Office 365 Calendar Essentials

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1 Office 365 Calendar Essentials Collapse/Expand Calendar Navigation This is the app launcher tool in the top left of your Outlook on the web window. Select Calendar from the list of available apps or click on Office 365 to return to the Office 365 homepage. Search Calendar - use to find calendar events. If you have multiple calendars select the calendar you wish to search. New - you will create a new calendar event or . Add Calendar - add other people s calendars from the WCJC Directory or even the internet. This is not Interesting calendars - add reminders for your favorite sports team, etc. on your calendar. Share - schedule and control what others can see and do with your calendar Page 1 of 6

2 The sidebar Calendar defaults to the current month view. The single arrow head on either side of the month allow you to select a different month. The double arrowhead minimizes the sidebar. Calendars that are of interest to you. United States Holidays and Birthdays are defaults. Other calendars you can add are Interesting calendars found on the calendar toolbar. These are not Shared calendars. These are calendars that are Shared with you. They usually belong to other people in your organization. You can also display calendars for Groups you are a member of. Discover Groups you may want to join or Create a Group. These icons let you quickly jump between , calendars, people and tasks. Page 2 of 6

3 Add Calendar Events To add an event to your calendar select New from the upper navigation ribbon or double click on a date within the main calendar pane. A Details window opens for you to add Start/ End date and time, location, recurrence, etc. You can make notes, attach files, categorize and invite others. Use the Scheduling assistant to check availability of attendees. Sharing Calendar Levels: Allow others to see when you are busy Allow others to view titles and locations Allow others to view details Allow others to edit Page 3 of 6

4 Skype Click for Instant Messaging. The number of Unread messages appear in blue circles. Notifications Click for upcoming events. Personalize your Calendar Click on the Settings icon to open personalization options Calendar options such as appearance,. themes and notifications can quickly be set by clicking on settings icon in the right panel. Click the calendar link and additional Calendar options become available in the left panel (see highlighted section). Help Enter the topic you would like more information on and click enter. Click a blue link to be taken to that command or a grey subject to be taken to more information. Calendar Views Click the expand button under Today for a list of events on the Page 4 of 6

5 Create a meeting request or appointment Under the Outlook Calendar navigation bar, click New + Calendar event. Type your invitation or event details here Under Details, add a title and location. Choose a start and end time. You can also select one of these optional items: o o o All day: Check this box if this is an all-day event. Private: Check this box if you don't want others to see the details of this calendar event. Repeat: Select one of the options from the list to make this a recurring meeting or appointment, and select the dates that you want the recurring event to span using the From and To boxes. Page 5 of 6 In the Reminder box, adjust the time of the reminder if you need to - default is 15 minutes prior to the event. If you want to send an reminder to yourself (or to the participants, if this is a meeting), click Add an reminder and provide this additional information: o reminder: Choose when the reminder will be sent. o Send reminder to: Choose Me if to send to yourself or All attendees to send all in the meeting. o Reminder message to send: Fill this out with the message you want to send, and then click Save. Under People, enter the names or aliases of the people you want to invite. Under the Outlook navigation bar, click Save for an appointment created for yourself, or Send to send invitation to a meeting; you may also Attach a file, Discard, add a Charm or Delete the entry.

6 Modify a meeting request or appointment 1. In the calendar, select the calendar event, such as a meeting or appointment, and click Edit. 2. If this is a recurring meeting or appointment, you will also have to choose one of the following: o Edit occurrence: Choose this option to open and make changes to a single calendar event. o Edit series: Choose this option to open and make changes to a series of calendar events. 3. Change any details for the meeting or appointment and then click Save if this is an appointment you created for yourself, or Send if this is a meeting with other attendees. Delete a meeting request 1. In the calendar, select the meeting and click Cancel. In the Cancel event window, click Yes to cancel the event. You'll have a chance to type a message to the attendees before the meeting is cancelled. 2. If this is a recurring meeting, you will have to select one of these options when you first click Cancel: o Cancel occurrence: Choose this option to cancel the occurrence of the meeting you selected in the calendar. o Cancel series: Choose this option to cancel the meeting series. Delete an appointment 1. Select the appointment in your calendar and select Delete. In the Delete event window, select Delete again. 2. If this is a recurring appointment, you will have to select one of these options when you first click Delete: o Delete occurrence: Choose this option to delete the occurrence you've selected in the calendar. o Delete series: Choose this option to delete the complete series of appointments. Page 6 of 6

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