Calendars in Outlook
With every Microsoft Exchange account, each user has his/her own personal calendar. Exchange also allows for the creation of department, organization, and/or specific use calendars. Examples of these calendars are Student Activities, Career Development, and TKE, just to name a few. All of the calendars created in Microsoft Exchange can be set up with security permissions to restrict who can view the calendars and who can make changes (additions, modifications, deletions) to the calendars. The information below will explain how to see which calendars you can access. Even though you can view certain calendars, you may not have the necessary permissions to make modifications to them.
How to view available calendars and add to favorites
(This explanation uses an administrative account, so more calendars are listed than you may have available to you.)
Using Microsoft Outlook, click on the Folder List at the bottom of the screen.
Below your Outlook Mailbox, you will see an icon named Public Folders. Click on the Plus Sign next to the Public Folders icon.
Click on the Plus Sign next to the All Public Folders icon.
Click on the Plus Sign next to the Calendars icon. This will display all the calendars you can view and/or modify.
In this example, we will select the IS Resources calendar and set it so we can view it.
Right-click on the IS Resources calendar and select the Add to Favorites… menu option.
An Add to Favorites box will show on the screen. Click the Add button.
Repeat the above steps for any Calendar you want to add to your Favorites. After you have selected all of the Calendars you want to view, click on the Plus Sign next to the Favorites icon just under Public Folders to expand your list of Favorites.
You should see all of the Calendars you chose to add as Favorites.
Click on the Calendar at the bottom of the screen.
The screen will change to show your personal Calendar. On the left side of the screen under the header Other Calendars, you will see the list of Calendars you added as Favorites in previous steps (you may have to click on the double arrows pointing down to see the list).
Click the box next to each Calendar you want to view. When you select a new Calendar, it will be displayed in the right side of the Outlook window.
In the picture above, the Calendar on the left is a Personal Calendar, and the Calendar on the right is a Shared Calendar. To add something to either Calendar, you can double click on the appropriate day to open a blank Event. Adding an item to a Shared Calendar works the same way as adding an item to a Personal Calendar.
Accessing Calendars Using Outlook via the Web
Accessing shared calendars via the web using Outlook Web Access is a little different. When you log in via the web to access your calendar or shared calendars, you will have to look in two different places. The Calendar icon at the bottom of the screen will only show your personal calendar.
To view your shared calendars, select the Public Folders icon at the bottom of the screen.
Click on the Plus Sign next to the Calendars icon. This will expand the Calendars section and show you all of the shared calendars which you have permission to view/modify.
Click on the Shared Calendar you want to view/modify, and it will be displayed on the right side of the screen.
If you need any assistance with viewing additional Calendars or adding items to Calendars, please contact the Help Desk at 870-307-7555.