  10. In the Meeting tab – Show group, click on Appointment to return to the meeting proposal.
  11. Add any notes for the meeting in the text area. These will be visible to all invitees.
  12. When complete, click on Send (on the Meeting tab).

Rooms and resources

Some rooms and resources can be invited to meetings that you create in Office 365. These include meeting rooms, kettles etc. However, the majority of lecture rooms and AV equipment are still booked through Estates and you will need to do this separately. You are advised to invite a room and any resources where they are bookable within Office 365 when you are creating the meeting. To invite a room or resource to your meeting:

  1. With the new meeting window open, either:
    • Click on To and add the room or resource (see the Creating a meeting section).
    • Click on Rooms…. This will open the Select Rooms dialog box.
  2. Search for (ensuring that More columns is selected) or scroll to locate a particular room or resource from the list.
  3. Select the room or resource and click on Rooms ->.
  4. Add any further resources needed and then click on OK. If the time of your meeting conflicts with another booking for that room, you can check for alternative times in the Room Finder pane under Suggested times.
  5. If there is a conflict, select an alternative room, time or date for your meeting.

Note: The owner of each room or resource will need to confirm the booking.

Updating a meeting

  1. Double click on the meeting to open it. Make any changes required and click on Send Update.

Cancelling a meeting

  1. Double click on the meeting to open it. On the Meeting tab in the Actions group, click on Cancel Meeting.
  2. The meeting window becomes an email. Make any changes to the email and click on Send Cancellation.

Responding to an invitation

Note: All meeting requests and updates are sent via email. We advise that you keep all of these emails in a dedicated folder. Then, if you decline or delete a meeting invitation in your calendar, you can refer back to the original email to subsequently accept it. See the full guide for details of how to automatically move calendar messages to a folder.

  1. In the email inviting you to a meeting, click on ACCEPT, TENTATIVE or DECLINE as required.
    Note: If your response is ACCEPT or TENTATIVE the meeting will be displayed in your calendar.
  2. Select an appropriate response option:
    • Edit the response before sending.
    • Send the response now.
    • Do not send a response – do not use this option as the owner of the meeting will not be notified of your intentions.

Note: Never use the Delete key to delete a meeting. Use the right click method to delete or amend a meeting and please ensure that you send a response so that the owner of the meeting is notified and their calendar is updated accordingly.

If you want to respond to the meeting proposer and all invitees:

  1. In the email invitation, click on Respond and then select Reply All.

Note: When you respond to a meeting invitation or update in your email Inbox, the message automatically moves to your Deleted Items folder. If you respond directly in your calendar the message in your email Inbox will be updated with your response, but you will have to move or delete it yourself.

Calendar permissions

Give permissions

To allow colleagues to view more than just your free / busy time:

  1. Ensure your calendar is selected and on the Home tab - Share group, click on Calendar Permissions.
  2. Click on Add… and search for the person to whom you wish to give calendar permissions.
  3. Select the person, click on Add-> and then OK.
  4. In the Calendar Properties dialog box, select the user and choose a permission level from the drop-down list.
    • Owner - Create, read, modify, and delete all items in your calendar and create subfolders. Can also change permission levels for others. (This level is not available to delegates).
    • Publishing Editor - Create, read, modify, and delete all items and create subfolders. (This level is not available to delegates).
    • Editor - Create, read, modify, and delete all items.
    • Publishing Author - Create and read items, and modify and delete only items created by the user. (This level is not available to delegates).
    • Author - Create and read items, and modify and delete only items created by the user.
    • Nonediting Author - Create, read, and delete own items, but cannot edit them.
    • Reviewer - Read items only.
    • Contributor - Create items only. (This level is not available to delegates).
    • Free/Busy time, subject, location - View Free/Busy times, the subject line, and location of your appointments.
    • Free/Busy time - View Free/Busy times only.
  5. Select further Read, Write, Delete and Other options as required and click on OK.

Important: Please do not change any of the permissions on 'Default' (this should be 'Free / Busy time only') or 'Anonymous' (this should be 'None'). Changes to either of these will affect how your calendar is viewed by any member of staff or student at the University.

Note: The Folder visible option will be checked by default if you give a permission of Contributor or above.

Note: if you are the owner of a shared mailbox you can also give permissions to others. Right click on the shared mailbox's calendar, choose Properties and then select the Permissions tab.

Receive permissions

If someone has given you permission to view or edit their calendar you will need to:

  1. On the Home tab - Manage Calendars group, click on Open Calendar and then From Address Book ....
  2. Search for the person who has given the permission.
  3. Select the person, click on Calendar and then OK.

The calendar of the person will appear under Shared Calendars in the navigation pane.

Remove permissions

As Outlook must run in cached mode, to be sure that permissions are removed it is recommended that you amend their permission level to Free/Busy time, rather than remove them. This will ensure that the user will only see the default view and will not see any details (eg subject and location).

Adding University holidays

IT Services has created a file containing University holiday dates which can be quickly downloaded and imported into your Office 365 calendar.

Getting started video

Creating events video

Calendar permissions video