Using your Outlook Web App (OWA) Calendar

How to:

How do I create a new event?

To create a new event, click on ‘Calendar’ in the top right-hand corner of your screen, then select ‘new event’. Alternatively you can also double click on the day to create an event.

Create new event

A new window will pop up. Fill in the information for the event and click ‘save’.

New event window

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How do I add an attendee?

To request someone’s attendance at your meeting, type their name on the attendee’s line in the new event window. If you don’t know their full name you can search for part of their name. Once you find the person you are looking for click their name to add them to the attendees.

Add attendees

If you don’t want a response to your request you can uncheck the box beside ‘request response’.

Request responses

Additional Notes:
•    If you want to make someone’s attendance optional, right click their name. At the bottom of the drop down menu there should be the option to make ‘attendance optional’.
•    If you want to find out how many people have accepted the invitation to your meeting, click on the event in your calendar and it will tell you how many people have accepted.

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How do I modify an existing event?

To modify an existing event, click the event and select ‘edit’ from the window that appears.

Modify an event

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How do I set up a recurring event?

To set up a recurring event click ‘new event’ or edit an existing event. Under ‘Repeat:’ select an option from the dropdown menu.

Recurring event

Two new drop down menus should appear so that you can select a start and end date for this recurring event. Once you are finished, click ‘save’.

Select a start and end date

Note: If you want to edit the event, you will be asked whether you would like to edit all the events in the series or just one occurrence.

Edit occurrence or series

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How do I get meeting reminders?

To set a reminder create a new event or edit an existing one. Under ‘Reminder:’ choose how early you would like to be reminded of this event.

Setting a reminder

When you receive a reminder, it will show up as a hanging calendar icon beside your ‘Mail’ option at the top of the screen. From here you can see all of your reminders and have the option to ‘dismiss’ the current reminder, ‘dismiss all’ reminders, or ‘snooze’.

Reminder notification

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How do I schedule an event and mark it as private so others cannot view it?

To create an event and mark it as private so others cannot view it, select ‘new event’ or double click on the day. Fill in the information for the event, but before clicking ‘save’ check the box beside ‘Mark as private’.

Making your event private

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How do I add a room to an event?

  1. Create a new event or open an existing event.
  2. Beside the ‘Location:’ line, click the ‘add room’ button.
  3. This will create a list of rooms that are available to you at the time of your event.
    Adding a room
  4. Once you have selected the room you want, it will be automatically added to the ‘Attendees:’ line and the ‘Location:’ line in your event.
  5. Fill in the rest of the details for this event and click ‘save’.
    Room details
  6. You will then be sent a message to confirm that the room is booked.
    Room booking confirmation

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How do I delete an event?

Within your calendar, right click on the event you wish you delete and click delete.

Deleting an event

This will send a message to all attendees telling them that the event was cancelled.

Deleted event notification

If a meeting you are an attendee at is cancelled an email will be sent to you. In the email you will have the option to remove the meeting from your calendar. 

Cancelled event

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How do I manage event invitations I receive?

When someone sends you a meeting request it will show up as an email stating the time, location, attendees, message details, and conflicts with your calendar. You can decide to ‘Decline’ the invitation, give a ‘Tentative’ agreement to the invitation, or ‘Accept’ the invitation.

Managing event invitations

Under ‘Accept’, ‘Tentative’ , and ‘Decline’ you have the option to ‘edit the response before sending’, ‘send the response now’, or ‘don’t send the response’. If you choose ‘edit before sending’ you will need to click send after typing your message. If you choose ‘send the response now’ it will automatically send a message saying that you accept. If you choose ‘don’t send the response’ no response will be sent.

Accepting an invitation

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What is the scheduling assistant and how do I use it?

The scheduling assistant allows you to compare multiple people’s schedules to find a time that is right for everyone. You can also add a room to the event and check its availability against your attendee’s schedules.

To open scheduling assistant create a new event and click ‘Scheduling Assistant’ from the menu at the top of the screen.

The scheduling assistant

Once in scheduling assistant begin adding attendees to the event. If you have not emailed this person before you can press enter after typing their name to search the directory for them. You can also add a room to the event and check its availability against your attendee’s schedules. To make a person’s attendance optional right click on their name and click ‘attendance optional’. To remove someone from the list click the ‘X’ beside their name.

Adding attendees and rooms

If there is a conflict with an attendee’s schedule a grey box will appear around the person’s name. You can also check for conflict on the calendar. As you add more attendees their schedules will appear on the screen. A gray box inside of a time slot symbolizes that someone has something scheduled there and that there will be conflict. If you add a room its booking schedule will be added to the calendar and will look like an attendee’s would. When you are finished adding attendees and a room to your event you will be able to clearly see which time is the best option for your meeting.

Once you are satisfied with the time/date, room, and attendees click ‘OK’, this will transfer your event information over to the new event window. Now click ‘save’.

The scheduling assistant

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How do I share my calendar with others?

To share your calendar with others click the ‘Share’ button in the top right hand corner. In the pop up window click the text box under ‘Share with:’ and type the name of the person you would like to share the calendar with. Once you find the person you are looking for click on their name to add them to the permissions.

Sharing a calendar

If you are sharing your primary calendar called ‘Calendar’ then you have the option to give the person you are sharing it with ‘Availability only’ access, ‘Limited details’ access, ‘Full details’ access, ‘Editor’ access, or ‘Delegate’ access. If you are sharing a calendar you have created you can only give the person you are sharing it with ‘Full Details’ access, or ‘Editor’ access. If you want to share this calendar with someone who is not a faculty/staff member type in their email address on the ‘Share with:’ line. They will receive an email with the link to look at your calendar.

  • Full details’ will allow the person to view all meeting details.
  • Limited details’ will allow the person to view the time, subject, and location of the meeting.
  • Availability only’ will allow the person to see only the time of events on your calendar and what state you are in (busy, free, etc.).
  • Editor’ will allow the person to edit your calendar.
  • Delegate’ allows someone else to manage your account; they will receive copies of your meeting requests and you can allow them to view private appointments.

If you want you can edit the subject before sending it. Check the drop down box under ‘Calendar:’ before sharing your calendar to make sure you are sharing the calendar you want to share. When you are finished click ‘send’.

Share options

Note: By default your calendar called ‘Calendar’ is available to all staff and faculty members in ‘Availability mode’.

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How do I modify share permissions on my calendar?

To modify share permission right click on the calendar and select permissions.

Modify share permissions

A new window will pop up. Click the drop down menu to select a new permission level. The permissions levels are different depending on whether you are updating your primary ‘Calendar’ or one that you have created. Select their new permission level or click the ‘x’ beside the dropdown to delete them. Now click ‘save’ to confirm the changes.

Modify a shared calendar

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How do I view another person's calendar?

To view another person’s calendar right click on ‘Other Calendars’ or ‘My Calendars’ and select ‘open calendar’.

View someone's calendar

A new window will pop up asking what kind of calendar you are opening. Click on the text box under ‘From Directory:’ and type in the person’s name. Once you have found it click on it and click ‘open’.

Open calendar

You should now be able to view their calendar. If you don’t want to see their calendar anymore click the check box beside their name and it will disappear. If you want to delete the calendar right click the calendar and click remove.

If you want to keep your calendars organized you can create a calendar group by right clicking on ‘Other Calendars’ or ‘My Calendars’ and click new calendar group. This will create a new folder for calendars. To delete this new folder empty it of calendars and then right click it and press ‘remove’.

View someone's calendar

Note: all primary Calendars are set to ‘Availability only’. If you want to see details or if you want to see a calendar they have created you will have to ask them to share their calendar with you.

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How do I create additional calendars for my entire department to view/edit?

There will need to be a primary individual responsible for the calendar.  They will be the only one able to add/remove individual’s access. To create additional calendars right click on ‘Other Calendars’ or ‘My Calendars’ and then select ‘new calendar’. Name your new calendar then press enter.

Create new calendar

To share permissions for this calendar right click on it and select ‘share calendar’ or press the ‘share’ button in the right hand corner of the screen. If you press the share button make sure that the drop down box under ‘Calendar:’ has the name of your new calendar selected. Add the people you want to share the calendar with and their permissions then press ‘send’.

Create shared calendar

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