Outlook 2013: Calendar

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Detailed help

Changing calendar settings

To change calendar settings, do as follows:

  • Click FILE.

  • Click Options.

  • Click Calendar.
  • By default, the work week is from Monday to Friday, and working hours from 8.00 a.m. to 5.00 p.m. (1).
  • You can change the reminder time in the drop-down menu (2). By default, attendees can propose a new time for the meeting (Allow attendees to propose new times for meeting). Use Add holidays to add national holidays into the calendar.

  • Choose the time zone in (3).
  • By default, the top of the calendar shows weather information. To disable this, remove the tick mark at Show weather on the calendar (4).

Making a private calendar entry

You can create two types of calendar entries in Outlook. An appointment is a private entry which is not sent to other users. A meeting is a meeting to which other participants are invited.

To create a calendar entry, do the following:

  • Open the HOME tab.
  • Click New Appointment.

  • Fill in the information for the event: subject (1), location (2), start and end date (3), and duration (4). Remove the tick mark of All day event to specify a start and end time for the event. Item 5 shows how your presence status is shown to others when someone views your shared calendar or tries to book a meeting.
  • Save the event in (6) when you have filled in all the necessary information.

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An alternative method to create calendar entries is to right-click a suitable time or date in the calendar.

  • Choose New Appointment.
  • Fill in the information.

Editing a calendar entry

  • Double-click the event.
  • The calendar item opens in a new window.
  • Make the changes and save the information.
    • Some changes can be implemented more easily by right-clicking the calendar item.

Categorising a calendar entry

To improve the legibility of your calendar and make your use of time more efficient, you can categorise the calendar entries based on a particular property. You can, for example, encode all meetings related to a certain project or with a certain person using a particular colour. This helps visualise the time spent on the subject in question by taking just a quick look at the calendar.

You can divide your calendar entries into different categories as follows:

  • Right-click the calendar entry.
  • Choose Categorize in the menu that opens.
  • Choose the category.

  • All Categories allows you to add new categories.

  • Click New.

  • Enter a name for the new category (1).
  • You can choose a colour for the category from the menu (2).
  • If you want to, you can also specify a shortcut for the category (3).
  • Click OK to save.

  • You can rename existing categories by ticking the category and clicking Rename.

  • Enter the new name.
  • Click OK.

Sharing a calendar

The university's calendar system contains default settings which allow all users to see the availability information of other users. In practice, this means that others can see whether your calendar has a "free", "busy", "tentative" or "out of office" status for a given time. If you want to grant more permissions to others, follow these instructions.

  • Open the HOME tab.
  • Click Share Calendar.

  • This opens a new window.
  • In the To field, enter the persons to whom you want to grant the permission to view your calendar.
  • The Subject field shows a predefined invitation to share the calendar. You can also replace it with your own invitation.
  • You can specify how much details you want to share. The default setting is Availability only (3), which only shows the other party whether you are free, busy, tentatively busy, working elsewhere or out of office.
  • Click Send to send the invitation (4).

  • Answer to the confirmation request.

The recipients get a notification of your willingness to share your calendar by e-mail, and can share their calendars with you if they want to.

Viewing other calendars

The university's calendar system contains default settings which allow all users to see the availability information of other users, i.e., information on whether a person is free or busy at a certain time. To use other people's calendars, see Basic information in these instructions. If someone shares more permissions to their calendar to you, do as is explained in Extended information.

If you want to view several calendars at a time, you can organise them side by side or on top of each other. Finding common free time is easier when the calendars are placed on top of each other. Showing several calendars at the same time provides further information on the subject.

Basic information

  • Open Open Calendar in the top bar.
  • Choose From Address Book.

  • This opens the address book.
  • Choose the person whose calendar you want to see (1).
  • Click Calendar (2).
  • The person's name is shown in (3).
  • Click OK (4).

  • The new calendar is shown in the list in the left.

Extended information

If someone grants you permissions to their calendar exceeding the basic permissions, do the following:

When someone else wants to share their calendar with you, you will get a notification by e-mail:

  • According to the default settings, the message subject is Sharing invitation: sender of the invitation.
  • Click Open this Calendar to accept the request.

  • The calendars of other people are shown in the left side of the calendar view under your own calendar.

  • Managing various calendars is easier if you specify colours for the calendars.
  • Right-click the calendar.
  • Choose Color and choose a colour.

  • You can show the calendars side by side. The colour codes show whose calendars they are.

  • Click any calendar to temporarily show or hide it. If there is no tick mark by the calendar, the calendar in question is not shown in the calendar view. In the example, the user's own items (1) and those of person (2) are shown. The calendar of person (3) is hidden.

Showing several calendars at the same time

The calendars can be placed side by side or all in the same calendar view.

  • To show the calendars on top of each other in the same view, click the arrow at the top of the tab.

  • Both calendars are now shown together, each in their own colour.

To rearrange the calendars side by side, click the arrow at the top again.

Displaying room reservations on the calendar

You can display meeting rooms and other resources you may reserve on the calendar by taking the following steps:

  • Open the calendar.
  • Click Open Calendar.
  • Select From Room List.

  • Select the rooms (1) you want to include in your calendar. You can select multiple rooms by holding down the Shift key while selecting the rooms.
    • The list displays all resources added to the system. You can narrow down the options by opening the Advanced Find window (3) and using, for example, the name of the campus or building as the search term.
  • Click Rooms (2).

  • The selected rooms are displayed in field (1).
  • Click OK (2).

  • The rooms appear on the calendar under (1). The main window (2) shows the reservation status of the rooms.

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Finding resources with search terms

  • You can perform a resource search with the Advanced Find. Write the search term in the Display name field (1) and click OK (2).

  • The resources that meet the search term are shown on the list. Select the resources you with to include in your calendar.

Granting administration permissions to a calendar

You can grant someone else administration permissions to your e-mail and calendar. A director, for example, may grant their secretary the permissions to process e-mail or reply to meeting invitations and edit them. The person granting the permissions may specify the extent of permissions to their delegate.

Permissions may not be granted between persons in the local service and in the cloud service. Both persons also have to be using the same version of Outlook in order to ensure uncomplicated joint use.

Granting administration permissions

  • Open FILE.

  • Open Account Settings > Delegate Access.

  • This opens a new window.
  • Click Add.

  • Start typing the name in the search field (1)
  • The address book proposes suitable persons (2).
  • Click Add (3).
    • NOTE: You cannot add persons with a prohibition symbol in front of them. Calendars cannot be shared between the local service and the cloud service.
  • The selected person is added to the list (4).
  • Click OK (5) when you have added all the persons to the list.

  • The default permissions are shown in the image. If you want to grant permissions for processing incoming mail as well, add the permissions in the Inbox menu. Three levels of permissions are available:
  • A Reviewer is able to read the items in the folder.
  • An Author can also create items and edit or remove items which they have created.
  • An Editor can, in addition to the previous permissions, edit and remove items created by the person who is granting the permissions.
  • You should choose Automatically send a message... at the bottom as this will send a message to the delegate telling them that they have been granted permissions. An example of such a message can be found at the end of these instructions.
  • Click OK.

  • Click OK.

  • Example of automated message. Pitkänen, K Juhani has granted Pöyry, Anu K the permission to edit calendar entries and tasks on his behalf.

Modifying and removing permissions

You can modify permissions which you have granted or remove them altogether.

  • Open Account Settings > Delegate Access as above.
  • If you want to remove the permissions, click Remove (2).
  • If you want to modify the permissions, click Permissions (3).
  • Click Properties (4) to see the information of the person in question.

  • If you have removed the permissions, your list of delegates (1) is empty.
  • Click OK (2).

  • No one has the permission to process your calendar on your behalf now.

Finding common time for a meeting and sending invitations

  • In the HOME tab (1), open New Meeting (2).

  • This opens a new window.
  • Add the persons you want to invite to field (1).
  • Specify the subject and location (2).
  • Choose a suitable time (3).
  • Click Scheduling Assistant (4).

  • The persons being invited are shown in the left. To add participants at the end of the list, click Click here to add a name (1).
  • The meeting time is shown in light blue (2).
  • The dark blue bar (3) shows that one of the attendees is busy at the time of the meeting (3).
  • You can change the time in (4) or drag the borders of the vertical bar. The assistant refreshes to show whether the new proposed time is suitable for everyone.

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  • The symbols next to the names (previous image, 1) indicate whether the participation of the attendee is required or voluntary, or the attendee is a meeting room, for example. When you click a name, a menu opens for changing the status of the invitee.

  • NOTE: If you organise the calendars in the same view as explained above, you can easily notice any overlapping bookings.

  • Place the pointer over a booking to see additional information.

Booking a meeting room

The bookings of some meeting rooms have been transferred to Outlook. Not all meeting rooms can be booked via Outlook.

NOTE: The right to use the rooms may be limited to a specific group of users. Even if you see a meeting room on the list, you might not be able to make a reservation. If you are unable to reserve a room you should be able to reserve, please contact the person in charge of reservations at your facility.

You can book the meeting room when you send the meeting invitation:

  • Open the calendar.
  • Double-click the day for which you want to make a booking.

  • Under Appointment, enter the subject of the meeting in the Subject field.

  • Open the Scheduling Assistant.

  • Open the Options menu at the bottom.
  • Choose Show Only My Working Hours.

  • Choose Add Rooms.

  • Select any possible rooms and click Rooms.

  • You can add several rooms for purposes of planning the time of the meeting. In such a case, remember to remove obsolete rooms from the list of attendees before sending the invitation.
  • Click OK.

  • The booking status of the selected rooms is shown highlighted in the calendar. In the example, one room is booked from 10–12.

  • You can check the bookings of persons invited to the meeting in a similar manner. Click Add Attendees at the bottom.

  • This opens a new window. Add participants.
  • Choose a person in (1).
  • In (2) you can choose whether attendance is Required or Optional.
  • (3) shows the room selected above.
  • Click OK (4).

  • You can see the overall situation easily in the calendar view.

  • The application shows the selected rooms in the right (1), proposes possible times (2) and shows conflicts (3). Clicking fields (1) and (2–3) refreshes the calendar view.

  • You can still remove participants (or rooms). When you send the meeting invitation, the rooms selected in the list are booked for you. If you have added several rooms during planning, remove the unnecessary ones!

  • Click Send when you have found a suitable time.

Booking equipment

Reservations of certain tools and equipment (such as research devices, cars etc.) have been transferred to the Office 365 service. Not all equipment can be booked via Outlook, however.

The right to use certain equipment may be limited to a specific group of users. Even if you see a piece of equipment on the list, you might not be able to make a reservation. If you are unable to reserve equipment you should be able to reserve, please contact the person in charge of reservations at your facility.

In this example, you book a car for use. The same method applies to reservations of other equipment as well. Make a reservation for a piece of equipment as follows:

  • Open the Outlook calendar view.
  • Double-click the day for which you want to make a booking.
  • Open the Scheduling Assistant.

Choose Add Attendees. Find the desired resource on the list, such as IT center car, and click OK.

  • The booking status of the selected resources is shown highlighted in the calendar. In the example, the car is booked from 10–12.

  • Choose an available period in the calendar. Click Send to book the selected resource into your use. In this example, the person is booking a car for an afternoon development meeting (from 12–16).
  • Contact the contact person at your department for further information on bookings and any restrictions applicable (such as usage time). >

Cancelling a meeting

  • You can cancel meeting requests which you have created.
  • Right-click the event to cancel in the calendar.
  • Click Cancel Meeting.

  • The participants of the meeting are automatically added as recipients of the message in (1).
  • Click Send Cancellation (2). Notification of the cancellation is sent to participants, and the booking of the meeting room is cancelled.

Replying to a calendar invitation

When someone has invited you to a meeting, you get the following notification to your e-mail:

  • (1) shows information on the time and place of the meeting.
  • The inviter requests a reply (2).
  • Use (3) to send your reply. You can accept, accept tentatively, reject, or propose a new time.

  • In all the options, the drop-down menu allows you to choose the type of reply to send.

  • When you have replied to the meeting invitation, the message is removed from the Inbox. You can change this setting as follows: File > Options > Mail > Send Messages; remove the check mark from Delete meeting requests and notifications from Inbox after responding.

Directing replies into a separate folder

If you create lots of calendar invitations, the replies may fill up your Inbox so that other e-mails are difficult to notice. You can direct all replies automatically to another folder where they don't interfere with the processing of normal mail.

  • Open the HOME tab in Mail.
  • Open the Rules drop-down menu.
  • Choose Manage Rules & Alerts.

  • Click New Rule.

  • Choose Apply rule on messages I receive.
  • Click Next.

  • Choose uses the form name form.

  • Click form name.

  • In the drop-down menu, choose Application Forms.

  • Choose Accept Meeting Response (1).
  • Click Add (2).

  • The selected condition is added to the list (1).
  • Choose Decline Meeting Response (2).
  • Click Add (3).

Add additional conditions in a similar manner. The example uses the conditions Accept Meeting Response, Decline Meeting Response, Meeting Cancellation and Tentative Meeting Response. You can naturally also create a separate rule for each case and direct different cases to different folders.

  • Click Close.

  • Click Next.

  • Choose move it to the specified folder.

  • Click specified.

  • Click New (2) to create a new folder.
  • You can also select an existing folder (1)

  • Enter a name for the folder (1).
  • Click OK (2).

  • Click OK.

  • Click Next.

  • You can add exceptions to the rule (1). This is not, however, done here. Click Next.

  • Enter a name for the rule (1).
  • Tick (2) if you want to apply the rule to messages already in the Inbox.
  • Click Finish.

  • Click OK.

  • To remove or edit rules, choose Rules > Manage Rules & Alerts.

  • Choose the rule to edit in the list (1).
  • Select whether you want to edit (2) the rule or remove (3) it.