Email, Exchange, Outlook for Mac - Calendar Features

This page contains information about Outlook 2011 for Mac, an integrated email and calendaring application.

This page contains information about some of the more commonly used features in Outlook for Mac, including setting up meetings, inviting attendees, and sharing calendar permissions.

Shared Calendars & Viewing Calendars

Using Delegates to Share your Calendar

  1. Click Tools on the menu bar and select Accounts.
  2. Click the Advanced button.
  3. Click the Delegates button.
  4. Click the "+" button.
  5. In the Select User window that pops up, enter the name of the first person you wish to delegate calendar access to. Click Find.
  6. Select the desired name among those which populate the Select User window. Click OK.
  7. In the Permissions: dialog box, you can accept the default permission settings or select custom permissions for the various Exchange folders.
  8. NOTE: If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives meeting invites, 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.
    NOTE: By default, your Request Responses feature will always be turned on. If you wish to deactivate Request Response, you must do so manually each time you invite contacts to events in Calendar.
  9. When finished editing this delegate's permissions, click OK.
  10. If you are finished adding delegates, click OK and close the Accounts window. To add another delegate, click "+".
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 instead.

Sharing your Calendar and Viewing Others' Calendars

To create a Shared Calendars folder and to view calendars from your contacts' Exchange accounts, you must grant your contacts permission to access to your account and instruct them to set their permissions to grant you access to their accounts. Follow these steps and instruct your contacts to do the same.

  1. Click Calendar in the navigation pane.
  2. Click the Permissions button on the Home tab.
  3. In the Folder Properties: Calendar window that opens, ensure the Permissions tab is selected.
  4. Click Add User.
  5. In the Select User window that appears, select the desired contact's name or Exchange email address. Click Find.
  6. Select the desired name among those which populate the Select User window. Click OK.
  7. In the Folder Properties: Calendar window that appears, select your desired contact and set his or her permissions for Read, Write, Delete Items, and Other. Be sure their Permission Level is at least "Reviewer" if you wish them to be able to read the full details of your calendar.
  8. Click OK.

To open and view another's calendar:

  1. Click Calendar in the navigation pane.
  2. Click the Open Calendar button. Ensure that Account = Illinois and Type = Calendar.
  3. NOTE: If your Account is anything other than Illinois, see: Document 47694 is unavailable at this time. .
  4. In the Open Other User's Folder window that appears, enter the desired contact's name or their Exchange email address.
  5. In the Select User window that appears, select the desired contact's name. Click OK.
  6. Select the desired name among those which populate the Select User window. Click Select.
  7. NOTE: If you receive the warning: Outlook cannot open this folder, you will need your desired contact to grant you permissions (as above) before you will be able to access his or her calendar.
  8. Check your navigation pane. You should see a Shared Calendars folder with your desired contact's name as a child-item.

Changing Permissions on a Shared Calendar

If you need to change a contact's permission levels for sharing a calendar:
  1. Click Calendar in the navigation pane.
  2. NOTE: Ensure that the calendar for which you wish to change permissions is selected in the navigation pane or the Permissions button will be greyed-out.
  3. Click Permissions on the Home tab and be sure the Permissions tab is active on the pop-up window that appears.
  4. Click the name of the contact for whom you want to change permissions.
  5. Edit this person's permissions in the Permissions window and click OK.

To remove someone's permissions to your calendar:

  1. Click Calendar in the navigation pane.
  2. Click Permissions and be sure the Permissions tab is active on the pop-up window that appears.
  3. Click the name of the contact from whom you wish to remove permissions and click Remove.

Changing Calendar Displays

You can select the way that your calendar information is displayed. Click Calendar in the Navigation Pane. Click a date in the mini-calendar above the navigation pane and click Day, Work, or Week on the Home tab to toggle vertical schedule views or click Month to see a monthly schedule view.

Working with Multiple and Public Calendars

Multiple calendars can be viewed by overlaying them or by viewing them side-by-side.

Overlay Multiple Calendars

  1. Click Calendar in the navigation pane.
  2. In the left column, check the boxes next to the calendars you wish to view.
  3. Events and meetings from multiple calendars will appear with differently-colored backgrounds within the same time-slots.
  4. NOTE: To remove an overlay, uncheck the box next to the undesired calender in the navigation pane.

Compare Calendars Side-by-Side

  1. In the navigation pane, enter a checkmark next to the first calendar you wish to view.
  2. On the menu bar, click File, select New, and select Open New Main Window.
  3. In the new window that appears, uncheck the first calendar and enter a check next to the second calendar you wish to view.
  4. Resize the two windows as necessary and position them side-by-side to compare.

Saving a Copy of an Appointment to your Calendar

This feature is not supported in Outlook for Mac.

Adding Campus Holidays to your Calendar

  1. Go to the Illinois website ( (external link).
  2. Under More News & Events, click Calendars.
  3. On the Calendars page (external link), click Holidays in the left-most column.
  4. On the Illinois Campus Calendar: Holidays page (external link), the calendar icon above the mini-calendar in the upper right center of the page.
  5. In the Illinois Campus Calendar: Holidays Exports (external link) page that opens, click iCal (Not for use with Outlook 2010).
  6. Click OK when the dialogue box opens and asks to Open with Microsoft Outlook (default).
  7. NOTE: If the dialogue box does not state Open with Microsoft Outlook (default), use the drop-down to change it to Microsoft Outlook.
  8. Check your calendar. Holidays should display as appointments.
  9. NOTE: If you find no holidays imported into your calendar, double-click the downloaded .ics file from your downloads list. This should trigger a re-install.

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 contacts with whom you share your calendar.

  1. Click the Appointment button on the Home tab.
  2. Enter Subject, Location, Start and End Time.
  3. NOTE: If you enter a check mark next to "All day event", the title will display "Event" instead of "Appointment".
  4. Click the Private button if you don't want your appointment information to be visible to contacts without high permissions.
  5. Click the Save and Close button.

Setting up Recurring Appointments

  1. Create a new appointment.
  2. Be sure the new appointment is selected in the calendar and the Appointment tab is active. Click Recurrence on the Meeting tab.
  3. Select one of the recurrence options from the drop-down menu or select Custom.
  4. Select Recurrence parameters: Every__ Week(s), Start Time, End Time, Duration, etc.
  5. Click OK.

Editing a Recurrence

  1. On the calendar, double-click the appointment you wish to edit (or any occurrence of a recurring appointment if you wish to edit all occurrences).
  2. Above the appointment's text window you will see the text: You are viewing a single occurrence that is a part of a series. As long as this text is visible, all edits will affect only this occurrence.
  3. If you wish to edit all occurrences of this appointment, click the Go To Series button above the right of the text box. Any edits you make now will affect the entire series.

NOTE: If you wish to go back to editing this appointment's occurrence as a single occurrence, you must close the occurrence window and double click the appointment again from the calendar.

Using Categories for Appointments or Meetings

  1. In the calendar, select the appointment or meeting you wish to categorize.
  2. On the Appointment or Meeting tab, click the Categorize button ("four squares") and select the category into which you would like to place this appointment or meeting (Network, Family, Team, etc.).
  3. If the category you wish to assign isn't listed, click Edit Categories and select your category from the Categories window.
  4. NOTE: If you want a category to appear in the navigation pane, be sure its box is checked in the Show in Navigation Pane column.
  5. If you wish to create a new category for this appointment, click "+" in the Categories window or, from the Appointment or Meeting tab, select Add New... from the Categorize button's drop-down menu.
  6. NOTE: You can assign multiple categories to the same appointment or meeting.

Marking Appointments or Meetings as Private

To prevent contacts from seeing a particular appointment or meeting, select the appointment or meeting on the calendar and click the Private button (padlock) on the Appointment or Meeting tab.


Creating a New Meeting

Unlike an appointment, you can use Outlook to invite your contacts to a meeting. You can change an appointment into a meeting by clicking the Invite button on the Appointment tab. You can also create a new meeting by clicking the Meeting button on the Home tab. In a meeting's occurence window, you will see the location of the meeting and the meeting organizer's name.

To create a new meeting:

  1. Click Meeting on the Home tab.
  2. Enter the email address(es) of attendee(s) you wish to invite and enter Subject, Location, Start Time, End Time, etc.
  3. When complete, click the Send button.

NOTE: Meeting attendees will receive an invitation that they can choose to Accept, Decline, or Tentatively Accept. These responses are then tallied and displayed in Scheduling Assistant. Attendees are also given the option of proposing an alternative time which the meeting organizer can Accept or Decline.

Checking Attendee Availability Using Scheduling Assistant

  1. On the calendar, double-click the meeting whose attendance you wish to check.
  2. In the occurrence window, click the Scheduling Assistant tab above the text window.
  3. Attendee's names will populate the left column while their availability data will appear as colored blocks in rows to the right:

    Blue = Busy; Purple = Out of Office; Striped Blue = Tentative; White = No Information
  4. NOTE: Newly created appointments and meetings are automatically entered as "Busy" and events are automatically entered as "Free".
  5. To schedule your meeting, scroll right and left though the availability data until you find a time-slot during which all of your attendees are available.

Tracking Attendees

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

  1. On the calendar, double-click the meeting whose attendance you wish to check.
  2. In the occurrence window, click the Scheduling Assistant tab above the text window.
  3. Hover your mouse over the circular icon at the right of each attendees' name:

    Green = Invitation Accepted; Blue = Tentatively Accepted; Grey = No Response; Red = Declined.
NOTE: You can change an attendee's status by right-clicking their circular icon and selecting a new status from the resulting drop-down menu.

Scheduling a Resource

Conference rooms and equipment can be reserved through your appointment's or meeting's occurence window.

  1. On the calendar, double-click the meeting or appointment for which you would like to reserve a resource.
  2. On the To: or Location: line, click the "book" icon on the far right.
  3. In the Contacts Search window that opens, click the button to the right of "in" (this button should read: "Illinois Directory").
  4. From the drop-down menu, select "All Equipment", "All Rooms", etc. as required. Enter a search term for the resource you need.
  5. All resources that pertain to the search term that are currently available through the Resources List should populate the window.
  6. Select your desired resource. It should then appear on your To: line as an additional recipient of your meeting invitation. A booking request will be sent to whichever agency controls access to this resource.

Cancelling a Meeting

  1. On the calendar, click the meeting or appointment you wish to cancel.
  2. Click the Cancel button on the Meeting tab. When the occurrence window opens, click Send Cancellation.
  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 for Mac will remind you of an event up to two weeks before it takes place.

For more information

For more information, use Outlook for Mac Help button (a white question mark in a purple circle near the top left section of the Outlook menu bar).

Keywords:calendar, exchange, Mac, OS X, Outlook 2011, delegates, campus holidays, appointments, meetings, scheduling   Doc ID:47597
Owner:Joshua M.Group:University of Illinois Technology Services
Created:2015-02-25 15:12 CDTUpdated:2016-12-19 16:33 CDT
Sites:University of Illinois Technology Services
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