Office 365 (Outlook on the web) - Calendar Overview

Your calendar lets you create and track appointments and meetings. You can create multiple calendars, link to other people's calendars, and even share your calendar with other people in your organization.

The following topics are covered:


What you'll see in Calendar

After your Inbox, the calendar is probably where you'll spend the most time when using Outlook on the web. You can view your calendar four different ways: Day, Work week, Week, and Month.

Quickly view event details

You can click any event in your calendar to see a quick view of that event.

An event that you create will show you as the creator and have a link to edit or delete the event.

meeting you created

A meeting that you've been invited to will show the organizer and include links to respond to the invitation. If the organizer has included an online meeting invitation, you'll see a link to join the meeting.

meeting invitation

Week view

Week view is the default view when you first visit your calendar in Outlook on the web. You can change that to Day, Work week, or Month by using the options in the upper corner.

Calendar week view

  1. Create a new event by clicking New. An event can be an appointment, a meeting, or an all-day event.
  2. Use the calendars to navigate from one date to another. Shading indicates the week you're currently viewing, and darker shading marks the current date. You can use the calendar icon at the top to collapse or expand this side of the calendar view.
  3. You can view more than one calendar at a time. This section lets you create other calendars, such as a calendar just for a specific project or to track personal appointments. You can also add other people's calendars and select which to display. If you select multiple calendars to display, they'll be merged into a single view with each calendar given a different color.
  4. This is another area that you can use to navigate from one day to another. Click on the arrow and you will be able to select a month. Or click the arrows on either end to see the dates before or after those displayed.
  5. The main window, where calendars will be displayed. Double-click any white space in this window to create a new calendar item. Or, click and drag to create a new item in the time you've selected.
  6. Select the view you want, and share or print your calendar.

Day view

The day view is most useful if you have a very busy schedule, or if you want to view multiple schedules side by side. The controls remain the same, only the view has changed.

Month view

The month view can be very crowded. To make it more usable, there's an agenda displayed for the selected day:

Calendar Month View

  1. Shading shows the current date.
  2. Slightly lighter shading shows the selected month.
  3. The agenda for the selected day. You can create a new item on the current date by double-clicking the white space in the agenda.
  4. Shaded item is an all-day event.

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Open an event in a separate window

By default, you read and create events on an overlay on the main calendar page, but that isn't always what you need. Sometimes you need to be able to view an event in a separate window. You can pop any event out into a new window by clicking the pop-out icon in the upper corner of the message.

Creating calendar items

To open a new calendar item in any view, you can click New event icon or double-click any white space within your calendar view. In the day, work week, and week view, you can click or drag to select a block of time. Or you can type the subject directly on the calendar. Double-click the new item to open it and add other details.

Create an appointment

Click New event button or double-click the calendar to open a new calendar item form.
new calendar even

  1. Title/Subject - Enter a short description of the event.
  2. Location - Add a location if you want.
  3. Select the start/end date.
  4. Select the start/end time.
  5. All day - Select All day for an all-day event. All-day events appear at the top of the calendar. If you select the All day checkbox to create an all day appointment, the appointment will turn into an all day event and it changes the Show as default from "Busy" to "Free." This means when others view your calendar, it will show you as free for the days that you have an all day event. If you want specific times set to show as busy, make sure to create appointments that have a start/end time.
  6. Private - A calendar event you mark as Private displays as "Private Appointment" when your calendar is viewed by other people. No other details will be available.
  7. Repeat - Set a repeating pattern if you want this event to repeat, you can also select if you would like a reminder.
  8. Save to calendar - If you have write access/permissions to more than one calendar, choose which calendar to save it to.
  9. Reminder - Set a reminder if you want.
  10. Show as - The default setting is Busy, except when the All day checkbox is selected (see Step 5 above). The "Show as" field allows you to set how this block of time will display on your calendar when viewed by other people. Choices include: Free, Working elsewhere, Tentative, Busy, Away.
  11. Notes area - Use the Notes area to add any other information/details you want.
  12. Save or Discard - Click Save icon to save your changes or Discard icon to cancel.

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Create a meeting

A meeting is a calendar event that you send to other people. You create a meeting the same way you do an appointment, but you invite attendees and may add a resource such as a conference room/equipment.

After you've selected New event icon, you follow most of the same steps. To turn a calendar item into an invitation, start by entering the names of people you want to invite in the Attendees field. Enter the email address of external user (example: bucky@gmail.com, badger@yahoo.com)

add attendees

  1. You can type names directly in the Add People field to add them.
    If more than one result is returned, select either NetID@wisc.edu or first.lastname@wisc.edu. This will ensure that the right person receives the invitation. If you cannot select the correct user, use the campus directory search to find the appropriate email address to select from.
    Note: If you use the + (Add Attendees) button, the results of your search will be presented in a different format.
  2. Enter a location, or select Add a room to see a list of available conference rooms from your organization's address book. Select Scheduling Assistant to show the calendars of attendees. You can also add or remove attendees and automatically schedule resources such as conference rooms. Important: Only the first 100 rooms (alphabetically) will be returned - this is a known issue.
  3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When you're done, click OK icon to save your changes or Discard icon to cancel. Either will take you back to the event form where you can make any other changes you want before sending. For more information, see Using the Scheduling Assistant.
  4. Click Send icon to save your changes and send the invitation to the attendees or Discard icon to cancel.

Review the following information if you included external user(s) as an attendee:

  • This person will automatically be notified about the event invitation via email. Event request emails will have the subject Event Request Notification: [Event Name], and there will be an attached .ics file with details.
  • This person, depending on the client they are using, may have the ability to save this event within their calendar application.
  • If the application they are using is able to process the ics file, you may receive a response from them (via email) which would include the action they took on the invitation (such as accepted or declined)
  • The event in your calendar will not get updated with this attendees response. It will always show as undecided.

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What if I want to know more?




Keywords:microsoft office o365 web client outlook web app help calendaring overview create edit modify delete calendars meetings appointments events access permissions views share sharing owa attendees response respond add remove reminders reminder meeting appointment event attendee adding removing creating editing modifying deleting permission new day work week month pop-out pop out new window save saving discard discarding location start show as repeat mark as private marking duration notes room request responses requesting scheduling assistant   Doc ID:29844
Owner:Ara M.Group:Office 365
Created:2013-04-25 08:15 CSTUpdated:2016-10-31 13:34 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  2   7