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Outlook 2010 and 2013 Calendar Features

This page contains information about calendar tips and tricks in Outlook 2010 and 2013, including setting up meetings, inviting attendees, and sharing calendar permissions.

Shared Calendars & Viewing Calendars

Using Delegates to Share your Calendar

  1. Click on the File tab.
  2. Click Account Settings, then Delegate Access.
  3. Click on the Delegates tab.
  4. Click the Add button.
  5. Select the person(s) you wish to delegate calendar access to, click the Add button.
  6. Click OK once all of your delegates have been added.
  7. Set your delegates' permissions, then click OK.
  8. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.
    If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.
     Note    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
  9. Make sure you set your meeting request delivery in the way you want it to function.
  10. Click OK when finished.

Note: Delegate permissions are used when you want someone else to help you manage your calendar and track events. If you only wish them to view your calendar, you will want to use the sharing option.

Sharing your Calendar and Viewing Others' Calendars

To share your calendar:

  1. On the Home tab, in the Share group, click Share Calendar.
  2. In the Sharing Invitation that appears, enter the person that you want to share with in the To box.
  3. Enter or select any other options that you want, just as if you were sending an e-mail message.

The recipient gets e-mail notification that you have shared your calendar. You can also request that the recipient share his or her Exchange Calendar with you.

In order to view someone else's calendar, that person must share his/her calendar with you as well.

Changing Permissions on a Shared Calendar

If you need to change the permission levels for sharing your calendar:
  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.
  4. Edit this person's permissions in the Permissions window and click OK.

To remove someone's permissions to your calendar:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Remove.


Changing Calendar Displays

You can select the way that your calendar information is displayed by clicking Calendar in the Navigation Pane. Click on a date in the Date Navigator, found at the top of the To-Do Bar. Click Day, Week, or Month to switch between the views.

Working with Multiple and Public Calendars

Viewing Multiple Calendars

  1. Click the Calendar button in Outlook.
  2. In the left column, check the boxes next to the calendars you wish to view.

Note: Outlook automatically picks the color for each additional calendar. You cannot change this setting.

Overlay Calendars

  1. Select the calendars you wish to view (using the steps above).
  2. Click the arrow next to the calendar's name.

Note: To remove the overlay, click the arrow again to move it to the right.

Saving a Copy of an Appointment to your Calendar

  1. Double click the appointment from the secondary calendar.
  2. Click the button Copy to My Calendar.

Adding Campus Holidays to your Calendar

Defining Appointments, Meetings, Events, and Tasks

It can help to define the differences between Appointments, Meetings, Events, and Tasks to better understand which entry you would like to enter into your calendar:

Appointment: An appointment is an activity that involves only you, at a scheduled time.
Meeting: A meeting occurs at a scheduled time, like an appointment, but a meeting involves other people invited using a meeting request sent via email. Meetings appear both in your calendar and in the calendars of people who are involved.
Event: An event is an activity that takes lasts all day. Unlike an appointment or meeting, an event doesn't block out time in your calendar. With an event, you can still have other entries appear in your schedule for that day.
Task: A task is an activity that involves only you and doesn't need a scheduled time.


Creating a New Appointment

Appointments are generally used as personal reminders of appointments and events on your
calendar. These items can be seen by persons who you share your calendar with.

  1. Click the New Appointment button on the Calendar toolbar's Home tab.
  2. Enter Subject, Location, Start and End Time. Note: If you mark an appointment as an \"All day event,\" the title will display "Event" instead of "Appointment."
  3. Click the Private check box if you don't want your appointment information to be visible.
  4. Click the Save and Close button.

Setting up Recurring Appointments

  1. Create a new appointment.
  2. Click on the Recurrence button on the Appointment tab.
  3. Select Recurrence parameters: Start Time, End Time, Duration, Pattern, etc.
  4. Click OK on the Recurrence Screen and Save and Close on the Appointment.

Editing a Recurrence

To open a recurring calendar event or to change its details, double-click on the occurence. You will be presented with two options:

Open this Occurrence: Choose this option when you want to see or change just one instance, not the entire series.
Open the Series: Choose this option when you want to see or change an entire repeating series.

Attaching Files to Appointments

  1. On the Insert tab click on the Attach File button (Paperclip).
  2. Locate the file you wish to attach, click on it, then click Insert.

Using Categories for Appointments

  1. Click on the Categorize button (Four Squares) on the Appointment tab and select one of the
  2. If the Category you wish to assign isn't listed, click on All Categories and use the Color Categories
    box to add it. Note: You can assign multiple categories to the same item.

Marking Appointments as Private

Click on the Private button (padlock) on the Appointment tab. Note: If you share your calendar you may wish to mark some appointments as private so that those you are sharing your calendar with cannot see them.


Creating a New Meeting

You can tell the difference between a meeting and an appointment by the information in the meeting entry. In a meeting, you'll see the location of the meeting and the meeting organizer's name.

  1. Select New Meeting from the Calendar toolbar's Home tab.
  2. Enter the email address(es) of attendee(s), Subject, Location, Start Time, End Time, etc.
  3. When complete, click the Send button.

Note: Meeting Requests can also be created by clicking the Invite Attendees button on the New Appointment toolbar. Attendees will receive an Invitation that they can choose to Accept, Decline, or Tentatively Accept. This response is then sent to the Meeting Coordinator and Outlook tracks the responses. Attendees are also given the option of proposing an alternative time which the meeting coordinator can Accept or Decline.

Checking Attendee Availability using Scheduling

  1. Click on the Scheduling button on the Meeting tag.
  2. Check the color of the attendee's calendar for the designated meeting time:
    Blue = Busy; Purple = Out of Office; White = Available
  3. Note: Newly created appointments and meetings are automatically entered as busy and events are automatically entered as free.
  4. Use the Suggested Times to easily select the best time for your meeting.

Tracking Attendees

You can easily check which attendees have accepted, declined, or have not responded to an invitation

  1. Click on the Scheduling Assistant button on the Meeting toolbar.
  2. Under the Response column check the attendees' responses. You can also manually change the attendees' responses by clicking on the drop down and selecting from the list.

Scheduling a Resource

Conference rooms and equipment can be scheduled using the same method as adding attendees, if the resources have been added to the Resources list.

Cancelling a Meeting

  1. Click on the Cancel Meeting button on the Meeting tab.
  2. Click on the Send Cancellation button.
  3. Attendees will receive a notice that the meeting has been cancelled. The notice contains a link to automatically remove the cancelled meeting from their calendar.


When you create any type of calendar entry, a reminder is set automatically. Outlook will notify you of your appointments and meetings 15 minutes before they start. If you would like to adjust the reminder time, open the occurrence and adjust the settings in the Reminder box in the Appointment tab. Note: Outlook will remind you of an event 18 hours before it takes place.

For more information

For more information, use Outlook's Help button (a white question mark in a blue circle near the top right section of the window).

Keywords:Outlook 2010, Outlook 2013, calendar, share, sharing, shared, accept, tentative, decline, appointment, meeting   Doc ID:47562
Owner:Joshua M.Group:University of Illinois Technology Services
Created:2015-02-24 15:18 CSTUpdated:2018-01-04 09:31 CST
Sites:University of Illinois Technology Services
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