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Instructions for Outlook Calendar 2011 (Mac)

For Mac Users

Open your calendar

Open Outlook 2011. From here you can either

  • Navigate to View > Go To > Calendar in the menu bar.
  • Or click the Calendar icon in the bottom, left-hand toolbar. It's directly under Mail.

 

View your calendar

In the center of the toolbar at the top of Outlook calendar, there are Day, Work, Week, and Month tabs that control the timeframe of your calendar. The Work option shows the typical five day work week, while the Week option includes weekends. The other two are self-explanatory.

In the upper right hand corner of your actual calendar (right below the top toolbar), there's a small diamond with two triangular arrows on either side. Use these to navigate your calendar. Depending on the timeframe you've set, clicking the diamond will show either the current day, week or month and clicking the arrows with move your calendar either forward or backward a day, week or month.

 

Create, edit and delete an appointment

To create an appointment that only applies just to you (a doctors visit, a weekly lunch date, or even a time-block when you need to work on a particular project)

  1. Navigate to the day of the appointment
  2. Click the starting time and drag to the end time
  3. Double-click on the block of time you just created
  4. Enter information about the appointment in the New Appointment window that pops up.

      a. Subject, Location, or any notes.
    b. Day, time or duration. Check or uncheck the All day event box if you are busy or out of the office for the day
    c. Choose a Status
    d. Set a Reminder
    e. Click Recurring to select a recurrence pattern.

  5. Click Save & Close.

To invite other people to an appointment, complete the five steps above and then

  1. Click Invite.
  2. Enter the email addresses of all the attendees in the To: box.
  3. Click Send.

To edit an appointment, just double-click on it. You may not have permission to edit appointments you don't create, though.

To delete an appointment, click on it and press the delete key.


Share your calendar
  1. Under the Home tab, click on Permissions.  (Having problem opening Permissions?  Close Outlook and then reopen)
  2. Click Add user...
  3. You'll then be prompted to enter the WMuserid of the user you'd like to share your calendar with.
  4. Once you've done that, click Find and the user should show up in the box below.
  5. Click OK.
  6. The next thing you need to do is select a Permission Level for this user. The easiest way to do this is in the Read box. There are four options.


    a. None: this will essentially "ban" the user from viewing your calendar.

    b. Free/Busy Time: your calendar items will simply be labeled "Free" or "Busy" for this user.

    c. Time, subject, location: the user will see only the time, subject and location of your calendar items.
    d. Full Details: the user will see all the information associated with your calendar items. 

  7. Once you've chosen an appropriate Permission Level, click OK.

NOTE:  If the person you wish give permissions to is a Mac User (Outlook 2011), you will need to give them Full Details access in Permissions for your Calendar to be accessible on their Shared Calendars menu. 

The W&M Exchange user you are sharing your calendar with should, at this point, receive an automatic email with a link they will have to click on to complete this process. However, when calendars are shared between Outlook 2011 and Outlook 2010/2007 users, this email often doesn't get sent. If this happens to you then follow these instructions in Outlook.

  1. Go to File > Open > Other User's Folder.
  2. Enter in the WMuserid of the person whose calendar you're trying to access.
  3. Click OK.

You should now be able to view that user's calendar by selecting it on the left navigation pane.  If access is not granted, you may be experiencing a permission delay.  Learn ways to troubleshoot delays


View another person's calendar

There are two ways to see another person's calendar.

1) Shared Calendar Menu (Permissions necessary)

To see a Calendar in the Shared Calendar  menu.  The owner of the calendar must first give you Full Details access in Read box under Permissions

  1. Navigate to File > Open > Other User's Folder...
  2. If you know the WMuserid of the person you're looking for, go ahead and enter it in. If you only know the person's name, click the icon beside the User: box and you can search the campus directory.
  3. Click OK.

The person's calendar will either open right up or you'll get a message saying you don't have permission to view their calendar.  If permission is granted, but the calendar is not viewable, you may be experiencing a permission delay.  Learn ways to troubleshoot delays

2) Scheduling Assistant (Permissions not necessary)

  1. Open Calendar
  2. Under the Home tab, click on Meeting
  3. In the lower section of the window, click on the Scheduling Assistant tab
  4. Add the name or WMuserid of the person whose calendar you with to see
  5. It will take a second for the information to fill.  If the calendar is not showing, click Refresh (the small icon with two arrows in a circle next to All Attendees)
  6. Scroll through days and times to check for availability.

 

Schedule meetings
  1. Navigate to File > New > Meeting.
  2. The New Meeting window will pop up.
  3. Enter the names of the attendees in the To: box.
  4. Click the Scheduling Assistant tab below to compare the calendars of each attendee and choose the best time.
  5. Enter the Subject and Location of the meeting, as well as message in the Message tab.
  6. Click Send.
  7. If you edit the time or location of the meeting, make sure you click Send Update so all the attendee are aware of the changes.

 

Reserve a room
  1. Navigate to File > New > Meeting.
  2. The New Meeting window will pop up.
  3. Enter "RM-" in the To: box to access the directory of Rooms.  
  4. Pick the room you would like to use.
  5. View availability in the Scheduling Assistant
  6. Select Start date and time.  Select End date and time.
  7. Click Send

 

Reserve equipment
  1. Navigate to File > New > Meeting.
  2. The New Meeting window will pop up.
  3. Enter "EQ-" in the To: box to access the directory of Equipment.  
  4. Pick the equipment you would like to use.
  5. View availability in the Scheduling Assistant
  6. Select Start date and time.  Select End date and time.
  7. Click Send

 

Respond to a meeting request

Always Respond with Comments to a meeting request.  You must send the response with comments in order for the meeting creator to see your status.  If you accept or deny without comments, the creator will not know your status.  (Just a quirk in Outlook). 

If you close out of the meeting request email without replying, the invite will disappear from your Calendar.  Be careful!

 

Posting an event or meeting on someone else's calendar without it appearing on your own
  1. Open the other person's calendar
  2. Create the appointment or meeting as you would on your own calendar. 
  3. If there is an problem, the other person must adjust the Permission level they've set for you in the Write box.
  4. If permission is granted, but the calendar is not editable, you may be experiencing a permission delay.  Learn ways to troubleshoot delays