Using Electronic Calendars @ BYUI

Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000

Calendar Basics

Watch these videos to get familiar with the calendar in Outlook 2013. You can keep things simple, or use Outlook to manage complex meetings and schedules.

Create an appointment (3:38)

  • Since we're just starting out, let's keep it simple and add a new appointment. Click where you want to add the appointment on your calendar, and on the ribbon, click Home New Appointment.

Calendar Views (2:09)

  • In this video, learn how to get a handle on your schedule by changing how you view the calendar.  For example, start with the Arrange buttons on the Home tab. View a single day, the week, the work week (which excludes Saturday and Sunday), or a whole month. Schedule View displays the calendar on a horizontal timeline.
    • Settings
    • Layout
      • Reading Pane
      • Time Scale
      • Navigation
    • Search

Create a meeting (2:16)

  • The only difference between an appointment and a meeting is that a meeting includes other people. All we have to do is invite people to the appointment we created in the first movie, and then we can turn it into a meeting.  Just click Invite Attendees, and the appointment becomes an email form, with a To line and a Send button. Click To to open the address book, click a name, then click Required. Or if a person isn't required at the meeting, click Optional.
    • Adding Attendees
    • Rooms @ BYU-Idaho
    • Accepting/Declining
      • Send Responses when responding to Meeting Invitations. If you don't, the meeting organizer won't know if you're planning on coming or not.

        Outlook Outlook Web App (OWA)
        Send the Response Now when accepting a Meeting Request.
      • When declining a meeting request consider using the Scheduling Assistant to suggest a different time to meet while also including a typed explanation of why you can't meet at the requested time.
      • Use the "Edit the Response before Sending" option liberally.
    • Changing Meeting Organizer
      • Outlook does not provide a way to change a meeting organizer. To change the meeting organizer of a recurring meeting, end the recurring meeting. To do this, set an earlier end date and send the update to all attendees. After you complete this step, the new organizer should create a new recurring meeting.
    • Creating a meeting from OWA

Use the Scheduling Assistant (2:33)

  • This video shows you how to use the Scheduling Assistant to help handle complex meetings with lots of attendees.  Add attendees, see their schedules and availability, book a meeting room, see who accepted and who declined, and more, all thanks to the Scheduling Assistant.
    • Set your Free/Busy permissions so that other people can see them.
      • Right-click your calendar > Share > Calendar Permissions > Set the Permission Level to at least "Free/Busy time"
    • Rooms @ BYU-Idaho are handled through the Scheduling Office
    • Meeting Times/Durations
      • On the Scheduling tab, type the names of the attendees in the All Attendees list, and then click AutoPick Next.
      • Changing
      • Proposing New Times

Share your calendar (4:14)

  • In the previous movie, you saw one example of calendar sharing in the Scheduling Assistant. But you can do even more.
    • Forwarding Meeting Requests
    • Sharing Options
      1. E-mail Calendar (snapshot only)
      2. Share Calendar (easier through OWA)
      3. Publish Online (not available at BYU-Idaho)
      4. Calendar Permissions
    • More on Sharing
    • Step-by-step guide to sharing

Course Summary

  • A brief reminder of the key points in this course.



  • How do I integrate my calendars on all my devices?
    • All devices should point back to the same server so they should all have the same settings.  If not, contact us so that we can help you rectify your settings.
Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000