Microsoft Outlook Calendar

Microsoft Outlook Calendar is the calendaring and scheduling software used at Ithaca College which can be accessed with the Outlook desktop, mobile, and web browser applications.

Outlook Calendar allows faculty, staff, and students to maintain personal agendas, schedule meetings with each other on an invitational basis, and schedule resources, such as meeting rooms. All faculty, staff, and student personal email accounts, and department email accounts include Outlook Calendar. If only the calendar function is needed, Outlook offers users the ability to create their own additional calendars that can be shared within a department.

• Shared Outlook Calendars
• Outlook Calendar Resources
• Outlook Calendar Sharing Errors
• Suggested Settings for Large Outlook Calendar Events
• Further Reading

Shared Outlook Calendars

Find a Calendar

1. Visit https://outlook.office.com/calendar/ in a web browser.
2. Click Add Calendar in the left navigation.
3. Click Add from directory.
4. Type in the name or email address you are searching for (e.g. IC HR Calendar).
5. Select the group you want to add the calendar to (e.g. My calendars) and click Add.

Once the calendar has been added to your list of calendars you can view more than one calendar at a time in merged view or split view (side by side). For detailed instructions visit Working with multiple calendars in Outlook on the web (microsoft.com). Once a calendar has been added in Outlook for the web it will automatically appear in the Outlook desktop client as well.

Share Your Calendar

This explains how to share your calendar with others or how to modify your sharing permissions.

1. Visit outlook.office.com/calendar/ in a web browser.
2. Next to the calendar that you want to share or to modify its sharing permissions, click the  ellipsis.
3. Click Sharing and Permissions.
4. To share the calendar with others:
   1. Type in the name or email address of the person or group you are wanting to share with.
   2. Select the permission level that you wish to grant the person or group.
      • "Can view when I'm busy" lets them see when you're busy but doesn't include details like the event location.
      • "Can view titles and locations" lets them see when you're busy, as well as the title and location of events.
      • "Can view all details" lets them see all the details of your events.
   3. Click Share.
5. To modify the calendar's sharing permissions:
   1. Next to the individual, group, or role, select the permission level that you wish to grant the person or group.
      • "Can view when I'm busy" lets them see when you're busy but doesn't include details like the event location.
      • "Can view titles and locations" lets them see when you're busy, as well as the title and location of events.
      • "Can view all details" lets them see all the details of your events.
      • "Can edit" lets them edit your calendar.
      • "Delegate" lets them edit your calendar and share it with others.
   2. To delete the permission, click the  trash can.

Create a Calendar

You can create additional calendars and choose which of those calendars to share. For example, you can create a calendar 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.

1. Visit outlook.office.com/calendar/ in a web browser.
2. Click Add Calendar.
3. Click Create blank calendar.
4. Type in a calendar name and select a color and charm to distinguish it. Select a calendar group to add it to.
5. Click Save.

Outlook Calendar Resources

Outlook Calendar resources are typically departmental meeting rooms. These rooms can be scheduled using Outlook Calendar. One person is the designated resource owner and has the ability to approve or decline scheduling of the space.

• There is no distinction between a room and a piece of equipment. They can be "invited" to meetings just like people.
• The owner of a resource can customize the settings for the account.
• Resources do not allow scheduling conflicts. If the resource already has an event scheduled for a particular time, no one else can "invite" the resource to another event.
• Multiple resources can be invited to a meeting.

Scheduling

By default, anyone using Microsoft Outlook can schedule the resource. However, the owner can change this so that:

• When someone includes the resource as an invitee to a meeting, the owner, or someone delegated by the owner, approves or denies the request,
• Viewing and scheduling of a resource is limited by permissions to specific people.

Sharing

In order to view the resource's calendar directly, the owner, or someone delegated by the owner, must give you access permissions.

Configuring

Only the owner, or someone delegated by the owner, can adjust the settings for the resource. Owners can configure how the resource can be scheduled, including:

• Automatic scheduling vs. request to schedule
• Maximum meeting length
• Whether recurring meetings are allowed

To configure the resource:

1. Log in to Outlook on the Web at https://outlook.office.com/mail/
2. Click your profile photo in the top right of Outlook.
3. Click Open another mailbox.
4. Enter the room resource name (e.g. stafflunchroom@ithaca.edu) and click Open.
5. Click  Settings.
6. Type Calendar in the Search Outlook Settings box.
7. Select Calendar appearance.
8. Click Resource scheduling.
9. Adjust scheduling options as desired.

Outlook Calendar Sharing Errors

When attempting to send an Outlook Calendar Sharing invitation, this error may be seen: "The policy does not allow granting permissions at this level to one or more of the recipient(s)." This error may occur when adding a recipient via the Offline Global Address List, which may contain incomplete or outdated information for the person you are attempting to share with. To work around this issue, select the intended recipients directly from the Global Address List as follows:

1. Click the Share Calendar button in the Share group in the Outlook Calendar toolbar
2. In the Sharing invitation window, click the To... button; the Select Names: window opens.
3. From the Address Book menu, select Global Address List.
4. In the Search box, type the recipient's first and last name.
5. Double-click the name of the recipient to whom you want to send the invitation; their name will be added to the To--> field
6. Click OK
7. Be sure to select the desired sharing settings in the invitation message
8. Click Send

Suggested Settings for Large Outlook Calendar Events

These are suggested settings in Microsoft Outlook Calendar for meetings with a large number of attendees. Recommended settings include not requiring meeting responses, preventing meeting attendees from forwarding the meeting, proposing new meeting times, and from seeing a list of other attendees.

Creating an Outlook Calendar Event

1. With the Microsoft Outlook desktop client, create a meeting. Click New Meeting in the Home toolbar.
2. Add in meeting details, such as who the meeting should be sent to, a meeting title, and a meeting description.
3. In the Attendees section in the meeting toolbar, click Response Options and uncheck Request Responses, Allow New Time Proposals, and Allow Forwarding.
4. In the Tags section in the meeting toolbar, click Private.
5. Save the meeting invitation. Click File and then click Save.
6. Close the meeting invitation.
7. Open Outlook for the web in a web browser. Click Calendar.
8. Open the saved meeting invitation.
9. In the meeting toolbar, click Response options, then click Hide attendee list. (This feature is currently only available in Outlook for the web.)
10. Click Send to send the meeting invitation with the attendees hidden.

Further Reading

• Share your calendar in Outlook on the web (microsoft.com)
• Export an Outlook calendar to Google Calendar (microsoft.com)
• Add holidays to your calendar in Outlook for Windows (microsoft.com)
• Delegate Access Information
• Publishing an Internet Calendar
• Create Additional Calendars