Calendar

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)

  • Open a web browser and log into 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.

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.

Adding another person's, room's, or group's calendar in Office 365 or the Outlook client

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

Outlook Desktop Client

  1. Open yourOutlookclient.
  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 FromAddress 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 chooseMore Columnsat the top and try again.
  6. When you see the calendar you wish to add, double-click on 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 Addcalendar. 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.
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.

My calendar view changed after I selected additional calendars. How do I change it back?
Home, Arrange
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

  1. Choose Settings, then choose Calendar under Your app settings.
  2. Choose Calendar, Personalization, then Calendar appearance.
  3. Under Show hours in:, choose 15-minute increments.
  4. 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.