Calendar

Outlook Web Access (OWA)

• Open a web browser and log in to https://mail.iup.edu

• Click on the Calendar tab in the lower left corner OR click on the app launcher in the upper left corner and choose Calendar.

Outlook client

• Open the Outlook client on your desktop.

• Click on the Calendar tab in the lower left corner.

You can alter the security settings on your calendar to modify how much access others at IUP have to your calendar. Any changes to your calendar security settings should be completed in OWA.

• Log in to mail.iup.edu

• Click on the Calendar tab in the lower left corner or click on the app launcher in the upper left corner and choose Calendar.

• Right-click on your name in the list of calendars and choose Sharing permissions.

• For the drop-down list next to My Organization (any user at IUP), select the desired level of security:

  • Not shared: No one at IUP will be able to view your calendar.
    Select this option if you wish to restrict your calendar access to a few individuals. You will have to individually grant those users access by sending a sharing invitation.

  • Can view when I'm busy:
    Only meeting times will be visible. Select this option if you'd like others at IUP to be able to check your availability but not see any details of your meetings.

  • Can view titles and locations:
    Meeting titles and locations will be visible. Select this option if you'd like others at IUP to see meeting titles and locations.

  • Can view all details:
    Meeting titles, locations, and any notes will be visible. Select this option if you'd like others at IUP to see all details of your meetings.

  • Can edit:
    Others at IUP can modify your calendar meetings. Select this option if you'd like others at IUP to be able to edit your meetings. (Not recommended as a global setting for all users.)

If you wish to give a specific user access to your calendar, you will need to send a sharing invitation to that user.

• Log in to mail.iup.edu

• Click on the Calendar tab in the lower left corner or click on the app launcher in the upper left corner and choose Calendar.

• Right-click on your name in the list of calendars and choose Sharing permissions.

• Enter the email address (username@iup.edu format) of the person with whom you wish to share your calendar, and select the person's name from the list of matches displayed.

• Select the level of security this person should have:

  • Can view when I'm busy:
    Only meeting times will be visible. Select this option if you'd like the user to check your availability but not see any details of your meetings.

  • Can view titles and locations:
    Meeting titles and locations will be visible. Select this option if the user can see meeting titles and locations.

  • Can view all details:
    All details about the meeting will be visible to the user. Select this option if the user can see all meeting details.

  • Can edit:
    Others at IUP can modify your calendar meetings. Select this option if you'd like others at IUP to be able to edit your meetings. (Not recommended as a global setting for all users.)

  • Delegate:
    Allows the user to manage your email and your calendar. If you would like to identify someone as a delegate, please log an ihelp ticket for assistance.

• Click Share to send the sharing invitation. If you are prompted to confirm, click Yes.

It should also be noted that if you allow others to view titles and locations or view all details, you can restrict access to meeting information by flagging an individual meeting as Private. This will block off the time on your calendar without revealing any information.

Scheduling Poll allows users to create a poll with possible dates and times for meetings that participants can vote on. This minimizes back-and-forth emails between participants and simplifies the process of selecting a suitable time for all participants. Users can access this feature through the Outlook app and website.

Scheduling Poll looks through the participant's schedules and creates a list of possible meeting times. The user can then select a few meeting times and send the poll to participants to vote on. The meeting is automatically scheduled once all participants vote in favor of a time. 

To learn more about how to use Scheduling Poll in Outlook, please see Microsoft's Scheduling Poll articles.

Third-Party Solutions 

While third-party solutions exist for scheduling polls, Scheduling Poll is integrated into Outlook and can view your meeting participants' Outlook calendars to prevent scheduling conflicts before the poll is sent. Other solutions also have limits to the number of meeting participants while Scheduling Poll is limited to 300 participants. 

Add another person, a room or a group calendar to your calendar listing.

Outlook Desktop Client

1. Open your Outlook client.
2. Click on the calendar icon at the bottom of the first column.
3. In the ribbon at the top of the client, click the Open Calendar drop-down button.
4. Choose From Address Book.
5. In the search box at the top left, type the name of the person or calendar.
   • If you do not see the item you are looking for you can choose More Columns at the top and try again.
6. When you see the calendar you wish to add, double-click it so it appears in the text box at the bottom of the dialog screen.
7. Repeat the search if you want to add additional calendars.
8. When done, click OK, and the additional calendars will appear on your calendar list.

Outlook Web App (OWA)

1. Log in to the Outlook Web App at mail.iup.edu.
2. Open the Calendar by clicking on the calendar icon at the bottom of the left panel.
3. On the left-side menu pane, click on Add calendar. From the Add calendar dialog box, click on Add from directory.
4. Enter the name of the person, room, or group whose calendar you'd like to add. Results will begin to display as soon as you being to type.
5. Select the desired name, then click Add.
6. The newly added calendar will appear on your menu of calendars.