Calendar is the calendar management service included in Microsoft’s Office 365 enterprise cloud services. Office 365 provides web-based access to an organisation’s hosted Exchange services including email, contacts, calendar and tasks. Learn more about Office 365 here.
Calendar has three columns. The left column has a link to add a new event, a miniature calendar of the current and next month, and a list of the user’s calendars and other subscribed calendars. Click on a date on the miniature calendar to switch to that date on the full-sized calendar.
Use the arrows to the left and right of the year and month to go to the previous or next month. Click the year and month in between the arrows to jump to a specific month or use the arrows to switch between years. Click the double chevron above the left arrow to collapse the left column and then click it again to expand the left column.
In the middle column is the full-sized calendar with events displayed on each day. The current day has a blue line across the top and the selected day has a light blue background. Along the top of the calendar are links to each month of the year and a link to go to today. Use the arrows to the left and right of the months to go to the previous or next year.
Click on a day on the calendar to view a list of events in the right column. The right column also date displayed in large font at the bottom of the column. At the top of the right column are links to switch between day, work week, week and month views and links to share the calendar and print it.
Adding a new event
To add a new event to the calendar, click the New Event button in the top-left corner. The New Event pane will then be displayed. Click the Discard button in the top-left corner or the X button in the top-right corner to cancel the new event. Click the button to the left of the X to open the New Event pane in a separate window.
Enter a name for the event in the Event field, enter the location of the event in the Location field or click the add a room button to search for an available room and then enter the names or email address of the attendees in the Attendees field or click the + icon on the right side to select them using People. Learn more about People here.
Choose the start date, time and duration of the event. Choose whether to show the user as Free, Working Elsewhere, Tentative, Busy or Away during the event. Choose the amount of time before the event to receive a reminder or choose None for no reminder.
Choose which calender to add the event and how often the event repeats, tick the Mark as private checkbox to hide the event from other users and enter a description for the event. To make the event an Online Meeting where users chat over Lync, click the Online Meeting link.
Click the Scheduling Assisting button at the top to see what else is scheduled on the same day and choose a free time. Click the … button to assign the event to a category and attach a file or picture. When finished, click the Save button to save the event.
A quicker way to create an event is to click on a date on the full-sized calendar, type the event name in the text area that appears and then press the Enter key. By default, the event will be all-day, won’t have any location or attendees specified and the user will show as Free.
Editing an event
To edit an event, click on it’s name in the full-sized calendar or in the right column to display a speech bubble with event options. Click the Edit link to edit all the event details.
Alternatively, double-click the event’s name or right-click on the event’s name and then choose the Open menu item to open a pane on the right side. There are options at the bottom to change the reminder time, the event status and whether it is private. Click the … button in top-right corner to change the event’s categories or click the Edit button to edit all the event details.
Deleting an event
To delete an event, click on it’s name in the full-sized calendar or in the right column to display a speech bubble with event options. Alternatively, double-click the event’s name or right-click on the event’s name and then choose the Open menu item to open a pane on the right side. Click the Delete link to delete the event. A quicker way to delete is to right-click on the event name and then click the Delete menu item.
Forwarding an event
To forward an event, right-click on the event’s name and then choose the Forward menu item. Alternatively, double-click on its name to open a pane on the right and then click the Forward button in the top-right corner. The Outlook Web App compose page will then display in a new window with the event information attached. Learn more about creating an email here.
Printing a calendar
To print a calendar, click the Print button in the top-right corner. A pane with print settings and a preview will slide in from the right side. Choose the calendar to print, whether to print a day, week, work week or month view, the times to print and whether to print a detailed agenda. Click the Print button in the top-left corner of the pane to print the calendar.
Sharing a calendar
To share a calendar, click the Share button in the top-right corner. Alternatively, right-click on a calendar in the bottom-left corner and then click the Share Calendar menu item. A pane will then slide in on the right side. There is a button in the top-right corner that can be used to open the pane in a separate window. Enter names or email addresses in the Share with field, enter the subject of the email and choose which calendar to send. Click the Send button in the top-left corner to share the calendar.
Changing calendar permissions
To change the permissions of a calendar, right-click on the calendar in the bottom-left corner and then click the Permissions… menu item. A pane will then slide in from the right side. Choose whether to publicly display the availability of the calendar, limited details or full details of the calendar. Click the Save button in the top-left corner to save changes.
Renaming a calendar
To rename a calendar, right-click on the calendar in the bottom-left corner and then click the rename menu item. It is not possible to rename the primary calendar.
Deleting a calendar
To delete a calendar, right-click on the calendar in the bottom-left corner and then click the delete menu item. It is not possible to delete the primary calendar.
Changing the colour of a calendar
To change the colour of a calendar, right-click on the calendar in the bottom-left corner and then choose a colour on the color menu or choose Automatic to let Calendar choose the colour.
Changing calendar settings
To change calendar settings, click the cog icon in the top-right corner, click the Options menu item, click the Settings section on the left and then click the Calendar subsection at the top.
In the Appearance section, choose which days of the week are work days, the start and end times of the work day, whether to display week numbers in Month view, the first week of the year, the first day of the week and whether to show time in 15-minute or 30-minute increments.
In the Reminders section, choose whether to show reminder alerts, play a sound when a reminder is due and then choose the default reminder time.
In the Automatic Processing section, choose whether to automatically accept meeting requests and mark them as Tentative, delete meeting requests and responses that have been updated, whether to automatically process requests and responses from external senders, and whether to delete notifications about forwarded meetings.
In the Text Messaging Notifications section, click the Set Up Notifications button to set up text messaging. To send notifications when events within a specified period are changed, tick Notifications when my calendar is updated, choose the period in the dropdown and then choose whether notifications should only be sent during work hours.
To send notifications for meeting reminders, tick Notifications for meeting reminders and then choose whether notifications should only be sent during work hours. To send a daily calendar agenda, tick Daily Calendar agendas and then choose what time to send it.