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How to use the calendar and event scheduling in outlook 365 for mac

With her B.S. in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She learned how technology can enrich both professional and personal lives by using the right tools. And, she has shared those suggestions and how-tos on many websites over time. With thousands of articles under her belt, Sandy strives to help others use technology to their advantage. Read more.

How to use the calendar and event scheduling in outlook 365 for mac

After its fall 2020 update, Microsoft Outlook 365 for Mac has two additional views for your calendar, an easier way to RSVP, better options for scheduling events, and a handy new status for invitations. Plus, it’s all packed in a more attractive app.

See Your Schedule with My Day

A convenient Microsoft Outlook feature called My Day gives you a quick view of your daily schedule. You can see an Agenda or Day view, and add an event with a click.

To see My Day on the Mail tab, click the Show Task Pane button on the right, or select View > Task Pane from the menu bar. To see it in the other Outlook tabs, click the Show Task Pane button or select View > My Day from the menu bar.

How to use the calendar and event scheduling in outlook 365 for mac

To switch between views in My Day, click the three-dot icon at the top right. This allows you to move from “Agenda” to “Day” view, and back again.

How to use the calendar and event scheduling in outlook 365 for mac

You can also select “Settings” from this menu to customize the calendars you want to display.

How to use the calendar and event scheduling in outlook 365 for mac

To add an event when you’re in My Day, click the plus sign (+) next to the three-dot icon.

How to use the calendar and event scheduling in outlook 365 for mac

Use the Three-Day Calendar View

If you want to see more than a single day on your Microsoft Outlook calendar, but a week (or even the workweek) is too much, try a three-day view.

Click the “Calendar” tab to open your Outlook calendar. From there, select the drop-down arrow at the top right or click View > Three Day in the menu bar.

How to use the calendar and event scheduling in outlook 365 for mac

RSVP in the Same Window

It’s efficient when you can reply to an email within the same window instead of a new one opening automatically. This is why Microsoft added event responses for your calendar in addition to emails.

How to use the calendar and event scheduling in outlook 365 for mac

When you receive a new event invitation, you can respond in the same ways as before, but now, you can also add a message in the Reading Pane.

As always, you can click “Accept,” “Tentative,” “Decline,” or “Propose New Time.” Right above those options, you’ll see the box where you can type an optional message to send to the event organizer. Just make sure that if you want to add a message, you do so before you click a response.

How to use the calendar and event scheduling in outlook 365 for mac

Schedule Events with Advanced Options

Scheduling events can be tough when you’re working around everyone’s calendars. With advanced options in Microsoft Outlook, though, you can select a time, check availability, and switch to a different day easily.

To create a new event, click File > New > Event in the menu bar of any Outlook tab. Or, you can click the “Calendar” tab, and then click “New Event” at the top left. You can then add all of your event details on the left.

How to use the calendar and event scheduling in outlook 365 for mac

For an easier way to adjust the time, use the calendar grid on the right. Drag the time block wherever you want it, and then expand or collapse it to adjust the time frame.

How to use the calendar and event scheduling in outlook 365 for mac

If you want to keep that time frame but check a different date, use the arrows at the top next to the date. When you land on the day you want using that same time frame, just complete and send your invitation.

How to use the calendar and event scheduling in outlook 365 for mac

If you have many invitees, you can also still click “Scheduling Assistant” at the top of the event window to add required and optional invitees, and a location.

This allows you to check the availability of multiple attendees at once. You can also drag the time block and use the double-sided arrow to lengthen or shorten the time frame.

How to use the calendar and event scheduling in outlook 365 for mac

When you’re finished with the Scheduling Assistant, just click “Done” at the top left. Any details you added or edited will be applied to the invitation. You’ll then be returned to the invitation window, where you can complete anything else you need to do or just click “Send.”

Set a Working Elsewhere Status

You’re probably used to selecting either the “Busy” or “Free” status whenever you’re scheduling events. In the new Microsoft Outlook, though, you now have another option: “Working Elsewhere.”

To use it, just click the status button at the top left of the event window, and then select “Working Elsewhere.” This lets your attendees know you’re joining from another location. It’s especially convenient when you’re working remotely or traveling.

How to use the calendar and event scheduling in outlook 365 for mac

The “Working Elsewhere” status appears with a blue-dotted circle that’s similar to “Tentative,” which includes a blue-striped circle. This informs others of your status at a glance.

How to use the calendar and event scheduling in outlook 365 for mac

One last new calendar feature for Outlook that’s worth mentioning is called Meeting Insights. Based on your event or attendees, Outlook will suggest emails and files for your event. If Meeting Insights are available, you’ll see them on a tab next to “Meeting Details” in the event window.

Also, keep in mind that with the new Outlook on Mac, you can still color events with categories in your calendar and display the weather if your event is taking place in another location.

You can now have Outlook end your events a few minutes early or start them a few minutes late. This can help you build in travel time between events or add buffer time if other events go a bit long. You can choose a different duration for events under one hour and over one hour.

This feature is set up per email account. If you have more than one, be sure to set the start and end time settings for the ones you want.

Note: For iOS and Android, this feature is currently rolling out.

Note: Users should be running the latest Monthly Enterprise Channel build of Outlook Desktop. You can check to see what the latest build of Outlook is at this page. You can check what version of Outlook for Windows you are running by visiting What version of Outlook do I have?.

Select File > Options > Calendar > Calendar options.

Check the Shorten appointments and meetings checkbox and in the dropdown box choose End early or Start late.

How to use the calendar and event scheduling in outlook 365 for mac

Use the drop-downs to select the number of minutes for events less than one hour and one hour or longer, then click OK.

Once set, this setting will be honored across Outlook for Windows, the new Outlook for Mac, Outlook on the web, Outlook for iOS, and Outlook for Android.

The Shorten meetings and events feature will be rolled out to our various channels on the following schedule:

Current Channel – Version 2102 (Build 13801.20266) and later
Monthly Enterprise Channel – Version 2102 (Build 13801.20266) and later
Semi-Annual Enterprise Channel (Preview) – Planned for Version 2108 in September 2021
Semi-Annual Enterprise Channel – Planned for Version 2108 in January 2022

Outlook on the web users can set events to end early or start late by using the following instructions.

Select Settings > View all Outlook settings > Calendar > Events and invitations.

Check the Shorten duration for all events checkbox.

How to use the calendar and event scheduling in outlook 365 for mac

Use the drop-downs to select the number of minutes for events less than one hour and one hour or longer, then click Save.

Once set, this setting will be honored across Outlook for Windows, the new Outlook for Mac, Outlook on the web, Outlook for iOS, and Outlook for Android.

You can’t currently set events to start late or end early from the new Outlook for Mac.

If you make the change using your email account on Outlook on the web or Outlook for Windows, the new Outlook for Mac will honor the settings you made, so if you create an event on your Mac it will start late or end early depending on what you set on the Outlook on the web or Outlook for Windows.

Check the Windows Desktop or Web tabs for information on how to set your events to start late or end early.

You can’t currently set events to start late or end early from Outlook for iOS.

If you make the change using your email account on Outlook on the web or Outlook for Windows, Outlook for iOS will honor the settings you made, so if you create an event on your iOS device it will start late or end early depending on what you set on the Outlook on the web or Outlook for Windows.

Check the Windows Desktop or Web tabs for information on how to set your events to start late or end early.

You can’t currently set events to start late or end early from Outlook for Android.

If you make the change using your email account on Outlook on the web or Outlook for Windows, Outlook for Android will honor the settings you made, so if you create an event on your Android device it will start late or end early depending on what you set on the Outlook on the web or Outlook for Windows.

Check the Windows Desktop or Web tabs for information on how to set your events to start late or end early.

Set the time zone for an event

When you create a new meeting or appointment, Outlook uses the default time zone in your Outlook preferences for Calendar. If you want, 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.

For example, if you will be traveling from Los Angeles to New York, you might want to create an event that will occur in New York’s time zone instead of your workplace time zone. By specifying the specific time zone of the event, you can make sure that the event time will be accurate, even if you travel and change the time zone on your laptop.

Add a second or third time zone

In the latest version of Outlook for Microsoft 365 for Mac and Outlook 2019, three separate time zones can be displayed in the Calendar. In other versions for Outlook for Mac, you can display only two time zones.

The time zones can be, for example, your local time zone, the time zone of another business location, and the time zone of a city that you often travel to. The second and third time zones are used only to show a second and third time bar in Calendar view, and do not affect the way in which Calendar items are stored or displayed.

Choose Outlook > Preferences

Under Time zones, select the Show a second time zone in Day and Week view check box and, if needed, the Show a third time zone in Day and Week view checkbox.

In the Label field for each time zone, type a friendly name.

The selected time zones automatically appear on your Calendar.

More about time zones

Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar.

For example, imagine that your workplace is in Los Angeles and your colleague’s workplace is in New York, which is three hours ahead of Los Angeles. When your colleague sends you an invitation for a conference call at 11:00 A.M. New York time (Eastern Time), Outlook adjusts the meeting time to 8:00 A.M. (Pacific Time) when you view it on your laptop in Los Angeles.

If you change the time zone on your laptop, Outlook updates events on the calendar to the correct time for the new time zone. For example, if you travel to another time zone and change the laptop’s System Preferences to the new time zone, all events on your Outlook calendar are updated accordingly.

See also

Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar.

For example, imagine that your workplace is in Los Angeles and your colleague’s workplace is in New York, which is three hours ahead of Los Angeles. When your colleague sends you an invitation for a conference call at 11:00 A.M. New York time (Eastern Time), Outlook adjusts the meeting time to 8:00 A.M. (Pacific Time) when you view it on your laptop in Los Angeles.

If you change the time zone on your laptop, Outlook updates events on the calendar to the correct time for the new time zone. For example, if you travel to another time zone and, upon arrival you change the laptop’s System Preferences to the new time zone. When you open Outlook, all events on the calendar are updated accordingly.

When you create a new event, Outlook uses the default time zone that is set in your Outlook preferences for Calendar. If you want, you can specify a different time zone for an event as you are creating it. To display the Time zone selector in the meeting window, on the Meeting tab, click Time Zone.

For example, if you will be traveling from Los Angeles to New York, you might want to create an event that will occur in New York’s time zone instead of your workplace time zone. By specifying the specific time zone of the event, you can make sure that the event time will be accurate, even if you travel and change the time zone on your laptop.

When Outlook receives invitations or imports events from applications that don’t store time zone information, Outlook assigns the time zone that is set in your Outlook preferences for Calendar.

You can schedule a lot in Outlook Calendar: meetings, appointments, and events, just to name a few. But how are they different from each other, and when do you use each one? Here’s a quick overview that explains each one in more detail.

Meetings

To create a meeting, you have two options. First, you can click on the “New Items” button right from your inbox and select the Meeting item from the dropdown list. The other option is for when you’re already in Calendar view, which you access from the menu down at the bottom of your screen. From here, you can just click on the button right on the ribbon that is labeled Meeting.

Now, some people don’t realize that meetings don’t just affect you–they actively involve the people that you book the meeting with, along with their calendars. So why is this helpful? Well, instead of just marking a regular appointment in the calendar, when you make it a meeting with someone else in your organization, you can mark it on their calendars as well, making sure that everyone is on the same page regarding scheduling. You can also book resources such as a meeting room, which is very useful in organizations where these types of spaces need to be reserved.

How to use the calendar and event scheduling in outlook 365 for mac

Appointments

When you make an appointment, you only affect your own calendar instead of someone else’s. To make an appointment, just click on the Appointment button in the ribbon at the top of the screen. Here, you can set a subject, location, and times for the appointment on your Calendar. It is important to realize that you also can’t book resources within the appointment mode, so you need to select meeting if you want to book a resource.

Events

Finally, we’re going to talk about events. You might notice that there is no separate button for events, but they are still a separate classification of calendar items. An event is an appointment that is scheduled to last for more than 24 hours. So, if you take an appointment and then set it to end two days from now (for example, if you’re attending a conference), it becomes an event instead. The calendar marks this differently than regular appointments and shows you as free, meaning that you can still schedule other appointments and meetings within this block of time, while still seeing that an event is taking place.

Skype for Business

A SFB add‐on is installed in Outlook that allows you to invite others to a phone conference or an online meeting. You can even invite people who are not affiliated with UH and those not using SFB – including students.

For instructions on scheduling a meeting or conference call using Outlook for Mac select the following options:

To schedule a phone conference or online meeting in Outlook:

1.Open your Outlook Calendar.

2. Click Meeting on the toolbar.

3. Add the recipients in the To: field.

4.Enter a subject in the Subject: field and a location in the Location: field.

5. Click Send.

  1. Before sending the Meeting Invitation, click Meeting on the Meeting Invitation toolbar.
  2. Click the Skype button.
  3. Select Set Access Permissions
  4. In the Online Meeting Options dialog box, select the desired options.
  5. Click Ok.
  6. Click Send to send the Meeting Invitation.

The invitation includes your name, the dean’s name, and the meeting information; including the meeting URL and Conference ID. The URL allows non‐SFB users to join a meeting with a web browser. The Conference ID is used to access the meeting audio. Attendees who join an online meeting with a web browser use their telephone to access the meeting audio. Attendees of a conference call use the Conference ID to access the meeting.

Note: Changing meeting options can potentially change the conference ID for the current meeting. Make sure any changes to meeting options are made before you send the meeting invitation.

There are two main classifications of people in a meeting: presenter and attendee. Presenters are able to share their desktop and manage meeting options. By default, everyone at UH is a presenter. Anyone invited to a meeting from outside of UH is an attendee. It is possible to set meeting options before sending a meeting request. Some of the configurable options are:

  • Designate who is an attendee or presenter
  • Designate who waits in the lobby until the organizer is present
  • Turn on entry and exit announcement

To set meeting options:

  1. Follow the steps in the previous section for scheduling a phone conference or online meeting.
  2. Before sending the meeting invitation, click the drop-down arrow next to Skype Meeting on the toolbar of the meeting
  3. Select Set Access and Permissions from the menu that appears
  4. Choose the desired meeting options in the Online Meeting Options dialog
  5. Click Ok.How to use the calendar and event scheduling in outlook 365 for mac

How to set up conference or meeting – Skype for Business for Mac

For Skype for Business (SFB) related questions or problems, send email to [email protected] .edu .

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How to use the calendar and event scheduling in outlook 365 for mac

A Resource Account is an object in the Exchange Calendar that represents a room or a piece of equipment. This article describes ways to use it, view it, and share it.

By marking a calendar item (appointment, meeting, or event) as Private, you hide the details of the item from people who have permission to view your calendar. Users of Outlook for Mac 2016 are not seeing what they’re supposed to see. To schedule a phone conference or online meeting in Outlook: 1.Open your Outlook Calendar. Click Meeting on the toolbar. Add the recipients in the To: field. 4.Enter a subject in the Subject: field and a location in the Location: field.

This article applies to: Outlook 2016 for Mac, Resource Accounts

Schedule (Invite) a Resource

The default setting is that anyone using Exchange Calendar can schedule a resource. However, the owner can change this so that, when someone includes the resource as an invitee to a meeting, the owner (or someone delegated by the owner) approves or denies the request.

How to use the calendar and event scheduling in outlook 365 for mac

  1. When creating a meeting proposal, ‘invite’ the resource by adding them the same way you would add a person.
  2. Once you’ve added the resource to your invitation, review its free/busy time on the Scheduling tab, just like you would for the people you’ve invited.

Resource Accounts do not allow scheduling conflicts; that is, if the resource already has an event scheduled for a particular time, no one else can ‘invite’ the resource to another event.

See the Calendar for a Resource where You Have Access Rights

See our View Resource Accounts in Outlook 2016 for Mac article.

See the Calendar for a Resource that Has Been Shared With You

The default setting is that anyone can see a resource’s free/busy status by using the Scheduling tab to set up an event.

In order to view a Resource Account’s calendar directly, like you’d view your own calendar, the owner (or someone delegated by the owner) must give you access permissions.

  • If the resource owner has granted you viewing or editing permissions, you can open the resource’s calendar in the same way that you’d view a shared personal calendar.

How to Change the Settings for a Resource

Schedule Meetings From Outlook 2016 For Mac Os

Only the owner (or someone delegated by the owner) can adjust the settings for a resource.

Schedule Meetings From Outlook 2016 For Mac App

  • Configure how the resource can be scheduled, including
    • Automatic scheduling vs. request to schedule
    • Maximum meeting length
    • Whether recurring meetings are allowed
    • Various privacy settings

With growing numbers of virtual conferences last year, there is little wonder that iCalendar links are more popular than ever. The idea behind these special files/links is to create a seamless experience for your end users to add an event to their calendar by simply clicking on a link.

How to use the calendar and event scheduling in outlook 365 for mac

Perhaps you want to post a series of links on a conference webpage so attendees can easily sign up for sessions, or maybe you just enjoy the ease of emailing links to a large recipient list rather than sending individual invitations. Let’s explore how these work.

But first, thank you to my friend Carolyn for inspiring this Byte with this excellent question. 😊

The word “iCalendar” might remind you of an application made by Apple, but this is actually something different. iCalendar is also a media file type that can transmit information about events; like date, time, and location. This file can be opened by others and be used to communicate scheduling information to a wide variety of calendar types; including Outlook, Google Calendar, Apple Calendar, Yahoo Calendar, and many others.

The steps lined out below will cover how to accomplish this with Outlook Desktop Applications.

  • Start by creating a New Meeting in your Outlook Calendar. Be sure you select New Meeting, not appointment.

How to use the calendar and event scheduling in outlook 365 for mac

  • Select the time and date as you would like it to appear on someone else’s calendar. Because you have selected Meeting, rather than appointment, this event will automatically adjust to the end user’s time zone. Add any comments that you would like them to see, including Zoom links.

How to use the calendar and event scheduling in outlook 365 for mac

  • Even though you have no recipients, you can click Send on this invitation; this will save it to your calendar without attendees.

On Outlook for Windows/PC

  • Double click on the newly created meeting in your calendar to open it back up. Go to the File tab

How to use the calendar and event scheduling in outlook 365 for mac

  • On the left menu, select Save As.

How to use the calendar and event scheduling in outlook 365 for mac

  • Save to your desktop (or somewhere easy to find). Be sure that Outlook is saving this as an “ics” or iCalendar Format.

How to use the calendar and event scheduling in outlook 365 for mac

  • The file will appear on your Desktop, or whichever save location you selected in the previous step.

How to use the calendar and event scheduling in outlook 365 for mac

On Outlook for Mac

This process is even simpler for Mac users.

  • Find the event on your calendar, and click and drag it to your desktop.

How to use the calendar and event scheduling in outlook 365 for mac

  • For Mac users, the click and drag feature will create an .iCalendar file automatically.

How to use the calendar and event scheduling in outlook 365 for mac

Now you just need a place to store this file. Your steps may vary from here, depending on the location where you are storing it. Treat this file like you would any other file you are uploading to share on a webpage, like a document or a download.

  • In my case I uploaded it to my WSU Omni webpage.

How to use the calendar and event scheduling in outlook 365 for mac…I did this just for the purposes of generating a link. From here, I could right click and copy the link for use in other locations, like web pages, or emails.

How to use the calendar and event scheduling in outlook 365 for mac

Note: You may also chose to store your iCal file in OneDrive, or SharePoint, or any other location where a public link can be generated to an uploaded file.

  • Incidentally, if you are a WSU employee and are interested in learning more about how to create Omni pages or upload documents, Media Resources has some very helpful trainings and information.

In my example, I inserted the link to my iCalendar file into a conference webpage. Maybe you would choose to do this for each of the conference sessions…

How to use the calendar and event scheduling in outlook 365 for mac

When your end user clicks on this link, they will be prompted to open the file with their default mail program (most support iCalendar events).

How to use the calendar and event scheduling in outlook 365 for mac

This will open as a meeting to be accepted. Although your name will be on this event as the creator, you will not receive notification when they accept this meeting.

How to use the calendar and event scheduling in outlook 365 for mac

The event will now appear on their calendar with all the details you created.

How to use the calendar and event scheduling in outlook 365 for mac

What do you think about this trick? Do you think you will create iCalendar links for your events? I would love to hear from you. Feel free to drop me a line!

Congratulations to all our Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

  • Kristen Watts

ITS Applications Training

Acuity Scheduling supports 2-way syncing with Office 365, Outlook.com, and Exchange on any paid plan. If you’re connected to any of those in Outlook on PC or newer Outlook for Mac, then Acuity should be able to 2-way sync with your Outlook. If not, check out our 1-way subscription.

2-way syncing adds appointments in Acuity Scheduling to your calendar and optionally blocks off time in Acuity from events on your calendar. To get connected, head to Business Settings > Sync with Other Calendars and select the calendar you’re using.

Outlook.com will sync 200 days into the future to your Acuity calendar.

Keep in mind:

When you sync to Outlook, all information about the appointment will show up in the appointment’s details. There is not a way to hide the details of the event information that syncs over from the Outlook calendars. If you do not want to share calendar event details, you can create a calendar in Outlook that you duplicate events to and give the events nondescript names. That way you can still block off time without giving out any specific information.

A 1-way internet calendar subscription can be added under Business Settings > Sync with Other Calendars > 1-way Subscription. Each version of Outlook is slightly different, but for desktop versions clicking “Subscribe to Acuity. ” should open Outlook and add the Acuity subscription as a new calendar.

You can export all your appointments to Outlook under Business Settings > Sync with Other Calendar > 1-way Subscription by clicking the “Link to subscribe manually. ” towards the bottom. It will save all your appointments as an ICS file. In Outlook you can go to File > Import > Import iCalendar (ICS) file to import all your calendar information into Outlook.

Check out our Outlook Debugging article for common issues and solutions.

Want to Sync Multiple Calendars?

Set Automatic Reminders for your Sync in Outlook

You can set up a reminder notification in Acuity to notify you in Outlook in Sync with other Calendars > Outlook

Important things to Note:

  • Events made in Outlook need to be deleted in Outlook.
  • Events made in Acuity will need to be deleted in Acuity.
  • There isn’t a way to delete past events from Acuity and you’ll need to disconnect and reconnect sync for those events to be removed.

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With Office 365 calendar, people can see your “free/busy” times in order to choose a meeting time. This article describes this setting and how to modify it.

Your free/busy times are shown when someone invites you to a meeting they are scheduling. The meeting proposer can see your free/busy times in the Scheduling Assistant.

A color-coded grid shows this information:

  • Tentative – something is scheduled on your calendar, but it’s okay to schedule another meeting then.
  • Busy – something is scheduled on your calendar.
  • Out of Office – you’ve blocked time on your calendar and tagged it as “Out of Office.”
  • No information – your calendar information is not available.

How to use the calendar and event scheduling in outlook 365 for mac

If you’re happy providing this level of information to other calendar users, and most of our users are, you don’t need to take any steps. Your Office 365 calendar comes set up this way.

If you would like everyone, or just some people, to see more details about your Office 365 calendar, you have a few options.

  1. You can adjust your free/busy settings (see below).
  2. You can share your calendar, so other people can open it just like they can open their own calendar.
  3. You can delegate your calendar, so other people can manage it just like you can.

Adjust Your Free/Busy Settings

You can adjust your free/busy settings using Outlook for Windows or Mac. These options are not available in Outlook on the Web or Apple’s Calendar application. The setting recommended below will let everyone see the subject and location of the items on your calendar (instead of just the start and end times). Your private items will still be private.

If you don’t normally use Outlook, you can use either one just once just to adjust these settings. Your changes will be stored on the Office 365 system. The IT Service Desk has a computer you can use to adjust these settings.

This setting affects only what people see when they use the Scheduling Assistant in Outlook when proposing a meeting. It does not allow everyone to open your calendar and browse it.

To allow everyone at Cornell to view the subject and location of items on your calendar, follow the Share Your Calendar With Everyone at Cornell section of the article linked below for your email client.