Office 365 (Outlook on the web l Outlook 2016 for Windows/MacOS) - How do I manage my calendar events?

This document will teach you how to create calendars, delete calendars, use scheduling assistant, change a calendar's color, view multiple calendars, and import/export calendars.


How do I create a calendar?

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. In the left pane, right/alternate-click Your calendars. Click New calendar from the context menu.

    New calendar

  3. Type a name for your new calendar.
  4. Press Enter to create the calendar.
  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon Outlook 2016

  2. On the top ribbon, click Folder. Then click New Calendar.

    New calendar

  3. A new window will appear. In the 'Name:' field, type a name for your new calendar. Make sure "Calendar" is highlighted within the 'Select where to place the folder:' field.

    Create new folder

  4. Click OK to create the calendar.
  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. On the top ribbon, click Organize. Then click New Calendar.

    New calendar

  3. This will automatically create a new "Untitled Folder" in your list of calendars. Replace this name to create your new calendar.

    Name new calendar


How do I delete a calendar?

Note: If you have just created the calendar that you want to delete, you may need to wait an amount of time before the 'Delete' option appears in the calendar's context menu.

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. In the left pane, right/alternate-click the calendar that you want to delete. Click Delete from the context menu.

    Delete calendar

  3. A new window will appear asking you to confirm that you want to delete the calendar. Click Yes to delete the calendar.

    Confirm delete calendar

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. In the left pane, right/alternate-click the calendar that you want to delete. Click Delete Calendar from the context menu.

    Delete calendar

  3. A new window will appear asking you if you want to move the calendar to your Deleted Items folder. Click Yes to delete the calendar.

    Confirm delete calendar

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. In the left pane, right/alternate-click the calendar that you want to delete. Click Delete from the context menu.

    Delete calendar

  3. A new window will appear asking if you want to permanently delete this calendar. Click Delete to delete the calendar.

    Confirm delete


How do I use scheduling assistant?

Opening the scheduling assistant:

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. On the top menu bar, click New > Calendar event.

    New calendar event

  3. You can start entering event information here, or wait until you've finished with the scheduling assistant.
  4. Click Scheduling assistant near the 'People' section of the event details.

    Scheduling assistant

  5. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. Type the names of people you want to invite in the Attendees box. Outlook on the web will search for matches as you type. If no match is found, or the matches returned aren't correct, you can search for attendees.

    Attendees

  2. Each person you add will automatically be added as required. To change that status, right or alternate-click the name or, if you're using a touch device, touch and hold the name, and then select Attendance optional. As you add people you'll see a count of the total number of people invited and how many conflicts there are. To remove an attendee, click the X icon next to their name.
  3. You can select Add room at the bottom of the scheduling assistant to see conference rooms from UW-Madison's address list. The scheduling assistant automatically shows only rooms that are available at the time you've currently set, but you can see other rooms if you want to.

    Add room

  4. After you've selected a room, it will be added to the calendar grid. You can change the conference room by selecting Change room. To remove the conference room, click the X icon next to the room.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. You can select day or week view at the top of the calendar. If you select week view, the calendar grid will show a merged view of the attendees' calendars.

    View calendars

  6. When you've finished, click OK to save your changes.

    Finish scheduling assistant

  7. You'll be returned to the new event window, where you can finish adding details to your meeting. When you've finished, click Send to send the invitation, or click the X icon in the top-right of the event window to cancel all your changes.

Opening the scheduling assistant:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. On the top ribbon, click the Home tab. Then click New Appointment or New Meeting if you want to include additional attendees.

    New calendar event

  3. This will bring up a new window. On the Meeting tab, click Scheduling Assistant.

    Scheduling assistant

  4. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. To add attendees, click the Add Attendees... button near the bottom of the window. This will open a new window where you can search for the people you want to attend.

    Add attendees

  2. Each person you add will automatically be added as required. To change that status, click the small, upward-pointing arrow icon next to the person's name, and select Optional Attendee from the menu. To remove an attendee, delete their name from the list.
  3. To add a location, click the Add Rooms... button near the bottom of the window. This will also open a new window where you can search for the room that you want to use as the location.

    Add rooms

  4. After you've selected a room, it will be added to the calendar grid. To remove the conference room, delete its name from the list.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. Each time you add an attendee, their schedule displays colored bars and a timeline to indicate their free, busy, out of office, and tentative time.

    Scheduling grid

  6. When you've finished, click Send to send the invitations, or click Cancel Meeting to discard your changes.

Opening the scheduling assistant:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. On the top ribbon, click the Home tab. Then click Appointment or Meeting if you want to include additional attendees.

    New calendar event

  3. This will bring up a new window. On the Organizer Meeting tab, click Scheduling.

    Scheduling

  4. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. To add attendees, click the Add New button underneath the list of attendees. This will open a new window where you can search for the people you want to attend.

    Add attendee

  2. When you have found the person you want to attend, select their name and then select if they are a required or optional attendee.

    Attendee required or optional

  3. To add a location, click the Add Room button underneath the list of rooms. This will also open a new window where you can search for the room that you want to use as the location.

    Add room

  4. After you've selected a room, it will be added to the calendar grid. To remove the conference room, delete its name from the list.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. Each time you add an attendee, their schedule displays colored bars and a timeline to indicate their free, busy, out of office, and tentative time.

    Scheduling grid

  6. When you've finished, click Send to send the invitations, or click Cancel to discard your changes.

How do I change my calendar's color?

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. Right or alternate-click the calendar that you want to recolor. From the context menu, select Color and choose the color you want from the available options, or click Automatic to automatically choose a color.

    Change calendar color

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Right or alternate-click the calendar that you want to recolor. From the context menu, select Color and choose the color you want from the available options, or click Automatic to automatically choose a color.

    Change calendar color

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Right or alternate-click the calendar that you want to recolor. From the context menu, select Color and choose the color you want from the available options.

    Change calendar color


How do I view multiple calendars?

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. Your default calendar will automatically be in view. To add another calendar to the view, simply click on the calendar from your list of calendars.

    Multiple calendar view

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Your default calendar will automatically be in view. To add another calendar to the view, simply click on the calendar from your list of calendars. You can view them as a stack, or to view them side-by-side, click the arrow icon next to one of the calendars in view.

    Multiple calendar view

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Your default calendar will automatically be in view. To add another calendar to the view, simply check the box next to the calendar from your list of calendars. You can view them as a stack, or to view them side-by-side, click the arrow icon next to one of the calendars in view.

    Multiple calendar view


How do I import/export a calendar?

Important: If you want the data to be imported into a calendar other than what you currently have, you will need to create a new calendar first prior to starting these steps.

Importing a calendar:

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. On the top menu bar, click Add calendar > From file.

    Add calendar from file

  3. On the new window that appears, click Browse. Locate your ICS file that you want to import, and click Open.

    Browse to ICS file

  4. Under the 'Calendar:' heading, use the drop-down menu to select which calendar you want to import the events into. Click Save to import the calendar.

Exporting a calendar:

At this time, this action can only be performed using one of the Outlook desktop clients.

Importing a calendar:

  1. On the top ribbon, click File > Open & Export.

    File

  2. From the 'Open' menu, click Import/Export.

    Import/export

  3. This will open the "Import and Export Wizard" window. Under the 'Choose an action to perform:' heading, highlight Import an iCalendar (.ics) or vCalendar file (.vcs) and click Next >.

    Import a calendar

  4. Locate your ICS file that you want to import, and click Open. You will then be given an option to open as a new calendar or to import into your existing calendar.

Exporting a calendar:

  1. On the top ribbon, click File > Open & Export.

    File

  2. From the 'Open' menu, click Import/Export.

    Import/export

  3. This will open the "Import and Export Wizard" window. Under the 'Choose an action to perform:' heading, highlight Export to a file and click Next >.

    Export to a file

  4. On the next screen, under the 'Create a file of type:' heading, select Outlook Data File (.pst) and click Next.
  5. The next screen allows you to select where you are exporting the data from. Highlight Calendar from the list, uncheck the box next to 'Include subfolders,' and click Next.

    Select folder to export from

  6. On the next screen, click Browse to choose where you are saving the file. There are also options for exporting duplicates. When you are ready, click Finish to export the data.

Importing a calendar:

  1. On the top menu bar, click File > Import....

    Import

  2. Choose the file format you want to import from the new window that appears, then click Continue.
  3. Select the data file you want to import, then click Import.

Exporting a calendar:

  1. On the top menu bar, click File > Export....

    Export

  2. To export just calendar data, uncheck the boxes next to all categories besides 'Calendar'.

    Choose data to export

  3. Click Continue to browse for a location to save the file. Click Save to export the data.



Keywords:microsoft ms office365 o365 calendars events delete scheduling assistant change a calendar's color view multiple import export create how to   Doc ID:84545
Owner:Ara M.Group:Office 365
Created:2018-08-07 09:38 CSTUpdated:2018-08-15 08:52 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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