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) : Start by adding a new appointment or a new meeting. The only difference is that a meeting includes other people.
  • Calendar Views (2:09) : In this video, learn how to get a handle on your schedule by changing how you view the calendar.
  • Create a meeting (2:16) : 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.
  • 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.
  • 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.
  • Course summary : A brief reminder of the key points in this course.


  • Let Outlook find a meeting time when all attendees are available
    • On the Scheduling tab, type the names of the attendees in the All Attendees list, and then click AutoPick Next.
  • 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.
  • 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.
      Send the Response Now when accepting a Meeting Request.
  • Set your Free/Busy permissions so that other people can see them
    • Outlook 2010/2013
      1. Right-click your calendar > Share > Calendar Permissions
      2. Set the Permission Level to at least "Free/Busy time"
  • Send a meeting request from OWA
  • 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.


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