Calendar

Share your Calendar with specific individuals

Outlook Web Access (OWA)

1. Go to myoffice.uwo.ca and login, go to your Calendar
2. Select the Calendar you wish to share, click the Share button in the top right corner
3. Enter the Email Address of the person you wish to share your calendar with in the “Share” field and click Share. Choose what permissions they have using the Permissions dropdown box below.

Outlook 365 Application

1. Open Outlook, go to your Calendar
2. Click the Share Calendar button at the top, and select the Calendar you'd like to share
3. Click "Add" and enter the email of the person you'd like to share your calendar with
4. In the permissions section, select the type of permissions you'd like the user to have.
5. Click "Apply" and then click "OK."

Publish your Calendar online to be viewed by anyone with the link

Outlook Web Access (OWA)

• Go to myoffice.uwo.ca and login, go to your Calendar
• Click the Settings gear in the top right corner
• Click Shared Calendars in the menu
• Under the "Publish a Calendar" section select the Calendar you wish to share from the drop-down menu
• Select the desired permission from the permissions dropdown menu
• Click the Publish button

This will present a link for you to copy and send or paste to share your published calendar with others.

Subscribing to a calendar allows you to view either another user's calendar or a resource calendar over your own. With the proper permissions, you can also make edits or add events to the calendar.

Outlook on the Web

1. Go to myoffice.uwo.ca and login, go to your Calendar
2. Click "Add Calendar"
3. Click "Add from directory"
4. Select your account from the drop down list
5. Enter the email address or name of the user that you'd like to subscribe to in the search bar below and click "Add".

Outlook 365 Application

1. Open your Calendar and click "Add Calendar" in the top ribbon.
2. Click "From Address book" and search for the user who's calendar you'd like to subscribe to. Click OK.
3. The calendar will appear under "Shared Calendars"

Free/Busy information in Office 365 is composed of 2 separate but related parts: Free/Busy Information and Presence.  Free/Busy is tied to your Presence and vice versa, but they are separate features.  Free/Busy indicates your availability in the future, whereas Presence indicates your status at that moment.

Free/Busy and Availability in Office 365 is controlled primarily through your Calendar.  Your Free/Busy status will change automatically based on your existing Calendar appointments e.g. if you're in a meeting, your Free/Busy and Presence information will show "Busy".  Users have the ability to restrict who else can see their Free/Busy information.  Presence is always displayed unless you are signed out of Microsoft Teams and the Outlook Web App at the same time.

Restricting Your Free/Busy Information

Some users may wish to restrict who can see their Free/Busy information.  This can only be done from a full Desktop client such as Outlook 365.

Outlook 365 Application

• Click on File, then Options
• In the left pane, click Calendar
• Under Calendar Options, click on Free/Busy Options
• Under Permissions, set permissions to "None"
• Click Apply, Click Ok

Manually Granting Free/Busy Lookup to Others

Outlook Web App (OWA)

• Go to https://myoffice.uwo.ca and login, go to your Calendar
• Select the Calendar you wish to share, click the Share button in the top right corner
• Enter the Email Address of the person you wish to share your calendar with in the “Share” field.
• Select from the following permission settings:
  • None 
  • Can view when I'm busy
  • Can view titles and locations
  • Can view all details
  • Can edit - Allow user to make changes to your calendar

Outlook 365 Application

• Open Outlook, go to your Calendar
• Select the Calendar you want to share, click the Share Calendar button at the top
• Click Add...
• Enter the email address of the person you wish to share your Calendar with
• Select from the following permission settings:
  • None 
  • Can view when I'm busy
  • Can view titles and locations
  • Can view all details
  • Can edit - Allow user to make changes to your calendar

You can give anyone within your organization editor or delegate access to your calendar. You can't give editor or delegate access to people outside your organization.

Outlook on the Web

1. Go to myoffice.uwo.ca and login, go to your Calendar
2. Select the Calendar you wish to share, click the Share button in the top right corner
3. Enter the Email Address of the person you wish to delegate your calendar with in the “Share” field and click Share.
4. Choose "Delegate" using the Permissions dropdown box below, and check the box "Let Delegate View Private Events" if you wish for the delegate to see the details of those events.
5. Click "Share".

Outlook 365 Application

1. Open Outlook, go to your Calendar
2. Select the Calendar you want to share, click the Share Calendar button at the top
3. Click Add...
4. Enter the email address of the person you wish to share your Calendar with
5. Choose "Delegate" using the Permissions dropdown box below, and check the box "Can View Private Events" if you wish for the delegate to see the details of those events.
6. Click Apply and OK.

The people you share your calendar with receive an email message telling them about it. The message invitation includes two options: one to add your calendar to their calendar view, and another to share their calendar with you.

When your colleague adds your calendar to their calendar view, your calendar will be added to People's calendars.

Calendar items marked Private are protected. Most people you share your calendar with see only the time of items marked Private, not the subject, location, or other details however you can give a delegate permission to see the details of items marked Private.

Set meeting request and response options

Once you've given someone delegate access to your calendar, you'll see an additional option under Calendar permissions that lets you control how meeting requests and responses are processed.

To set these options:

1. Go to your Calendar in Outlook on the web for business.
2. Go to the calendar navigation pane, and under My calendars, right-click Calendar.
3. Click Sharing and Permissions.
4. Under the "Delegates" section, for Send invitations and responses to, select one of the following options:
   • Delegate and send me a copy. Meeting requests and responses are sent to you and your delegates. Only your delegates see the option to accept or decline a meeting request.
   • Delegate only. Meeting requests and responses go only to your delegates.
   • Both my delegate and me. Meeting requests and responses are sent both to you and your delegates.
5. Select Save to save your changes or Discard to cancel.

Back up a Calendar

Outlook 365 Application

1. Open Outlook, go to Calendar
2. Click File
3. Click Save Calendar
4. Click More Options
5. Change the Date Range to the dates you wish to save
6. Change “Detail” to say “Full Details”
7. Click “OK”
8. Click “Save”

Back up a Calendar with attachments

Outlook 365 Application

1. Open Outlook, go to Calendar
2. Click File
3. Click Save Calendar
4. Click More Options
5. Change the Date Range to the dates you wish to save
6. Change “Detail” to say “Full Details”
7. Click the “Show” button next to Advanced
8. Check “Include attachments within calendar items”
9. Click “OK”
10. Click “Save”

Importing Tasks into Outlook

1. Select FILE in the upper left hand corner, select Open & Export and click Import/Export
2. Select Import from another program or file and click Next
3. Select Outlook Data File (.pst) and click Next
4. Click browse, select the file you want to import and click OK
5. Select the Do not import duplicate items radio button and click Next
6. Click Finish and your Tasks will be imported

Exporting Tasks from Outlook

1. Select FILE in the upper left hand corner, select Open & Export and click Import/Export
2. Select Export to a file and click Next
3. Select Outlook Data File (.pst) and click Next
4. Select Tasks from the drop down and click Next
5. Select browse, choose a location, enter a file name and click OK
6. Select the Do not export duplicate items radio button and click Finish
7. Outlook will prompt you to put a password on this file, for simplicity leave it blank and click OK

Complete the Departmental Resource Calendar Request Form with the information below to request a Resource Calendar.

Required Information for Setup

Department ID: This is the abbreviation or acronym for your Department eg. Western Technology Services Department ID is "WTS".  This ID will preface all of your department resource calendars.

Building and Room Number: Resource Calendars can now contain building and room number details.  It is recommended you use the exact building and room number and avoid generic names such as "MeetingRoom1" e.g. WTS-SSB-3333

Seating Capacity: The seating capacity of meeting rooms can now be specified when the calendar is created.

Resource Type: This specifies whether a resource is a Meeting Room, a project room, or a piece of equipment e.g WTS-SSB-3333-MeetingRoom

Calendar Owners: Please specify the UWO User ID's of the Owners of the resource calendar.

Membership: By default, Department Resource Calendars will be accessible by everyone in a Department.  If you require a resource calendar only for certain individuals or a subset of your Department, then we will need a list of UWO User ID's for all the requested members.

Characteristics of Resource Calendars

Membership: Membership to a Resource Calendar is now controlled through Western's Active Directory structure.  Requests to add or remove individuals or modify resource calendar permissions must be submitted to Service Desk.

Double Booking: Resource Calendars do not allow for double booking by default.  This behaviour can be changed upon request.

Check Availability: Resource Calendars are automatically set to "Busy" upon being invited to a meeting.  This is to help avoid double-booking a resource or room.

Booking in Advance: Resources by default can be booked 365 days (One Year) in advance.  This timeframe can be changed upon request.

Recommendations on Booking Resource calendars

We recommend individuals create events in their personal calendars and then inviting attendees/resources. By creating an event directly within a resource calendar the resource is identified as the meeting organizer.  This can cause problems with:

• Receiving notifications from potential invitees as to their intentions to attend the meeting.
• Resolving scheduling conflicts can be difficult because no one knows who to approach about changing a time or room.

There are multiple ways a meeting can be booked utilizing a Resource Calendar.  Pick the method you are most comfortable with.

Outlook 365 Application

• Click the Calendar button
• In the upper left, click New Meeting 
• Fill in your attendees, the Subject, the date/time of the meeting, and any other options such as reminder or recurrence
• There are 4 main ways of booking a resource calendar:

1. Invite the Resource Calendar as an Attendee. Calendars addresses are in the format of CAL-Department-Building-Room@uwo.ca (ex. CAL-ITS-SSB-3333@uwo.ca) and can be found by entering your Department code (ex. CAL-WTS) and clicking the Check Names button. 
   OR
2. Click the Location button.  Any resource calendar you have previously booked will show up.
   OR
3. Click the Room Finder button.  Under the Building dropdown you should see the locations and lists of calendars you have access to.
   OR
4. Click the Scheduling Assistant tab at the top and then click the "Add Rooms" button. You will be able to search and choose for a resource calendar. From there, you will be able to see the availability.

• Click the Send button to send your meeting invite

NOTE: Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar. When you create a new meeting or appointment, Outlook uses the default time zone in your Outlook preferences for Calendar. You can specify a different time zone for an event as you are creating it. To display the Time zone selector, on either the Organizer Meeting tab or the Appointment tab, click Time Zones.

Outlook Web Access (OWA)

• Go to https://myoffice.uwo.ca and login, go to Calendar
• In the upper left, click New Event
• Fill in your attendees, the Subject, the date/time of the meeting, and any other desired options such as reminder or recurrence
• There are 2 main ways of booking a resource calendar: 
  

1. Click "Search for a room or location" and enter the name of the calendar if you know it, or click "Browse with Room Finder". Then, select the building in the top right, and then select the room.
   OR
2. Invite the Resource Calendar as an Attendee, the same as in Convergence.  Calendars addresses are in the format of CAL-Department-Building-Room@uwo.ca (ex. CAL-ITS-SSB-3333@uwo.ca) and can be found by clicking the + button next to Add People, entering your Department code (ex. WTS) in the Search People box, and clicking magnifying glass button.

• Click the Save button