Office 365 Calendar

...keeping you organized.

With so much going on, the Microsoft Office 365 Calendar can help keep your schedule on track.  Calendar is William & Mary's official time management tool for faculty and staff.  Calendar lets you create meetings, schedule appointments, reserve locations, and view the availability of others at W&M.  

Details about getting set-up with Outlook (which includes Calendar) can be found on the Office 365 Email page.

Outlook LOgin

 
Access Calendar
Desktop Client Access

PCs on the W&M leasing program will have an Outlook desktop client installed for you.  Macs or PCs outside of the leasing program should contact the Technology Support Center for Office installation (which includes Outlook). 

Once installed:

  1. Open Outlook from the Start Menu (PC)/Finder or Spotlight Search (Mac). 
  2. Click on the Calendar icon on the bottom left side of the Outlook window. 
Online Access to Outlook

You can access your W&M email online several ways.  Here are some options:

  • Go directly to outlook.wm.edu.  Sign in and then click on the Calendar icon in the bottom left section of the window.
  • Go to office.wm.edu and click on the Calendar tile in the "waffle" menu on the upper left-hand corner.
  • Go to my.wm.edu and click on the Outlook icon.  Sign in and then click on the Calendar icon in the bottom left section of the window.

Self-Directed Training

Training for Outlook covers both email and calendar.

Outlook Quick Start Guide

View or download the Outlook 2016 Quick Start Guide (pdf).

Microsoft Support Quick Start

Microsoft's support site offers an overview of Outlook features with step-by-step instructions on their Outlook 2016 Quick Start webpage.

Outlook Learning Path
Walk through an in-depth training course at your own pace with the Outlook Learning Path (pdf).  Or pick-and-choose topics that you are interested in by clicking on the lesson options.
Microsoft Video Training 

Select videos related to specific Outlook topics on the Outlook Video Training webpage.

Lynda.com Video Training Course
Lynda.com offers various high-quality video training sessions on the Office 365 Email & Calendar systems. You can go through cornerstone.wm.edu to access the videos, and it will be listed on your W&M training transcript. 

A good starter course is called Office 365: Learn Outlook, which covers both email and calendar. There are versions for both PC's and Macs.  Follow these instructions to find it:

  1. Go to cornerstone.wm.edu
  2. Sign in with your WMuserid and password
  3. Click on the green Browse for Training button on the right side of the page
  4. In the search bar in the upper right corner, type Office 365: Learn Outlook
  5. Click on the name of the course you wish to view - either Office 365: Learn Outlook for PCs or Office 365 for Mac: Learn Outlook
  6. Click Request
  7. Click Launch to view the training

 

How To's (PC)
Schedule a Meeting - Find availability
  1. Click on the Home Tab
  2. Select New Items
  3. In the dropdown menu, select Meeting
  4. Click Scheduling Assistant in the ribbon at the top of the window
  5. In the left pane, enter your attendee(s) by last name or username
  6. Select a meeting location (enter "RM-" then room number, i.e. "RM-Jones235")
  7. Find an available day and time
  8. Click on the calendar (or enter the Start/End time in the boxes) to select the block of time

 

Schedule a Meeting - Send the Meeting Invite
  1. Once you have determined your meeting time, click on Appointment in the ribbon at the top of the window
  2. Enter in your Subject
  3. Select Location (if not already selected).  Enter "RM-" then room number, i.e. "RM-Jones235"
  4. Enter any notes in the body of the body of the meeting invite
  5. Click Send
View Another Person's Calendar
  1. Click on Open Calendar in the ribbon at the top of the window
  2. In the dropdown box, click Address Book
  3. Enter the last name or username of the person whose Calendar you would like to view
  4.  Highlight the name or room and click Calendar at the bottom of the window
  5. Click OK
The view changes displaying your Calendar and the one you just added.  This Calendar will now be stored in the Shared Calendars section on the left-hand navigation pane.
Open a Resource Calendar

(For scheduling a room or equipment)

  1. Click on Open Calendar in the ribbon at the top of the window
  2. In the dropdown box, click Open Shared Calendar
  3. Click Name
  4. Type in the name of the resources (Type "RM-" for a room or "EQ-" for equipment)
  5. Click to highlight the resource
  6. Click OK
  7. Click OK again
The view changes displaying your Calendar and the one you just added. This Calendar will now be stored in the Shared Calendars section on the left-hand navigation pane.
Removing a Calendar from Left-Hand Navigation Pane
  1. Right click on the Calendar you want to remove
  2. In the pop-up menu, select Delete Calendar and this removes it from your Outlook view
Delegate Your Calendar to Another Person
  1. Click on the File tab at the top of the window
  2. Click on Account Settings
  3. In the dropdown, select Delegate Access
  4. Click Add
  5. Enter the name in the search box
  6. Select the individual to highlight the name
  7. Click Add
  8. Click Okay and a "Delegate Permission" window will display
  9. To the right of the Calendar icon, choose the level of permission you wish to give the person (most common is "Editor")
  10. By default the delegate will recieve messages sent to you; uncheck if not desired
  11. Click Okay
  12. Select your "Meeting Request Delivery" preference (ex. Deliver meeting requests to My delegate and me)
  13. Click Okay
You can also use these steps to modify or remove delegate access.

 

How To's (Mac)
Find availability/View Another Person's Calendar
  1. Click on the Home Tab
  2. Select New Items
  3. In the dropdown menu, select Meeting
  4. Click Scheduling in the ribbon at the top of the window
  5. In the left pane, enter your attendee(s) by last name or username
  6. Select a meeting location (enter "RM-" then room number, i.e. "RM-Jones235")
  7. Find an available day and time
  8. Click on the calendar (or enter the Start/End time in the boxes) to select the block of time
Schedule a Meeting - Send the Meeting Invite
  1. Once you have determined your meeting time, click on Appointment in the ribbon at the top of the window
  2. Enter in your Subject
  3. Select Location (if not already selected).  Enter "RM-" then room number, i.e. "RM-Jones235"
  4. Enter any notes in the body of the body of the meeting invite
  5. Click Send
Open a Resource Calendar 

(For scheduling a room or equipment)

  1. Click on the Home Tab
  2. Click on Open Shared Calendar in the ribbon at the top of the window
  3. In the search box in the "Open Calendar..." window, type in the name of the resources (Type "RM-" for a room or "EQ-" for equipment)
  4. Click to highlight the resource
  5. Click Open
The view changes displaying the new Calendar joined with your Calendar. This Calendar will now be stored in the Shared Calendars section on the left-hand navigation pane.
Removing a Calendar from Left-Hand Navigation Pane
  1. Right click on the Calendar you want to remove
  2. In the pop-up menu, select Remove From View and this removes it from your Outlook view
Delegate Your Calendar to Another Person
  1. Click on the Tools tab at the top of the window
  2. Click on Accounts
  3. In the "Accounts" window, highlight the account and select Advanced...
  4. Click the Delegates tab
  5. To add a person, click the + below the "Delegates who can act on my behalf" box
  6. Enter the name in the search box
  7. Select the individual to highlight the name
  8. Click Add and a "Delegate Permission" window will display
  9. To the right of the Calendar icon, choose the level of permission you wish to give the person (most common is "Editor")
  10. By default the delegate will recieve messages sent to you; uncheck if not desired
  11. Click Okay
  12. Select your "Meeting Request Delivery" preference (ex. Deliver meeting requests to My delegate and me)
  13. Click Okay
You can also use these steps to modify or remove delegate access.
 
Outlook Web App
To access the Outlook web app, login to outlook.wm.edu. Then Click on the Calendar icon in the bottom left side of window.  Or go to office.wm.edu and click on the Calendar tile under the "waffle" menu in the upper-left corner of the window.

Find Availability / View Another Person's Calendar
  1. Click Add Calendar
  2. In the dropdown menu, select From Directory
  3. Enter attendee(s) by last name or username
  4. Select attendee(s) and click Open
  5. Find an available day and time
  6. Double click on the calendar to select the block of time and add meeting details - or single click and then select More Details
Schedule a Meeting - Send the Meeting Invite
  1. Once you have determined your meeting time, click on the New dropdown menu
  2. Click on Calendar Event
  3. Enter details of your meeting (for location eenter "RM-" then room number, i.e. "RM-Jones235")
  4. Click Send on the upper-left corner of the window
Open a Resource Calendar

(For scheduling a room or equipment)

  1. Click Add Calendar
  2. In the dropdown menu, select From Directory
  3. Enter the name of the resource (type "RM-" for a room and "EQ-" for equipment) or click Search Directory
  4. Select the resource and click Open
Removing a Calendar from Left-Hand Navigation Pane
  1. Right click on the Calendar you want to remove
  2. In the pop-up menu, select Remove and this removes it from your Outlook view
 
Shared Calendars - For Groups and Resources

Shared calendars can be a useful resource for and any group or department. 

Departmental or Team Calendar

Departmental or team calendars are shared within groups.  This can be a useful tool to keep track of group events or vacation schedules.  This calendar uses a shared mailbox that is separate from the user(s) that control access.  This type of calendar can accommodate scheduling multiple calendar items at the same time (a.k.a. double-booking).

To create a departmental calendar, contact the Technology Support Center.

Resource Calendar

A resource calendar is often used for shared rooms, like classrooms or conference rooms, and for items that can be borrowed.  There is no active user account but rather a shared mailbox. Permissions to the mailbox are added through User groups and, like any other group membership, requests for changes go through the Technology Support Center. Resources can not be double-booked.

To create a resource calendar, contact the Technology Support Center.

 

Questions? Contact the Technology Support Center (TSC)
757-221-4357 (HELP) | [[support]] | Jones 201, Monday - Friday, 8:00 am - 5:00 pm