Instructions for OWA Calendar
Outlook Web App
- Open your calendar
- View your calendar
- Create, edit and delete an event
- Share your calendar
- View another person's calendar
- Schedule meetings
In the center of the toolbar at the top of OWA calendar, there are Day, Work Week, Week, and Month icons that control the timeframe of your calendar. The Work Week 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 are two arrows. Use these to navigate your calendar. Depending on the timeframe you've set, clicking the arrows will move your calendar either forward or backward a day, week or month. In the top toolbar, the Go to Today option is a quick and easy way to navigate to the current date.
To create an appointment that only applies to you (a doctors visit, a weekly lunch date, or even a time-block when you need to work on a particular project)
- Click New in the top toolbar.
- 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 the Repeat button to select a recurrence pattern. (Right beside the Insert Picture button)
- Click Save & Close.
To invite other people to an appointment, complete the first two steps above and then
- Click the Invite button in the top toolbar. (It's the calendar with a little tan envelope in the upper right corner)
- Enter the email addresses of all the attendees in the To: box.
- 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 click Delete in the top toolbar.
- Right click on Calendar in the left navigation pane under the My Calendars drop down.
- Go to Share > Share This Calendar...
- The Sharing Invitation window will appear. Enter the WMuserid of the person you'd like to share with.
The next thing you need to do is select a Permission Level for this user in the Share: box. There are three options.
a. Free/busy information: your calendar items will simply be labeled "Free" or "Busy" for this user.
c. Free/busy information including subject and location: the user will also be able to see the subject and location of your items.
d. All information: the user will see all the details associated with your calendar items.
- Leave the I want to request permission to view the recipient's Calendar folder checked or unchecked at your discretion.
- Click OK.
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. You should now be able to view that user's calendar by selecting it on the left navigation pane.
- Click the Share button in the top toolbar.
- Choose Add Calendar... from the drop down.
- Enter the WMuserid of the person you'd like to add or search for them in the directory by clicking Name...
- 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.
- Click the little arrow right beside the New button in the top toolbar.
- Choose Meeting Request from the drop down.
- Enter the names of the attendees in the To: box. To reserve a particular room for the meeting, make sure you type "RM-" and then the name and number of the room ("RM-Jones211")
- Click the Scheduling Assistant tab below to compare the calendars of each attendee and choose the best time.
- Enter the Subject and Location of the meeting, as well as message in the white space below.
- Click Send.
- 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.
Posting an event or meeting on someone else's calendar without it appearing on your own
In order to do this, that person must adjust the Permission level they've set for you.