How-To Instructions - Outlook 2011 Calendar
For more information on Outlook for Mac please click here for further instructions and how-tos. For some videos on using Outlook for Mac please see Lynda.com's Podcasts.
How to:
- Know the difference between 'appointment' and 'meeting request'
- Create an appointment
- Create a meeting request
- Modify an appointment
- Set up a recurring appointment
- Manage appointments I receive
- Get meeting reminders
- Schedule an appointment and mark it as private so others cannot view it
- Use the scheduling assistant
- Share my calendar with others
- Modify share permissions on my calendar
- Manage a calendar request from a Windows user
- View another person's calendar
- Share my calendar with individuals outside UNB
- Set up a Smart Folder
- Create a new task
What is the difference between ‘appointment’ and ‘meeting request’?
Appointments are for personal appointments or meetings and meeting requests are for group meetings with other UNB employees.
How do I create an appointment?
To create a new appointment, click on ‘Calendar’ from the left-hand side of your screen. Then select ‘Appointment’, it will open up a window to fill in the appropriate details. You can also double-click on the appointment date in your calendar to create an appointment.
When you are finished, click ‘Save and close’.
Note: you can also invite others by clicking on the ‘Invite’ button.
How do I create a meeting request?
To create a meeting request, click on ‘Meeting’. If you know the address of the person you are inviting, you can type it in the ‘To:’ field. If you do not know the address you can click on the ‘Address Book’ icon and it will open up the global address book. Once you have located the individual in the address book, select their name, and then click ‘To:’ under meeting recipients. Repeat this for all individuals invited. When done, click ‘Ok’ at the bottom of the window.
Fill out the rest of the information (i.e. subject, start/end date & times, body of the message). Click ‘Send’.
Note: Request responses is checked off by default. If you do not want to request a response, click the ‘Request Responses’ button.
To watch a video on using your Address Book please click here.
How do I modify an appointment?
To modify an existing appointment, double-click on it in your calendar and a window will open with the details of the appointment. Once you’ve modified the required information, click ‘Save and Close’.
How do I set up a recurring appointment?
When you create a new appointment, click on the ‘Recurrence’ icon along the top of the window. You have the following options:
- Once only
- Every Friday (changes depending on the day)
- Day XX of every month
- Every month/day
- Every day
- Custom (if you chose custom fill out the appropriate details and click Ok)
What do I do when I receive an appointment?
When someone sends you an appointment it will be in the form of an email in your inbox. When you click the message you will see the details of the meeting appear (including all invitees, date/time/location, and message details). Opening the email will also show you the details of the meeting.
To deny/accept a request, click on Accept or Deny. If you are unsure whether you can attend a meeting you can select Tentative. When you click on the icon of choice you will see three different options:
- Respond with comments
- Respond without comments
- Do not send comments
Choose the appropriate option, if you chose to edit the response before sending a window will appear and provide you space to type in your response. If you chose to edit the response, click ‘Send’ when done.
This will add the meeting into your calendar.
Will I be reminded of my meeting?
If you have a meeting reminder set, a pop-up window will appear prior to the meeting. You will have the options of Dismissing the reminder, View appointment details, or Snooze.
Note: If you have multiple reminders you can choose to dismiss all.
Can I schedule an appointment and mark it as private so others cannot view it?
When you are creating an appointment in your calendar, select ‘Private’ and that will hide from others who have access to your calendar.
What is the scheduling assistant and how do I use it?
The scheduling assistant will allow you to compare multiple individuals’ schedules to find a time that is best for everyone, it shows your free/busy information when someone invites you to a meeting. You can also compare room availability.
When creating a new meeting request, click on the 'scheduling assistant' tab. Then select the dates and times you are looking to schedule your meeting. ‘Show work hours only’ is defaulted.
To select attendees, click on the plus (+) icon next to ‘Add New’, it will open up the global address book. Search for the individual, underneath their name you have the options: required (to attend), and optional (choice of attending). Resource is not used. Once you have selected everyone, close the address book and click ‘Ok’.
To remove someone from the attendees list, click on their name and click the icon to the left and select remove.
When you have found a time, fill in the subject line and message and click ‘Send’.
For more information on using the Scheduling Assistant please click here.
What do I do if I receive a calendar request from a Windows user?
Unfortunately Outlook for Mac does not support this feature. If you receive the request you will need to manually add the user’s calendar by following the instructions below on viewing another person’s calendar.
Back to topHow do I share my calendar with others?
To share your calendar, click on the calendar you want to share and click ‘Permissions’. Click ‘Add User’. Type the person’s name in the search area and click ‘Find’. Select the individual and click ‘Ok’. You can then click on their name and change their permission level or create a custom level by changing Read, Write, Delete items, and other options. Click ‘Ok’ when done.
Note: When you give someone permission to your calendar it does not send them an email. Sharing calendars via email is only supported in Windows Outlook.
How do I modify share permissions on my calendar?
To change permissions, select ‘Permissions’. This screen will list everyone who has access to your calendar. To modify, select an individual and you are given the following options:
- Owner
- Publishing Editor
- Editor
- Publishing Author
- Author
- Non-editing Author
- Reviewer
- Contributor
- Free/Busy time, location, subject
- Free/Busy time
- For a list of descriptions of the permissions, click here.
When you select a different permission level, the options will change accordingly. If you alter the settings it will turn into a custom level.
When you are happy with the settings, click ‘Ok’.
You can remove permission by selecting the individual and clicking remove.
Note: permission options in the Outlook Web App are minimal. To provide edit rights, you need to assign permission via your desktop client.
Important to note when providing permissions:
If you want an individual, who is a Mac user, to be able to open/view your calendar you need to give them Reviewer rights or higher. If you only give them free/busy time (this includes Free/busy time, location, subject) they will not be able to open your calendar and will see a permission denied. Windows users will be able to view calendars with free/busy rights.
How do I view another person’s calendar?
To add a calendar, click on ‘Open Calendar’. Then click on the person icon, type in the individual’s name in the search field and click find. Select the person and click ‘Ok’. Calendar should be the default type. Click ‘Ok’. After a few moments the calendar will appear on the left under ‘Shared Calendars’.
Note: If you do not have permission to view a calendar a message will appear stating you do not have permission to view the calendar. From the Mac side, if you want an individual to be able to open your calendar you need to give them Reviewer rights or higher. If you only give them free/busy time they will not be able to open your calendar.
To watch a video on how to add a colleagues calendar click here.
Can I share my calendar with individuals outside UNB?
No, unfortunately Outlook for Mac does not support this feature at this time.
What is a Smart Folder and how do I set it up?
They are also known as search folders, they are useful for gathering emails across different folders. They are useful if you receive a lot of emails, and require them to be sorted by the different senders.
For information on how to setup smart folders please click here.
How do I create a new task?
Click on Tasks from the left-hand side and click ‘Task’. Fill out the title, click on no date to add in a finish date, repeat for start date and reminder. Click ‘Save and Close’ when done.
