Appointment: an appointment is an activity that is added to a calendar that does not involve inviting anyone else, or any resource e.g. a room.

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1 Calendaring Features The calendaring functionality using Office 365 is significantly richer than anything that we have previously had available. This document gives instructions on how to perform the most common calendaring and scheduling tasks. Terminology Appointment: an appointment is an activity that is added to a calendar that does not involve inviting anyone else, or any resource e.g. a room. Event: an event is an all-day appointment; the steps to create an event are similar to creating an appointment. When an event is added to a calendar it is shown in a banner across the top of the calendar for the day. Meetings: a meeting normally requires the participation of several people and resources. The remainder of this document will primarily focus on meetings. View Options for Calendaring IT Services recommend Work View. Other views are available by on the Home Calendar ribbon under Arrange. Once the view has been modified once this will remain each time the Calendar is opened until it is changed again. Default Reminder Time By default a reminder is sent 15 minutes prior to an appointment. This can be increased or decreased as preferred. Click on Outlook, Preference Other, Calendar Increase or decrease the default reminder time as preferred Close the window to save the changes

2 Requesting Meetings Using the Add Meeting Function Open the Calendaring utility within Outlook by clicking on Calendar in the left hand pane Click on the New Meeting icon Click on the address book icon opposite the To: field Enter the surname of the person you want in the search field, select the name and click the required button Once all invitees are listed in the To: field close the search window Enter the meeting details in the relevant boxes and a message if required Click Send to commit the meeting to calendar and invites to Invitees. Adding a Room or Resource to a Meeting On the Meeting Dialog box opposite the Location field click the address book icon This will display the Contacts search window Use the drop down menus to list the Meeting Rooms search field Type in the name of the meeting room you require Click the Add to meeting button on the room that is required Close the window Complete the meeting request as normal.

3 Create a Meeting from a Received A meeting can be created based on any received . This will add all recipients of the to the invitees list of the meeting. With the required selected click Meeting on the ribbon This will present a New Meeting dialog that can be completed as normal. Using Scheduling Assistant when Booking Meetings The scheduling assistant gives a graphical representation of all invitees calendars at the suggested meeting times. This shows confirmed and tentative arrangements and allows the most appropriate time to be selected. Once all invitees have been added to the meeting click Scheduling on the ribbon The meeting times can be amended to more appropriate times by dragging the green and red lines. Once the time is organised then select the Message tab to return to the Message window to complete the setup and send invites.

4 Responding to Meeting Requests There are a number of attendance responses that can be sent when a meeting is added to a calendar. All the responses are shown in the ribbon at the top of the Meeting Dialog by selecting the meeting invitation. Accept: adds the entry to the calendar as proposed Tentative: adds the entry to the calendar marked as tentative Decline: Declines the invite and removes from the calendar Reply: allows a reply to be sent to the organiser whilst not changing the meeting status in the calendar. All of the respond options will give the option of replying with a message to the organiser. An dialog will be presented as soon as any option is selected. Preventing Attendance Response This is probably only required when the number of invitees is large, and attendance is not required by any. When creating a new meeting click Request Response in the meeting window The Request Responses button in an on/off toggle Complete the meeting request as normal.

5 Request a Recurring Meeting Create a new Meeting in the normal way Click on the Recurrence Icon in the ribbon This will present the Recurrence dialog Enter the required details If a custom recurrence is required select OK to return to the Meeting dialog Both individuals and resources can be added to a recurring event. If there is a conflict between two events in a resource calendar ********************* Cancelling Meetings Any booking in a calendar can be removed. Highlight the activity to be removed in the calendar display Click on the delete option on the ribbon If the activity is part of a recurring series a selection box will be presented to select this even and all future. Moving a Meeting Select the meeting in the calendar Drag the event to the new required start time If others are invited to the same meeting they will be notified of the new start by .

6 Sharing / Granting Permissions to Calendars The default setting for all calendars is to allow all other members of the University to view free / busy availability. This setting cannot be reduced. IT Services advise that further information is shared between Schools / Colleges and collaboration groups to make scheduling meetings easier for requesters. Assigning permissions to a calendar allows people to see availability when scheduling meetings. Assigning Permission Levels for Individuals Within the Calendar area of Outlook, select Calendar and click on the Permissions option on the ribbon This will display Folder Properties: Calendar, on the Permissions tab. Click on Add User Enter the name of the person to grant permission to in the Search box Highlight the person to be added Repeat until all Users have been added to the list then click OK Permissions can be assigned on Read, Write and Delete basis independent of each other. Add permissions by placing ticks in the required options.

7 *Note* Outlook 2011 for Mac does not understand the first two choices (Free/Busy time and Time, subject, location). If you ve granted either of these two levels of access, a person trying to view your calendar with Outlook 2011 for Mac will receive an error saying they don t have permission. It does not matter which client you use to set the permissions. Assigning Permissions for PA s / Departmental Secretaries PA s / Departmental secretaries should be granted Owner permissions for any calendars that they manage. Owner permissions are assigned in the same dialog as read, Write and Delete permissions. Within the Calendar area of Outlook, click on the Permissions option on the ribbon This will display the Folder Properties: Calendar dialog, on the Permissions tab. Click on Add User Enter the name of the person to grant permission to in the Search box added Highlight the person to be Click OK to return to the Folder Properties: Calendar dialog In the Permission Level drop down select Owner. This will allow the assigned person to manage this calendar in the same way as the primary calendar owner

8 Adding Groups to Calendar Permissions Within the Calendar area of Outlook, click on the Permissions option on the ribbon This will display the Folder Properties: Calendar dialog, on the Permissions tab. Click on Add User Using the Find option type in the group prefix name you are looking for. Departmental Staff lists are formatted as Staff - ***. Entering the Staff prefix will display a list of all departmental Staff listings, Everyone -*** will display all members of a department Groups are also populated for University task groups and Committees. Select the group you require, Click OK Assign permissions as per individuals on a Read, Write and Delete basis. Remember this setting will apply to ALL in the group that has been added.

9 Viewing and Managing Other Calendars To view or manage other calendars these need to be added to the list of Shared Calendars shown on the left of the Calendar screen. The calendars are then easily visible by placing a tick next to them. To add a calendar to this list: Click on Open Calendar on the Calendar ribbon Select the Type: Calendar from the dropdown menu Enter the name of the person to be added into the Search box Click OK Highlight the person to be added This will prompt the dialogue box Outlook was redirected to the server autodiscover Tick the box Always use my response for this server, then click Allow Repeat the process to add other users. These calendars will then be shown in the shared calendar list. To view each calendar place a tick next to the name By default this will display the calendar next to the Primary Calendar.

10 Viewing Calendars in Overlay Mode Outlook 2011 for Mac OS does not offer a schedule view or side-by-side view. Outlook for Mac displays several calendars as an overlay. Tick all calendars to be viewed in Overlay mode

11 Meeting Room Delegates Each meeting room has been set to have a Delegate. The delegate is in effect the room administrator and as such is responsible for resolving booking duplicates and booking events if requesters are not authorised to do so. All Rooms have been set so that relevant staff are able to book and delegates only need authorise if a conflict occurs. Room delegates can accept, reject or relocate conflicting meetings. TO be COMPLETED Scheduling a meeting in the room without it going in your own calendar too (best practice to also add other attendees) Rooms set by default to all relevant staff to book them without needing to ask the room administrator. However if someone requests the room when it is unavailable, you will be asked to accept or rejecting requests the request. You might wish to try to re-arrange other meetings to accommodate the request, or simply reject it. Printing a Calendar Printing calendars should not be required. However should this be necessary calendars can be printed in a daily, weekly or monthly view. Select the desire view from the Ribbon File tab Select Print Getting your calendar on your mobile phone what to expect The Outlook calendar can be synchronised to your iphone when you set up the Bangor Exchange account. On the iphone Settings Mail, Contacts, Calendars, select your Bangor account and make sure Calendars is turned ON Meetings can be set up using the Calendar on the iphone by including the attendees address in the Add Invitees field. Notification of the meeting will appear on the attendees Calendar Reminders do come through to the phone I think new meeting requests might also be highlighted but not sure

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