Microsoft Office 365 Calendar - Constant...

Microsoft Office 365 Calendar (Jan. 2017)

Microsoft Office 365 Calendar

Prepared by Felician Sisters Information Technology

Microsoft Office 365 Overview

Office 365 is the brand name Microsoft uses for a group of online software and productivity services

that together help users manage their email messages, calendar, contacts, tasks (i.e. to do’s), news,

videos, online shopping, and much more.

Office 365’s major components are the Mail, Calendar, and People (a.k.a. Contacts). You will see all

of these components immediately after logging on but Mail, Calendar, and People are the first three.

Here’s what it looks like when you logon:

Here’s what it looks like immediately after logging on:


Calendar

You can use Office 365’s calendar to schedule appointments, meetings, and events; set reminders;

print your calendar; and more. Here is an overview of the calendar page.

The calendar can be displayed in four different ways:

Day

Work Week – 5 days

Week – 7 days

Month The picture above shows the calendar in the Month view. This is how it looks like in the Day view:

Notifications Settings

Help

Profile

Home

Button


Creating Calendar Events without Inviting Others (i.e. an Appointment) A calendar event is an activity occurring at a specified day and time. It may or may not include

inviting other people. A calendar event that does not include inviting other people is called an

“appointment”. For example, a haircut or a dentist appointment. A calendar event that does include

inviting other people is called a “meeting”. For example a committee or team meeting. See page 4

for more information on meetings. To create a new appointment:

1. Click the New button.

2. You will now see this:


3. Type in the details including the name of the appointment, the location, the date, the time, etc. and click Save.

Your appointment has been created! By default, new appointments you make are not repeated, Office 365 will remind you of the event 15 minutes beforehand and it shows you as “Busy” to others who can see your calendar. However, all of these things can be changed.

Creating Calendar Events With Inviting Others (i.e. a Meeting) Creating a calendar event and inviting others is what most people call a “meeting”. It is the same as

creating a calendar event without inviting other people (i.e. an appointment) except with the

additional step of inviting other people. Office 365 notifies the individual(s) you invite to a meeting

via e-mail. What the people invited to the meeting can see and what they can do depends on if they

have a @feliciansisters.org email or they have another email (i.e. @hotmail.com, @gmail.com, etc.)

The information below assumes they have a @feliciansisters.org email.

To schedule a meeting with others, follow steps 1-3 in the previous section entitled “Creating

Calendar Events Without Inviting Others (i.e. an Appointment) then…


4. Click the plus sign (+) to invite people.

5. If the people you want to invite to the meeting are sisters and/or lay staff of the sisters, make sure

you are looking at a list of “All Users”, NOT “Your contacts”!!! In All Users are all the sisters and staff.

In “Your contacts” are usually people with email addresses of @hotmail.com, @gmail.com, etc.


If you are not looking at “All Users”, click the double right arrows then click All Users.

6. Find the sister and/or lay staff you want to invite either by srolling down or entering their name in

the search and clicking the Spyglass to search.


7. click the plus sign (+) next to the name of the sister or lay person you want to include.

You will now see that they are included and click Save.

Your meeting has been created and the person/people invited will get notified via email. They can

then accept, tentatively accept, decline or propose a new date/time if this doesn’t work for them.

Editing Calendar Events Whether you made a calendar event that does not include inviting other (i.e. an appointment) or a

calendar event that does include inviting other (i.e. a meeting), you can make changes to existing

calendar events like changing the time, the location, etc. later on after opening it up.


To edit a calendar event:

1. Find the calendar event on your calendar

2. Open it by either:

double-clicking the appointment on the calendar

selecting the appointment and click Edit

Change whatever you want to change (i.e. the date, the time, the location, etc.) and click Save.


Deleting Calendar Events To delete a calendar event: 1. Find the calendar event on your calendar 2. Select the event and click Delete.

Creating Recurring Calendar Events Appointments or meetings that occur repeatedly are recurring. For example, a monthly haircut or a

weekly committee meeting. When you make a calendar event recurring, you must define the

recurrence pattern (i.e. monthly, every Friday, etc.) and the range of recurrence (how long it will last).

To do so:

1. Create a regular calendar event (either an appointment or meeting) and in the details click Repeat.


2. Change Repeat from “Never” to “Every day” or “Every Monday” or whatever you want.

3. Click Save.

Calendar Event Reminders By default, appointment and meeting reminders occur 15 minutes in advance of the appointment and

are accompanied by a tone. But you can set a reminder to appear at another time in advance of an

appointment from five minutes to two weeks beforehand. To do so:


1. Find and open the calendar event (i.e. the appointment or meeting)

2. Change the reminder from 15 minutes in advance to 1 day in advance or whatever you want.

3. Click Save.


Updating Meetings It is easy to add more attendees to a meeting later on. You can also remove attendees from a

meeting. If you remove attendees from a meeting, Office 365 will send them a notification that the

meeting has been cancelled whether the entire meeting was cancelled or not!

If you update the meeting, you will be prompted to either:

send updates only to added or deleted attendees

send updates to all attendees

don’t send update

Receiving Meeting Requests Meeting invitations appears in your email Inboxes. You can reply to a meeting request in one of five

ways:

Accept – Office 365 creates an item on your Calendar and marks the time as busy

Tentative – Office 365 creates an item on your Calendar and marks the time as tentative

Decline – Office 365 creates an item in your Deleted Items folder

Propose New Time – Office 365 creates an item on your Calendar for the Original time and sends a proposed new time to the meeting organizer

If you click Accept, Tentative, or Decline, Office 365 immediately sends the appropriate reply to the

person who scheduled the meeting. If you click Propose New Time, Office 365 opens a dialog box you

use to suggest a new time. When you accept or tentatively accept a meeting request, Office 365

places the meeting on your Calendar and the meeting invitation is no longer in your email Inbox.


Creating All Day Calendar Events

An all day event is an activity that lasts an entire day or longer without any times being specified.

Add day events do not occupy blocks of time in your Calendar, but instead appear as banners at the

top of your Calendar. The banner can occupy multiple days. Because events do not occupy time on

your Calendar, the time appears free when others view your calendar (unless you specify Busy or Out

of Office). Use events for birthdays, anniversaries, holidays, etc. Like appointments and meetings, all

day events can recur daily, weekly, annually, etc.

To add a new all day event:

1. Start out like you were creating a new appointment, but then click the “All Day Event” check box

on the appointment and click Save.


Here are some examples of all day events. Notice they appear at the very top of the day as a banner

with no start or end time:

Printing the Calendar You might find there are times when you want to print your calendar to have a hard copy to carry with you. There are 4 views or ways to print your calendar in Office 365:

Day

Week

Work Week

Month

To print your calendar:

1. press Print near the top


2. Choose the view you want to print.

3. Click Print

Microsoft Office 365 Calendar - Constant...

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