How-To Instructions - Outlook 2016 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's Podcasts.

How to:

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.

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How do I create an appointment?

To create a new appointment, click on ‘Calendar’.

calendar image

Under the 'Home' tab, select ‘Appointment’. A window will open for you to fill in the appropriate details. You can also double-click on the appointment date in your calendar to create an appointment.

Appointment button image

When you are finished, click ‘Save and close’.

Note: You can also invite others to convert your appointment into a meeting by clicking on the ‘Invite’ button under the 'Appointment' tab.

Invite button image

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How do I create a meeting request?

Click on 'Calendar' in the navigation pane.  

calendar button image

Under 'Home', click ‘Meeting’.

Meeting button image

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.

Select a meeting location by typing the location into the 'Location' box or by clicking the 'Room Finder' button and searching for the UNB meeting room you are looking for.

Room finder button image

Fill out the rest of the information (i.e. subject, start/end date & times, body of the message). You can also add attachments ('Meeting' > 'Attachments' > 'Add'), check invitee availability ('Organizer Meeting' > ' Scheduling'), or set the meeting to recurring.

Scheduling button image

When you are finished, click ‘Send’ on the 'Organizer Meeting' tab.

Send button image

Note: Request responses is checked off by default. If you do not want to request a response, click the ‘Request Responses’ button.

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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’.

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How do I set up a recurring appointment?

When you create a new or edit an existing appointment or meeting, click on the ‘Recurrence’ from under the 'Apppointment' tab. A window will appear giving you multiple options for your meeting recurrence.

Meeting recurrence button

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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 accept or deny 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 choose to edit the response before sending, a window will appear and provide you space to type in your response. Click ‘Send’ when done.

This will add the meeting into your calendar.

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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 to Dismiss the reminder, View appointment details, or Snooze.

Note: If you have multiple reminders you can choose to 'Dismiss All'.

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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.

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

The scheduling assistant allows 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, and allows you to compare room vailability. 

When creating a new meeting request, start by entering your meeting attendees into the 'To:' section and desired meeting date in the 'Starts' field.

Next, under the 'Organizer Meeting' tab, click 'Scheduling'. This will bring up a calendar showing free and busy times for your meeting attendees on the selected day. 

Scheduling button image

Clear the 'Show work hours only' checkbox to display availability for the full day. 

When you have found a time that works for everyone, fill in the subject line and message and click ‘Send’.

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How do I share my calendar with others?

Select ' Calendar' from the Navigation Pane, click the calendar you want to share, and under the 'Organize' tab, click ‘Calendar Permissions’.

Calendar permissions button image

This will open the 'Calendar Properties' window. Click 'Add Users' to bring up a search box. Type the name(s) of your intended recipient(s) into the box. When you find them, select them and click 'Add'.

Calendar properties window image

Add contact image

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How do I modify share permissions on my calendar?

You can set access permissions for those you have shared your calendar with.

In the 'Calendar Properties' window, in the 'Permission Level' dropdown menu, you have various levels of access to choose from. Your selection will affect what options appear in the 'Read', 'Write', 'Delete', and 'Other' sections below. Customize as necessary then click 'OK'. 

Permissions window image

The permission levels you can choose from are as follows:

  • Owner
  • Publishing Editor
  • Editor
  • Publishing Author
  • Author
  • Non-editing Author
  • Reviewer
  • Contributor
  • Free/Busy time, location, subject
  • Free/Busy time

Calendar permission options image

When you select a different permission level, the options will change accordingly. If you alter the settings it will turn into a custom permission level.

When you are happy with the settings, click ‘OK’.

You can remove permission by selecting the individual in 'Calendar Permissions' > 'Calendar Properties' and clicking 'Remove', then 'OK'.

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How do I view another person’s calendar?

Beside the 'Calendar Permissions' button, click on the ‘Open Shared Calendar’ button. A search box will appear; type the name of the person who is sharing their calendar with you and press enter. Select the person and click 'Open'. 

Open calendar window image

Note: If you do not have permission to view the calendar, a message will appear indicating as such. Learn how to share calendar permissions.  

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What is a Smart Folder and how do I set it up?

Smart Folders are also known as Saved Searches or Search Folders; they allow emails to be sorted dynamically via a set of pre-defined search parameters. This can be useful for grouping together to-do or follow-up items, to sort large volumes of emails by sender/keywords, or otherwise to make sorting through your emails easier.

To create a Smart Folder, you first need to create the search parameters that define it. Click in the search bar in the upper right-hand corner of the Outlook window to begin.

Search bar image

This will open the 'Search' tab, in which you will want to defin the scope of the search (all mailboxes, specific mailboxes, etc.)

Search tab image

Once you have set your scope, you can define the search criteria using the various buttons in the Search tab - sort by sender with 'From', by priority with 'Flagged' or 'Important', and so on. 

Search tab image

You can refine your specific search criteria by clicking on 'Advanced'.

Advanced search options image

Once your search parameters are set, click 'Save Search'. This will create the 'Smart Folder' which will display the search results with the settings you just defined. Type a name for the folder to finish.

Save search button image

Learn more about how to setup Smart Folders.

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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, then do the same for start date and reminder. Click ‘Save and Close’ when done.

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