Answered By: Natsu Asakura
Last Updated: Sep 11, 2017     Views: 688

 

Add meetings, appointments, and other events to your calendar in Outlook Web App and track and share with others.

Your calendar in Office 365 lets you create and track appointments and meetings. You can create multiple calendars, link to other people’s calendars, and even share your calendar with other students.

<Access Calendar>

1.    Log in to MyND portal.

2.    Log in to Office 365 email.

3.    Click “My Apps” icon (Top left corner).

 

4.    Click “Calendar”.

 5.    You are now accessing your calendar.

 6.    You can choose any event in your calendar to see a quick view of that event. An event that you create shows you as the creator and includes a link to edit or delete the event.

 7.    A meeting that you’ve been invited to shows the organizer and includes links to respond to the invitation. If the organizer includes an online meeting invitation, you’ll see a link to join the meeting.

8.    You can change the view to “Day”, “work day (Monday to Friday)”, “week”, or Month. In order to do so, click the option on right top corner.

 

<How to create an appointment>

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can schedule recurring appointments, view your appointments by day, week, or month, and set reminders for your appointments.

You can specify how the appointments in your calendar look to others by designating the time of the appointment as busy, free, tentative, or out of office. Also, others can give you permission to schedule or make changes to appointments in their calendars.

1.     In Calendar, on the toolbar, click New.

2.     Fill in the details of your meeting.

3.     Enter a subject.

4.     Enter a meeting location.

5.     Enter details about the meeting in the text area.

6.     Set the meeting Start and End times.

7.     If needed, set a specific time zone for the meeting.

This feature allows you or other workspace members to see the meeting time according to a specific time zone in addition to the present time zone.

8.     If needed, make this a "recurring" appointment.

This feature allows you and other members to schedule repeating meetings (daily, weekly, fortnightly, monthly) for the specific duration (Eg; during the semester, within 3 month).

9.       Select the "Reminder" check box to be reminded about this meeting. This also reminds all recipients of the meeting request if they have reminders enabled on their calendars.

10.   Change “Show As” if you would like to change the view of you appointment. By default, this is set as “busy”.

11.   Type details to accompany your appointment in the message text area, and then click “Send” or press ALT+S.

 

 

<How to create a meeting request>

 1.     In Calendar, on the toolbar, click “New”.

2.     Fill in the details of your meeting.

3.     Enter a “subject”.

4.     Enter a meeting “location”.

5.     Add a list of meeting “attendees”.

6.     Enter details about the meeting in the “text area”.

7.     Set the meeting “Start” and “End” times.

8.     If needed, set a specific time zone for the meeting.

This feature allows you or other workspace members to see the meeting time according to a specific time zone in addition to the present time zone.

9.     If needed, make this a “recurring” meeting.

This feature allows you and other members to schedule repeating meetings (daily, weekly, fortnightly, monthly) for the specific duration (Eg; during the semester, within 3 month).

10.   Select the “Reminder” check box to be reminded about this meeting. This also reminds all recipients of the meeting request if they have reminders enabled on their calendars.

11.   Change “Show As” if you would like to change the view of you appointment. By default, this is set as “busy”.

12.   Type a message to accompany your meeting request in the message text area, and then click “Send” or press ALT+S.

A meeting request is sent to each attendee, and the new meeting is added to your schedule. Each person who receives your meeting request can accept, decline, propose new time, or accept it tentatively.

The attendee could forward the meeting request to others if he / she would like to nominate someone else to attend the meeting.

 

<How to use schedule assistant>

You can use this function once you sent meeting request. Or you can use this before the meeting request / invitation is being sent.

1.     Click “New” (if you have not sent the appointment) or click an existing meeting on the calendar.

2.     Click “Scheduling Assistant”.

3.     Type the names of people you want to invite in the “Attendees” box. This box works just like the “To” line in a new message. Office 365 will search for matches as you type. If no match is found, or the matches returned aren’t correct, you can search for attendees.

If you would like to invite a group member, you may type your group in the “To” column. All members in the group will receive the meeting appointment. For more details, click here.

4.      If you already added the attendees, each person you add will automatically be added as “Required”. To change that status, right-click the name or, if you’re using a touch device, touch and hold the name, and then select “Attendance optional”. As you add people you’ll see a count of the total number of people invited and how many conflicts there are.

To remove an attendee, select the remove icon  next to their name.

 

·    From here, you can manage to change / amend the meeting accordingly to the attendee’s schedule. If you find that too many conflicts, you may reschedule and fine different time slot.

 ·    Also if the attendee suggested different time slot, it is shown here. To see the details of a specific time, click the time in the “Suggested Times” list. To see possible times on other days, click the calendar in the “Suggested”

 ·    Times pane. Clicking a time in the "Suggested Times" list automatically changes the meeting to that time.

 ·    You can use the "Scheduling Assistant" toolbar to change the date, start time and end time of the meeting. You can use the Suggested Times window to change the date and duration of your meeting and to select a suggested time.

 

·     The "Scheduling Assistant" will show it couldn't find any available times for the meeting. This frequently happens for meetings that include attendees in multiple time zones. You can turn off "Show only working hours" to see possible meeting times.

5.    Once it is confirmed, click “Save”.

<How to share calendar with other students>

In Office 365, it's possible to share your calendar with anybody who uses Microsoft supported technology. This includes your fellow students.

1.    Click “SHARE” on right top corner.

 2.    Type email address of student / people in Share With column, and click “SEND

You may change the subject header if you like.

If you require further assistance, please contact IT Services.