Office 365 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.

Outlook Quick Start Guide

View or download the Outlook 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 Quick Start webpage.

Outlook Learning Path

Microsoft Video Training 

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

LinkedIn Learning Video Training Course

For Faculty/Staff:

• Sign into Cornerstone at cornerstone.wm.edu
• Select Browse for Training
• In the Search bar, search for Calendar
• Select the appropriate training class

Student:

• Visit W&M Libraries (https://libraries.wm.edu/databases/linkedin-learning) and sign in with your student ID
• In the Search bar, search for Calendar
• Select the appropriate training class

Add a Calendar

1. In your calendar, select Add Calendar
2. Choose From Address Book
3. Type in the calendar name or person’s name you want to add (Type "RM-" for a room or "EQ-" for equipment, or CAL- for calendar)
4. Select the calendar name
5. Select OK

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

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

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 receive 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

Adding Calendar to Mac Outlook

1. In your calendar, select Add Calendar
2. Select Add Shared Calendar
3. Type in the calendar name or person’s name you want to add (Type "RM-" for a room or "EQ-" for equipment, or CAL- for calendar)
4. Select the calendar name
5. Select OK

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

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 receive 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

Adding Calendar to Outlook on the Web

1. In your calendar, select Add Calendar
2. Click Add from Directory
3. Select an account to search from - Select your account from the drop down menu
4. Select a person, group, or resource from your organization’s directory to view the associated calendar -  type in the calendar name, then select it from the drop down menu (Type "RM-" for a room or "EQ-" for equipment, or CAL- for calendar)
5. Add to - select the location to add the calendar, (example Rooms RM-Jones211)
6. Click Add

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

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.