Office 365 provides an integrated calendar. The calendar is available through Outlook, OWA (mail.iup.edu), and mobile devices.
Each user has access
to a calendar in Office 365. You have
complete control over what is displayed on your calendar and who can access it. By default, all users will be able to see
your calendar unless you take steps to restrict access.
How can you access your Office 365 Calendar?
Outlook Web Access (OWA)
Outlook client
Calendar Security
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.)
Sharing your calendar (sending a sharing invitation)
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.
How do I view or add another person’s calendar in Office 365?
Outlook Client
Open Outlook 2016.
Open the Calendar.
From the Home ribbon, choose Open Calendar, then choose From Address Book.
In the search box, enter the name of the person whose calendar you’d like to add.
From the results, select the desired name, then click Calendar ->.
Click OK.
Outlook Web App
Log in to the Outlook Web App at mail.iup.edu.
Open the Calendar.
On the left side menu pane, click on Import calendar. From the Import calendar dialog box, click on From directory.
Enter the name of the person whose calendar you’d like to add. Results will begin to display as soon as you being to type.
Select the desired name, then click Add.
- The newly added calendar will appear on your menu under the People’s calendar section.
How do I turn off automatic meeting reminders or change the reminder time?
Outlook client
When viewing your calendar, choose File, then Options.
- To change the reminder time, under Calendar options, use the drop-down menu next to Default reminders to change the reminder time.
- To turn off the automatic meeting reminders, under Calendar options, de-select Default reminders.
Note that these changes will apply to future meetings on your calendar.
How do I view or add a room calendar in Office 365?
Outlook Client
Open Outlook 2016.
Open the Calendar.
From the Home ribbon, choose Open Calendar, then choose From Room List.
To narrow results by building, select More columns, enter the building name in the search box, then click Go.
From the results, select the desired room, then click Rooms ->.
Click OK.
Outlook Web App
Log in to the Outlook Web App at mail.iup.edu.
Open the Calendar.
On the left side menu pane, click on Import calendar. From the Import calendar dialog box, click on From directory.
Enter the name of the meeting room calendar you’d like to add. Results will begin to display as soon as you being to type.
Select the desired name, then click Add.
- The newly added calendar will appear on your menu under the People’s calendar section.
My calendar view changed after I selected additional calendars. How do I change it back?
Your calendar view will change to Schedule view if you select five or more calendars to be viewed simultaneously. To change the view back, click Home, then choose the desired view option (Day, Work Week, Week, Month) from the Arrange section.
I’d like to view my calendar with 15-minute increments instead of 30-minute increments. How do I change that setting?
Outlook Client
In Calendar, choose View, then choose Time Scale from the Arrangement group, then select 15 Minutes.
In Outlook Web App
- Choose Settings, then choose Calendar under Your app settings.
- Choose Calendar, Personalization, then Calendar appearance.
- Under Show hours in:, choose 15-minute increments.
- Click Save.
I’m trying to schedule a meeting that starts at 1:15 p.m. and ends at 2:45 p.m., but the time scale shows 30-minute increments (on the hour and half hour).
In the start and end times, you can type any valid time in those fields. If you’ve changed your time scale increments to 15-minute increments, you could also create the meeting by double-clicking in the 1:15–1:30 p.m. box on your calendar. A new meeting window will be displayed where the starting time will be 1:15 p.m. You will have to type the end time in manually.
I was trying to schedule a room four years in the future and it was declined. Why did this happen?
When you invite a resource, you can only schedule three years in advance. The decline message you received will tell you the latest end time you can use.
Why do I sometimes see tabs for “Previous Appointment” and “Next Appointment” when viewing a calendar?
If there are no meetings or appointments scheduled in the time range that you are currently viewing, these tabs will display along the left and right edges of the calendar view. By clicking on one of these tab, you can quickly jump to the previous or next appointment on the calendar.