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Microsoft Outlook - How to View or Add a Different Calendar Including Conference Rooms
Audience
Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff
Overview
Outlook displays your personal calendar.
You can add additional calendars for people or resources (like Russell conference rooms).
You May Not See Full Details on Other Calendars
By default, when you view another person's calendar you can only see the times they are busy. You can't see the details of events.
You can ask the other person to authorize you to see more information on their calendar. They can allow you to see event titles and locations, or all details. They can even allow you to edit their calendar.
How to Add Another Calendar in Outlook 365 (Web version)
You may want to open these instructions in a separate window. That way you can put the instructions window next to the Outlook calendar screen. To do that, click the browser tab and drag it out and away into a separate window.
If you get stuck, reach out to Russell IT at help@russell.wisc.edu.
- Open Outlook.
- Click the calendar icon
on the upper left side. - Click Add Calendar (below the small calendar).
- In the new Add Calendar window that opens, click Add from Directory (left side in the middle).
- Select your account from the drop-down list.
- Click "Enter a name or email address" and enter the calendar owner's name or email address.
Examples:
- Bucky Badger
- bbadger@wisc.edu
For Russell Labs conference room calendars, see the accordion panel below "Russell Labs Conference Room Information." - Click the drop-down list under "Add to" and select the section you'd like the calendar to appear under, then click Add.
Not sure what a calendar section is? See our KB doc on How to Organize Your Calendars. - The calendar should now appear in the chosen section along the left side of the screen:
How to Add Another Person's Calendar in Outlook (desktop version)
- Click the calendar inside Outlook (calendar icon, bottom left of screen).
- Right-click Shared Calendars. Choose Add Calendar then Open Shared Calendar from the popup menu:
- An Open Shared Calendar popup window appears with a Name box.
- Type or paste the person's name or email address into the Name box:
For Russell Labs conference room calendars, see the accordion panel below "Russell Labs Conference Room Information." - Click OK/Add.
Russell Labs Conference Room Information
Notes:
- You can find full information on the conference rooms, including amenities and photos, on the conference room page of the Hub website.
- You can use conference room names or emails.
- The 584 Plant Pathology Library conference room has a special reservation process; you cannot reserve it through Outlook. See the usage plan page for more information.
| Calendar Name | Calendar Email Address |
|---|---|
| Russell A120 Computer Lab | russella120@russell.wisc.edu |
| Russell A228 Classroom Lab | russella228@russell.wisc.edu |
| Russell A232 Conference Room | russella232@russell.wisc.edu |
| Russell 210 Conference Room | russell210@russell.wisc.edu |
| Russell 216 Conference Room | russell216@russell.wisc.edu |
| Russell 243 Entomology Conference Room | russell243entoconferenceroom@russell.wisc.edu |
| Russell 584a Conference | russell584a@russell.wisc.edu |
| Russell 594 Conference | russell594@russell.wisc.edu |
| Russell Labs Lactation Room | russell284-lactation@russell.wisc.edu |
Other Outlook KB Docs
Questions
- For questions on how to use Microsoft Outlook or Microsoft Outlook 365 to reserve conference rooms, please email help@russell.wisc.edu.
- For questions about the conference rooms and reservation rules/procedures, please contact the Hub Administrative Assistant.