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

You can view the availability of other people by opening their calendar within Outlook.

There are two methods to open an individual’s calendar; by accepting a shared calendar invitation, or by using the ‘Open Shared Calendar’ feature. This guide demonstrates both of these methods to access a shared calendar.

This guide is aimed at.

  • Staff


View a Calendar by accepting a Shared Calendar Invitation

If someone has shared a calendar with you, they may choose to send you a confirmation by using a shared calendar invitation. To accept and open the shared calendar, select the Accept and View Calendar button within the message.

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

Fig 1. Example of a shared calendar invitation
View a larger version

View a Calendar using Open Shared Calendar

If you have not received a shared calendar invitation, open the calendar by performing the following:

1. In Calendar view, select the Home tab from the top ribbon. Select Open Shared Calendar.

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

Fig 2. Location of Open Shared Calendar option
View a larger version

2. An Open Calendar window will appear. Type in the name or email address of the individual’s calendar you wish to access within the provided search field and select the correct result. Select Open.

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

Fig 3. Open Calendar window
View a larger version

3.You may be provided with an auto-discover prompt requesting that you allow the remote server to configure settings within Outlook. Check the ‘Always use my response for this server’ box and click Allow.

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

Fig 4. Autodiscover message window
View a larger version

4. The calendar should now be added to your calendar list under the Shared Calendars section. Make sure there is a tick next to the calendar name to view the calendar.

1. Open Calendar, found on your dock or in your Applications folder. You can also find it via Spotlight (the magnifying glass on the top right of your screen).

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

2. From the Calendar menu, select Preferences. In the dialog box that opens, click Accounts.

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

3. In the Accounts dialog box, click the plus sign in the lower left corner.

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

4. Select Exchange.

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

5. For Full name, enter the name you want to appear in calendar entries.

6. For Email address, enter your [email protected] substituting UserID with your GT account name.

7. For Password, enter the password you use with your GT account.

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

8. Click Continue. Calendar should find and automatically configure your account.

9. In the Account Summary dialog box, click Continue.

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

10. Select the apps you would like to use this account. In this case, you will want to select Calendar. Click Done.

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

You have now successfully added your Office 365 calendar to your Mac Calendar!

Learn about known issues and limitations for the Webex Scheduler.

Webex Scheduler for Microsoft 365

The Webex Scheduler for Microsoft Outlook has the following known issues and limitations:

The minimum system requirements for the Webex Scheduler are:

Microsoft Office 365 for Windows version 1808 Semi-Annual Channel

Microsoft Office 365 for Windows version 1806 (16.0.10228.20134) Current Channel

Microsoft Office 365 for Mac version 16.22

Microsoft Office 2019 for Windows version 2002 (16.0.12527.20460)

Microsoft Office 2019 for Mac version 16.17 (20101901)

Microsoft Office 2016 for Windows version 2002(16.0.12527.21230)

Microsoft Office 2016 for Mac latest not supported

For Webex meetings that are scheduled with the Webex Scheduler, you will see the Join button on Webex video devices only if the Webex Hybrid Calendar Service is enabled and configured according to the instructions in Make it easier for video devices to join meetings with OBTP.

Webex Personal Conference meetings with Webex Audio and audio-only meetings with teleconference service provider (TSP) audio are supported, but audio-only meetings with TSP audio aren’t supported for the Webex Scheduler.

When deleting an occurrence of a recurring meeting, only the latest ten occurrences within two years can be deleted, due to a performance limitation.

When updating one occurrence of a recurring meeting to an exception meeting, only an occurrence within two years can be updated successfully, due to a performance limitation.

If you scheduled a meeting using the Webex Scheduler and make changes to corresponding Outlook event while your meeting is in progress, the changes you made won’t sync to your Webex site.

The Add Webex Meeting button never changes. The button label is the same whether you add a standard Webex meeting, a Webex Personal Room meeting, or if you’ve already added a Webex meeting.

Adding a Webex meeting to a single occurrence in a recurring meeting series that was previously scheduled in Outlook is not supported.

If you make changes to your Webex meeting options, you must select Update to apply these changes.

For customers who want to use the Webex Scheduler to edit meetings that were previously scheduled using Productivity Tools (Backward Compatibility), the minimum systems requirements are:

Microsoft Outlook 365 for Windows current channel version 1910 (build 12130 20382).

Microsoft Outlook 365 semi-annual version 2002 (build 16.0.12527.21230)

Microsoft Outlook for Windows 2016 version 2002 (build 16.0.12527.21230)

Microsoft Outlook for Windows 2019 version 2002 (build 16.0.12527.20460)

Microsoft Outlook 365 for Mac 16.38

Microsoft Outlook for Mac 2019 16.42

Interoperability between Productivity Tools and the Webex Scheduler requires Windows or Mac Productivity Tools version 40.11 or higher

Scheduling on behalf of someone else is available on:

Windows Outlook 365 client, starting from current channel version 1910 (build 12130 20382)

Microsoft Outlook 365 semi-annual version 2002(build 16.0.12527.21230)

Windows Outlook 2016 version 2002 (build 16.0.12527.21230)

Windows Outlook 2019 version 2002 (build 16.0.12527.20460)

Microsoft Outlook 365 for Mac 16.38

Microsoft Outlook for Mac 2019 16.42

Changes in Webex settings to a series of meetings will not propagate to exception meetings of that same series. For example, if a user cancels a series Webex meeting, exception meetings will continue to show Webex meeting information in Outlook even though the link for the Webex meeting will be invalid.

If you remove a Webex meeting from a meeting or event to which it was added, a blank entry will appear in Outlook. Users must delete this entry to remove the meeting or event from their calendar.

Selecting Add Webex Meeting in your event automatically adds the event to your calendar and the calendar, even before you send it. If you delete the event without sending the invitation, the event is removed from the calendar.

If you schedule a meeting that requires participant to register, the meeting invitation only shows the meeting join link. Invited participants must go to their Webex site to register for the meeting.

On Mac Outlook, meeting invitations may not show the correct formatting for lists due to a Microsoft Outlook Office.js limitation.

Webex Scheduler without Microsoft 365 Authorization

The Webex Scheduler without Microsoft 365 Authorization has the following known issues and limitations:

The minimum system requirements for Webex Scheduler:

Microsoft Outlook for Windows 2013 (build 15.0.5327.1000)—Scheduling won’t work if you don’t include an invitee.

Microsoft Outlook for Windows 2016 (build 16.0.5134.1000)—Scheduling won’t work if you don’t include an invitee.

Microsoft Outlook for Mac 2016 15.41 (build 171205)

Microsoft Outlook for Windows 2019 (build 16.0.12527.20460)

Microsoft Outlook for Mac 2019 16.17 (build 180909)

The Webex Scheduler without Microsoft 365 Authorization isn’t connected to Microsoft services, and therefore doesn’t receive real-time data from Microsoft. This means that any changes to individual items in Outlook aren’t tracked automatically by Webex . When making changes to Webex meetings in Outlook, you must click the Update meeting button under Webex Preferences in the Webex add-in to apply meeting option changes.

Workaround: You can manually enable the Webex Scheduler to pull meeting list information from Outlook. You must enable this feature from the Meetings app preferences.

Meetings in a series only show up as a single meeting in the Webex calendar.

When a meeting attendee joins a meeting in a series after the entry shown in the Webex calendar, they will enter the meeting lobby.

Canceling a meeting in a series will cancel all meetings in the series. The appearance of the series in Webex calendar will also disappear.

Attendees can’t join a meeting before the host if the meeting is part of a series.

You can’t schedule meetings for other hosts using a shared calendar in Outlook without Microsoft 365 Authorization. The options appear grayed out due to a Microsoft on-premise Exchange limitation.

If you schedule meetings for other hosts, the meeting invite appears to be from you instead of the host you scheduled the meeting for.

You can quickly add a Google Meet video meeting to a Microsoft Outlook event or email using the Google Meet add-in for Microsoft Outlook.

Participants can join by clicking the video meeting link in the Outlook event. For meetings organized through a Google Workspace account, users can dial in from a phone using the included number. After the meeting starts, you can invite additional users to the video meeting.

If you use Meet at work or school, you can add participants outside of your organization to the Outlook event or email. Someone from your organization must admit them into the meeting when they request to join.

Before you begin

If you use Meet at work or school with a Windows computer, install Drive for desktop, which includes Meet for Outlook and other useful features.

You can also install only the Outlook add-in on your Mac or Windows computer.

Supported on Windows computers only.

If you use Meet at work or school on a Windows computer, install Google Drive for desktop. The included plug-ins allow you to add Meet video calls and attach Google Drive files to Outlook emails and events.

You can install Drive for desktop on your Windows computer, or Google Workspace admins can deploy Drive for desktop to all users.


  • Windows computer
  • Drive for desktop version 39 or later
  • A Google Account, such as Gmail or Google Workspace

Not supported

Mobile devices, which don’t support the Meet add-in for Outlook

If any of the following apply, install the Meet Add-In instead.

  • Mac computers
  • Outlook online

Related topics

Install only the Meet add-in if you use Meet with a personal Google account, have a Mac computer, use Outlook Online, or don’t use Google Drive.

  1. In AppSource, go to Google Meet Add-In.
  2. Click Get it Now.
  3. Follow the instructions to install the Google Meet add-in.


To use the Meet add-in for Outlook, you need:

  1. A Google Account, such as Gmail or Google Workspace.
  2. A computer using Outlook 2016 or 2019 for Windows, Outlook 2016 for Mac, or Outlook on the web.

Microsoft Exchange requirements

Exchange admins should enable the following items for Exchange Online or on-premises Exchange:

  • Exchange Online or an on-premises version of Exchange 2019 that supports Mailbox API requirement set 1.4
  • Enable add-in installation
  • Enable access to Microsoft AppSource

To find your organization’s Exchange version, see the Microsoft documentation for servers and accounts.

Not supported

  • Mobile devices, which don’t support the Meet add-in for Outlook.

After you install the add-in, you’ll see a Meet icon when editing an Outlook email or calendar event.

To add a Meet video meeting:

  1. Click the Meet icon .
  2. If prompted, sign in with your Google Account (such as Gmail or Google Workspace).

The joining information for the video meeting is added to your email or calendar invitation.

You can have guests participate in meetings by adding them to an Outlook calendar event.

Or, if your guests use Google Meet hardware, you can send them the video meeting code. They can join by entering the code using the touchscreen or remote control.

Finally, you can invite them during the video meeting. For details, see Add or remove people from a video meeting.

Join a video meeting

To join a video meeting, click the video meeting URL. You can also dial in to the meeting from a phone using the included number.

If you’re using Google Meet hardware, enter the meeting code using the touchscreen or remote control.

Drive for desktop for Outlook FAQ

I installed Drive for desktop on my Mac. Why don’t I see the Meet button in Outlook?

Meet add-in for Outlook FAQ

Make sure you are signed in to a Google Account and your computer meets the Google Meet add-in requirements.

If you use Microsoft Exchange, ask your Exchange administrator for assistance with the Microsoft Exchange requirements.

Yes, if you are signed in to a Google Account such as Gmail and have installed the Meet add-in, you can add a Meet video meeting to an Outlook event or email.

Personal account users can join video meetings that they’re invited to. They don’t need the add-in to join

Yes. You can add people outside of your organization to the Outlook event or email that includes Meet details.

Users outside of your organization can request to join and are added to the meeting after they’re admitted by a participant in the meeting.

  1. In Outlook, right-click the ribbonclick Customize the Ribbon.
  2. Under Home, select the Meet group and click Remove.

Related topics

Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

Before scheduling a meeting in Apple Calendar, make sure that you have selected Exchange as the server type.

To check: go to System Preferences and select Internet Accounts.

Make sure that the calendar option is checked.

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

Once that is confirmed, open Apple Calendar (it’s the icon with the date).

When it opens it will show any and all events synced with your email.

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

Click on a date.

It will open a small window, right next to where you clicked.

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

As you can see, the date and time has been filled in. This depends on where you click. If the click had been below the event ‘Work’, the time would have been different.

Now fill in the title, description, etc.

For location: Apple Calendar doesn’t provide room locations from the Iowa State directory. So the availability of the room/location can’t be found.

Therefore, the location of the meeting has to be manually typed, and probably will not be reserved. If you need to reserve a room, use Outlook Web Access (Office 365) or switch to Outlook 2016 for Mac.

Invitees can be added from the Add Invitees box.

Start typing the name of the person and it will give a list of closest matches for names.

Once a person is selected, it activates the ‘check availability’ button.

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

Click on this button to check whether your schedule is compatible with the invitee(s).

In the screen shots, the grey shaded area indicates that the invitee is busy. The blue indicates that they are available.

As shown in the above screen shot, a time slot is selected where everyone involved is free to attend. Click done, this will close the window.

Any changes made in the check availability window gets updated in to schedule meeting window’s date & time tab.

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

This tab also gives the option to set alerts, change date and time, etc.

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

Once all the necessary information has been filled in, click send.

It will send an invitation email to the invitee(s).

They have an option to accept, reject or propose a new time for the meeting.

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.

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.

  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 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

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

Если Вам не удается внести изменения в созданное Вами событие или изменить свой статус в событии, на которое Вы приглашены, это может быть связано с тем, что в Календаре используется адрес электронной почты, который отсутствует в Вашей карточке в Контактах. Убедитесь, что в Вашей карточке в Контактах указаны все Ваши адреса электронной почты. См. Редактирование контактной информации.

Вы не можете изменять события в календарях, на которые Вы подписаны, хотя можете изменить название, цвет и расположение календаря, а также отказаться от получения напоминаний и вложений.

Вы не можете редактировать календарь, в отношении которого у Вас есть только право просмотра. Чтобы узнать, какие у Вас права доступа, наведите указатель на название календаря в списке календарей, затем нажмите кнопку «Предоставить доступ» . Если рядом с Вашим именем отображается «Только просмотр», у Вас есть только право просмотра. (Если Вы не видите список календарей в левой части окна, выберите «Вид» > «Показать список календарей».) См. Способы предоставления общего доступа к календарям.

Если Вы приглашены на событие, Вы можете изменять только некоторые параметры: свой статус, календарь, в котором отображается это событие, напоминания и свою доступность.

Дни рождения в календаре дней рождения невозможно изменить в приложении «Календарь»; изменять дни рождения нужно в Контактах.

Если не удается изменить часовой пояс для событий, возможно, выключена поддержка часовых поясов. В приложении «Календарь» на компьютере Mac выберите «Календарь» > «Настройки», нажмите «Дополнения» и установите флажок «Включить поддержку часовых поясов». См. Использование разных часовых поясов.

Если необходимо изменить события в опубликованном календаре после того как он был удален, необходимо вновь создать календарь со всеми его событиями, присвоить ему то же название, а затем опубликовать его. Опубликованный прежде календарь заменится новым.

You can organize your messages, events, contacts, and other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) by assigning them to categories. Because categories are color-coded, when you view the item list, it’s easy to see which items belong to which category. You can assign an item to a standard category, such as Family or Travel, or to a category that you create.

Categorize an item

  1. Select an item in the item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.).

If you are not seeing the category you would like, you will need to create a new category.

Modify Existing Categories or Create New Categories

On the Home tab, click Categorize, then click Edit Categories.

Create a new category Click the plus symbol, enter a name for the category, and then select a color
Change the name of a category Double-click the category name that you want to change, and then enter the new name in the text box.
Change the color of a category Click the color that you want to change, and then select a different color.
Delete a category Select the category that you want to delete, and then click “-“.

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


  • If an item is assigned to multiple categories, the last category that is assigned is considered to be the primary category. The primary category determines the font color of the item in the item list. Also, when you sort items by category, an item is grouped with its primary category.

Assign a Color to each Item Within a Calendar

If you keep a lot of appointments and meetings on your Outlook calendar, adding color categories lets you scan and visually associate similar items. You might assign all personal items to the green category and all important items to the red category.

    Select Calendar from the bottom-left of your Outlook client.

When you assign a color category, that color is used as the item’s background color on the calendar grid.

  • Tip : You can change the name of any category. Click an appointment, meeting, email message, or contact, and then click Categorize. Select the appropriate category, or “Edit Categories. “ to properly assign the category to the Outlook item.

Assign a Category to each Item Within a Calendar

  1. Select Calendar from the bottom-left of your Outlook client. Make sure only one calendar is checked within your list.

Send messages at the perfect time, get a reminder if your email doesn’t receive a response, and add a smart calendar assistant that lets you schedule meetings and share your real-time availability, all without leaving your email!

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

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In love with the @boomerang extension – email has now become infinitely more manageable.

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Feeling #grateful for @boomerang as I tackle my inbox. I use to daily and can’t imagine not having it. #MustHave

Jenny Shih, business coach

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

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Add an assistant that uses artificial intelligence to help you write better, more actionable emails in real time. Based on data from millions of messages, Respondable makes every email you send more effective:

  • Get more responses to your emails
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How to use the calendar and event scheduling in outlook 365 for mac

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

Focus on what matters without distraction

Inbox Pause gives you control over when emails appear in your Inbox. It’s proven to increase productivity, lower stress, and make you a happier person.

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

Schedule meetings with just one email!

Click times you’d like to meet inside a view of your schedule, then send it as an always-up-to-date visual calendar grid embedded into an email. Recipients can confirm the meeting by just clicking a time that works for them, and calendar invitations will automatically be sent to all of the attendees.

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

Get notified if a recipient doesn’t respond

Sending a follow-up message increases response rates by 48%. Important conversations won’t fall through the cracks, and you can stay on top of everything without feeling stressed.

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

Send emails at the perfect time

A well-timed email is 30% more likely to be read than a poorly-timed one. Boomerang’s send later feature lets you write a message now, then have it delivered whenever is best, without keeping your computer on.

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

Schedule recurring messages

The recurring messages feature puts sending out repetitive emails on autopilot! Send a timekeeping email every Friday, a reminder to update Salesforce at the end of every quarter, and remind yourself to check in with a prospective client the first day of every month.

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

Share your real-time availability inside an email

Embed your free/busy status inside an email that automatically updates as your schedule changes. Recipients can use any mail system, and it just works – even on mobile! Only your free/busy information is shared, and the links expire, so your privacy is always protected.

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

Eliminate human errors from meeting scheduling

Scheduling meetings happens via email – Boomerang makes email good for scheduling meetings without errors! Look up your schedule/agenda for the day without having to switch windows and try to remember which times were suggested. Most importantly, Boomerang prevents you from accidentally double-booking yourself.

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

Know when your email gets read or clicked

With Boomerang read receipts, you can get notified both when a recipient opens your email and when they click on any link in the message. You’ll be able to follow-up (or not have to) knowing whether your email was read. And unlike most email tracking software, Boomerang’s read receipts respect privacy, reducing the chance your email is marked as spam.

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Sales and Businesspeople

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From freelancers to soccer moms to CEOs to admins, organizing your email becomes more difficult each year. Regardless of what’s on your business card, if you have a crowded inbox, Boomerang can help.

Microsoft Outlook allows users to schedule Teams meetings directly from within the Scheduling calendar, but for most users this button is missing. This is because the Teams Meeting button is a feature only included with Office 365 licensed products and UWEC has typically utilized Volume Licensing instead for the Microsoft Office products. This guide will outline the steps necessary to switch from Volume Licensing to Office 365 Licensing so that the Teams Meeting button will properly populate in the Outlook Client. In order to appear, the Teams Meeting button requires Microsoft Office to be Office 365 licensed, Outlook to be configured with your UWEC account, and Microsoft Teams desktop client to be installed and signed into with the same UWEC account.


Locating Office License Version

  1. Open any Office application (Outlook, Word, Excel, Powerpoint). Example below is using Outlook.
  2. In the top-left corner, select the Outlook menu and click About Outlook.
    How to use the calendar and event scheduling in outlook 365 for mac
  3. The version of Microsoft Office is displayed in the License field.
    Office 365 ProPlus Office 2019 Volume License
    How to use the calendar and event scheduling in outlook 365 for mac How to use the calendar and event scheduling in outlook 365 for mac

Please see the Switching to Office 365 Licensing section of this article to switch versions of Microsoft Office.

Switching to Office 365 Licensing

  1. Quit any Microsoft Office applications that are currently running (Outlook, Word, Excel, Powerpoint, Teams).
  2. In the Applications folder, locate and launch the Self Services app.
  3. Log in with your UWEC credentials
    How to use the calendar and event scheduling in outlook 365 for mac
  4. Navigate to the Microsoft Office category or search at the top for Remove All Microsoft Office Licensing. Click Remove and wait for the policy to finish which will completely remove all licensing from your Microsoft Office products (the applications themselves and user data will not be changed).
  5. Launch any Microsoft Office application (Word, Outlook, Excel, Powerpoint) and you will be prompted to Sign in to activate. Enter your UWEC email address, then click Next.
    How to use the calendar and event scheduling in outlook 365 for mac
  6. Enter your UWEC credentials.
    How to use the calendar and event scheduling in outlook 365 for mac
  7. Upon successfully entering your credentials, Office 365 will activate!

Configure UWEC Email Account in Outlook

  1. Open Outlook application, then click Outlook in the top left corner menu and select Preferences.
    How to use the calendar and event scheduling in outlook 365 for mac
  2. Select Accounts.
    How to use the calendar and event scheduling in outlook 365 for mac
  3. The User name field should be set to your UWEC email address.
    How to use the calendar and event scheduling in outlook 365 for mac
    Note: If any changes are made, Outlook will need to be closed and reopened for the changes to take effect.

Sign into Teams Desktop Client and Outlook Restart Prompt

  1. Open Teams desktop application, verify in the top right corner of the application that you are signed in with your UWEC identity.
  2. Open Outlook application and go to the calendar function. Click the New Meeting button. The Teams Meeting button should be available and can be selected to add the online meeting info to the meeting invite.
  3. Oftentimes, the Teams Meeting button takes several minutes to show up or the user may be prompted to Restart Outlook for improvements to calendar sync. Please select Restart Outlook after which time the Teams Meeting button should be available.
    How to use the calendar and event scheduling in outlook 365 for mac

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A resource is an Office 365 account typically used for non-person related calendars, e.g. meeting/conference rooms, audio-visual equipment, project, or vacation calendars. Resources contain special options for scheduling and permissions that are not available in user/service accounts. Users must be granted permissions to interact with a resource account. This document provides instructions on how to manage invitation permissions for a resource account. If you are wanting to manage read/write/editor permissions to the resource calendar, go to Office 365 (Outlook on the web | Outlook for Windows/Mac) – Manage Permissions to a Resource Calendar.

We wanted to remind you that we can help determine the best solution for setting up a resource calendar based on your departmental needs and workflows. If you are unhappy with the way your resource calendars are currently working, we may be able to help you adjust your settings in a way that will address your concerns. Please contact the DoIT Help Desk for support. Any questions or concerns that can’t be addressed by the Help Desk will be escalated to the UW-Madison Office 365 team.

As an owner of a resource, one of your first responsibilities is to set the required options/settings/permissions for the resource. Outlook clients will only allow you to set read/write permissions for a resource calendar. Many of the other options/settings (eg. available hours, length of events, who can schedule, etc.) must be set via Outlook on the web. For consistency and troubleshooting reasons, it is therefore recommended that you only use Outlook on the web to manage options/settings/permissions for a resource calendar. Because of this, the instructions in this document will be relative for the Outlook on the web.

Note: As a domain administrator, you also have the ability to manage scheduling options/settings.

Resources can be set up to handle reservation requests in one of two ways:

Moderated: Requests to reserve the resource must be approved or denied by a person (delegate) manually. This provides oversight to the resource and allows more control over who has access to the resource and at what times. A moderated resource must have at least one delegate who is responsible for accepting or declining reservation requests, and it can have many delegates associated with it if desired. A delegate can accept or decline requests to reserve the resource, just like a person accepts or declines meeting requests for his or her own calendar. This option can be set by leaving Automatically process meeting requests and cancellations unchecked under Scheduling Options. See the tables below for more details.

Auto-Accept: Requests to reserve the resource are automatically accepted, based on availability. A room or piece of equipment which is configured to auto-accept reservation requests handles its own calendar automatically. No one is responsible for accepting or declining reservation requests on behalf of the resource. This option can be set by checking the box to Automatically process meting requests and cancellations under Scheduling Options. See the tables below for more details, as well as for more customization options for when events can be automatically accepted or declined.

Important: A resource owner (assigned during creation of the resource) only has permissions to access the resource mailbox. If the owner needs to have permissions to interact with calendar events, because they have access to the resource, they will be able to assign these permissions to themselves (and others).

The instructions below assume that you have the necessary permissions to manage these options/settings. If you are unable to access the resource calendar, please contact your administrator.

Accessing the resource scheduling settings

Important – By default, when a resource is created:

  • NO ONE can work on behalf of the resource (create events on behalf of the calendar), including the primary owner.
  • ANYONE can schedule/invite this resource. The event will show up within the resource calendar, but will require approval.
  1. As the resource owner, log into Office 365 account via Outlook on the web.
  2. Click your name in the top right corner and select Open another mailbox from the dropdown list.
  3. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field. Note: If the resource is not found, enter in the fully qualified email address of the resource and search again.
  4. Click Open. The resource account will open in a new browser tab.
  5. Make sure you are currently located in the newly opened resource tab within your browser. If not, repeat the steps above. Important: The simplest way way to confirm that you are viewing the resource mailbox is to verify that the email address of the resource is within the url string of your browser window.Click on the Settings Icon in the top right corner next to your name and then select View all Outlook settings
  6. Expand/select the Calendar section in the left navigation pane.
  7. Click Resource scheduling from with the listing. You will see the following screen.

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

Scheduling Options

Important: If automatic processing is enabled and a delegate has been set, the setting for the delegate must be set to “Both my delegate and me” for invitations to be processed by the resource.

The Outlook Calendar fully integrates with email, contacts, and other features. This integration makes the Calendar component one of the most popular features of Outlook. In this article, we will guide you through the use of the Calendars various functions. In addition, we’ll introduce you to calendar improvements that are specifically targeted to make your experience more consistent. In addition to the calendar information below, see best practices for Outlook article.

Forwarding meeting requests

Do not forward meeting requests. If there is a user who needs to be included/notified of a meeting, ask the organizer to add this user to the original meeting.

Process all meeting requests and cancellations

Although you can delete a meeting request directly from your Inbox, you should properly process the meeting request by either accepting or declining it. Always use the Remove from Calendar command to process meeting cancellations.

Working with recurring meetings

  • Set an end date.
  • Limit the recurring series to a small number of occurrences. It is simpler for clients to handle a smaller number of occurrences in a series.
  • If you need to make a change to a specific instance within a recurring series, it is recommended that you delete the specific instance and create a new individual event on its behalf.

End a recurring meeting before the original end date

Although you can cancel a recurring meeting, a better option is to change the end date for the series. This allows you and the attendees to keep a record of the meetings that occurred in the past. If you cancel the recurring meeting altogether, that history is lost. The best option is to set a new end date and then send the update to all attendees. This ends the meeting series early, while keeping a record of previous meetings.

Note: If you end the meeting series early, exceptions associated with the recurring meeting are lost.

Change the 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.

Avoid using a recurring meeting to share attachments

Attachments add to the complexity of recurring meeting exceptions. Each exception contains its own copy of the attachments. As exceptions are added to recurring meetings, new copies of the attachments are created. If you make changes to one set of attachments, these changes do not propagate to the other exceptions. If you require that all attendees have the most recent copy of changes for any given meeting, share the documents via a sharing service, such as OneDrive for Business.

Prevent inconsistencies in meeting notes

If you make a change to the meeting time, date, location or attendee list, and then attempt to save the meeting, Outlook only offers you two choices. Send the meeting update to all attendees or cancel the changes. This design ensures that the copy of the meeting is consistent for all attendees. However, the Notes field is not considered a critical field. Therefore, you can save changes to the Notes field without sending the update to all attendees.

Important: If you intended to use these as personal notes, any subsequent change that requires sending the meeting update will include the Notes content. To prevent accidental disclosure, store your notes elsewhere.

The same goes for meeting attendees. As a meeting attendee, you can also store your own notes in your copy of the meeting. However, if you accept a subsequent full meeting update from the organizer, your notes may be overwritten.

Avoid copying meetings

By design, Outlook removes any links between a copied meeting and the original meeting. This greatly contributes to preventing inconsistencies. Newer versions of Outlook add the text string “Copy:” to the subject. This makes it easy to identify meeting copies.

Actions related to copied meetings yield unexpected results, therefore avoid copying meetings. This applies to both meetings copied from another user’s calendar, as well as those copied from another calendar folder that you own.

While it is possible to copy or move all events from one user’s calendar into another user’s calendar, this is not recommended. Results are inconsistent and the process does not work as expected, specifically in relation to attendees and organizers of the events.

Maintain devices that connect to your calendar

Make sure that any device that connects to your Calendar has all of the latest updates installed.

Spark for iOS and Mac has a built-in calendar allowing you to manage your events and see how busy you are. Spark supports the Google, Exchange, and iCloud calendars associated with your email accounts. For example, when you add a Gmail account, you can access your Google Calendar in Spark.

Note: If you want to add an iCloud calendar to Spark, and your Apple ID is linked to an email from Gmail, Outlook, or other providers, check this article.

Select the calendars to display

If you are using several accounts in Spark, it’s up to you to select which ones you’d also like to use for calendar management. For example, you may want Spark to show you only the calendars from your work account.

Spark works only with Google, Exchange, and iCloud calendars.

  1. Click Spark at the top left of your screen.
  2. Select Accounts and make sure the account you need is added to Spark.
  3. Click on the Calendar tab at the top.
  4. Under Enable calendar for, tick the needed accounts. Only the supported accounts will allow you to enable the calendar. For accounts such as Yahoo, Outlook or custom IMAP, the checkbox will be inactive.
  1. Tap the menu icon at the top left.
  2. Open Settings > Email Accounts and make sure the account you need is added to Spark.
  3. Return to the previous menu and open Calendar > Calendar Accounts.
  4. Enable the toggle for the accounts you need. Only the supported accounts will allow you to enable the calendar. For accounts such as Yahoo, Outlook or custom IMAP, the toggle will be greyed out.

Choose a default calendar

If you have multiple calendars, you can choose a default one. When you create a new event in Spark, it’s added to your default calendar (but you can always change a calendar manually for a particular event).

  1. Click Spark at the top left of your screen.
  2. Select Preferences > Calendar.
  3. Under Default Calendar, select one of your calendars.
  1. Tap the menu icon at the top left.
  2. Open Settings > Calendar > Default.
  3. Tick one of the calendars.

View calendars

Your calendars are available in the Calendar section on the sidebar. You can choose the day, week, or month view on the top toolbar.

To switch between days, weeks, or months, use the arrows at the top right or swipe the calendar. Click on the event to see its details.

To see the events for the selected account, click on the Calendar icon on the top toolbar and tick the calendars you need. Use Select all or Hide all to quickly show or hide all calendars belonging to one account.

To find an existing event in your calendar, click on the Search icon at the top right and type your query. Spark shows all past and future events with the chosen keyword in their names. To clear the search results, click on the cross icon at the top right.

To access calendars, tap the Calendar widget at the top right of the Inbox.

When you open the calendar, it shows the events for today. Tap an event to see its details. You can select another date at the top or switch days and weeks with a swipe.

When you rotate your iPhone, Spark shows the month view on the left.How to use the calendar and event scheduling in outlook 365 for mac

Outlook 2016’s Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting. This section will explain how to create a new Meeting Request and schedule that request using the Scheduling Assistant.

Creating a New Meeting Request

In Outlook, at the bottom left of the screen, click Calendar.

From the Home tab, at the top left of the screen, click New Meeting and select New Meeting from the dropdown menu.

A new window appears. From the Meeting tab, select Scheduling Assistant.

The Scheduling Assistant view appears, which looks something like a spreadsheet. You will see your name and schedule in the top row.

Note: On the right-hand side, you will see the Suggested Times list. As you had attendees to your meeting, this list will adjust to provide possible meeting times when all required attendees and/or locations are available. The times correspond to the date and meeting duration you have currently selected (more information on this can be found below).

There are multiple ways to add attendees to your meeting requests:

If you know the name of the person (or people) you wish to add, click in the space under your name that says Click here to add a name, and type in the person’s name or username.

Example: Smith, John

Example: smithja


If you wish to look up a person’s name instead, click Address Book in the Meeting tab at the top of the screen and use the search box. Click OK to add the person to the scheduling view.


Click Add Attendees near the bottom left of the screen and use the search box to find names. Click OK to add the person to the scheduling view.

Note: By, default, the Name only option is selected. When in this view, it is easiest to search by a person’s last name. If you wish to search by username, select More columns.

Blue: The time is marked as busy.

Blue and White Striped: This time is scheduled with tentative appointments.

Purple: This time is marked as out of office.

Black and White Striped: Outlook has no information for this time (the user may not be an Outlook/Exchange user, a UW-Madison user, or does not have an Outlook Calendar set up).

Organizer: This is the creator of the meeting; it will by default appear to the left of your name (and will not be an option for other attendees). This position is regarded as necessary by the Suggested Times list.

Required Attendee: Invitees to be regarded as necessary by the Suggested Times list. Invitees are by default listed as required.

Optional Attendee: Invitees for whom attendance is optional; separated from Required Attendees in the Suggested Times list.

Resource: This label marks rooms or equipment added to the meeting, and is regarded as necessary by the Suggested Times list

Optional: Some rooms on campus are available for reservation, and therefore have their own calendars. To reserve one of these rooms, click Add Rooms near the bottom left of the screen and choose the desired room. A meeting request will be sent to the calendar of this room.

At the bottom of the screen, you can set the start and end dates and times. To change the date you are viewing on the screen (and the date for which times will be suggested in the Suggested Times list), click the calendar icon and select the appropriate date. To change the time, use the dropdown menus.

Note: When you change the time, you are changing the duration of the meeting in the Suggested Times list: it will only suggest openings that fit that duration.

From the Suggested Times list, choose the desired time. Conflict-free times appear at the top of the list.

If you are having a difficult time finding an available time for all required attendees, click Options | AutoPick, then click Required People. The meeting date/time will automatically be adjusted to the next available slot.

Click Appointment in the Meeting tab at the top of the screen. This will return you to the Appointment screen. You will see the details for the date and time you selected. Add a subject and location in the appropriate text boxes. If desired, enter text to appear in the body of the message.

Tutorial Applicable to: Outlook 365 / 2021 / 2019 / 2016 / 2013 / 2010; on Windows computers.

Here’s a question from a reader:

Quite often i need to create a few instances of the same meeting requests in Microsoft Outlook. Are you aware of a simple way to duplicate a occurrence of an Outlook appointment by using copy and paste, as creating a meeting series for scheduling a few meetings might be somewhat of an overkill. Help is highly appreciated!

Thanks for your questions. Keep those coming!

Copy or Duplicate Outlook meeting invites

You can easily duplicate meeting entries in your Outlook calendar by highlighting the meeting in your Calendar view and simply copying it by hitting Ctrl+C , and then paste it to your preferred time by hitting Ctrl+V .

An alternative method to duplicate your meeting is to open your Calendar view and then press the Ctrl button, then while Ctrl is still pressed, drag your meeting to the preferred time slot.

After doing this, make sure to review your meeting subject, location and invitation content as those might have changed.

When using this at work on Microsoft Exchange server, you also might need to review the list of attendees and their availability, as people might be tied in other meetings. If applicable, go ahead and check the availability of a meeting room and any other equipment/resources for your meeting.

Copying meetings between calendars

Using the process we outlined above you can duplicate a meeting across multiple calendars defined in your Outlook client. So for example if you have a Work and a Personal calendar you can define a recurrent Lunch meeting with a colleague and have the series in both your calendars.

Duplicate entire calendars

Outlook allows you to copy an entire calendar including all appointments, meetings and events.

In order to copy an entire calendar, proceed as following:

  1. Login to Outlook.
  2. Navigate to the Calendar Tab.
  3. In your left hand side tab, under My Calendars, find the calendar you wish to duplicate.
  4. Right click the calendar and select Copy.
  5. Select the target Outlook folder into which you would like to paste the calendar.
  6. Hit OK.
  7. Now, return to My Calendars section and check the new calendar so that it becomes visible in your Right hand side pane.

Copying the Outlook meeting list of attendees

Sometimes you don’t want to copy the entire meeting, but only the attendees list. If so, proceed as following:

  1. In Outlook, open the Calendar tab.
  2. Locate your meeting/event/appointment in the relevant Outlook calendar.
  3. Open the meeting by double clicking it.
  4. Copy the relevant names in the “To” field.
  5. Close the meeting and navigate to the calendar view
  6. Hover to the relevant date and time in the calendar and create a new Meeting Request.
  7. Now copy the relevant invitees to the To window.
  8. Enter your meeting subject and location.
  9. Hit Send.
  10. Voila 🙂

Converting your emails to appointments

A couple of readers asked whether there is a simple process for creating a meeting or appointment from an email they got into their inbox. This is pretty helpful as it could be used to improve your follow up on important email.

Here’s is one quick trick to accomplish that:

  • In your Outlook inbox locate the email you would like to turn into an appointment.
  • Then left click it and drag it to the Calendar tab in the bottom of your screen.
  • Outlook will immediately open an appointment, that will have the email text copied into the appointment details.
  • Last, go ahead and set your subject, locations and invited people.

A second method is to use Outlook Quick Steps:

  • From you Outlook Mail tab, click on Home.
  • You will notice the Quick Steps section.
  • Hit the Create New icon.
  • The Edit Quick Step dialog will appear.
  • Then provide a meaningful name to your Quick Step automation.
  • Then select Create an appointment with text option.
  • Last hit on Finish.

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

  • You’ll notice a new Quick step in your steps library located in the Home tab.
  • From now on, whenever you would like to create a meeting from an email, just highlight the email in your inbox and hit your newly created quick step

Copying Outlook events on MAC OSX

Duplicating appointments and meetings within the same Outlook calendar is not supported in Microsoft Office for macOS..

Many different businesses use Outlook as a way to organize everything from meetings to their employees’ daily tasks. Of course, you can also use Outlook in your personal life as well.



What You Need

Outlook is a Microsoft program that runs on your computer. Because of this, you may notice that it’s not easy to take it out and about in your life. Fortunately, you can make access easier by syncing your Outlook calendar onto an iPhone.

Further reading

How to sync Outlook

To sync your Outlook calendar with your iPhone, follow these steps:

Step 1: Download Microsoft Outlook for iPhone.

Make sure you already have Outlook via your Microsoft subscription and know which Microsoft account it is connected to. Then use your iPhone to download Outlook for iOS. This is a free download that will allow you to use Outlook features right on your iPhone. It makes syncing your Outlook calendar on your iPhone very easy, but the download is essential, so start here!

iPad note: If you have an iPad, note that updates for Outlook on iOS have provided compatibility with iPad Split View. This is particularly useful for the Outlook calendar, because you can view an email and open up your calendar to make adjustments on the same screen, a feature we highly recommend.

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

Step 2: Log in and enable auto-sync.

Step 3: When the Outlook app is downloaded on your iPhone, go to iPhone Settings, then choose Passwords & Accounts. Select Add Account, and you will see compatible accounts for your iPhone.

Step 4: Look for the option and logo for (usually this is one of the first options).

Step 5: Input your Microsoft Account information to connect Outlook on iOS. You should be asked if you want to sync your calendars, in which case you should say yes. If not, you can go into the Outlook app in Settings at any time and make sure that calendar syncing is enabled.

If you’re logged in with the same Outlook account, any changes you make to your calendars will be synced to all your devices. That means if you add a new event or appointment on your PC, for example, a few seconds later it’ll appear on your iPhone. There’s no need to re-sync every time you create a new Outlook calendar event or change an appointment time.

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

Step 6: Import iCloud Calendar information if necessary.

It used to be difficult to sync iCloud information to apps like Outlook, but Apple has since improved iCloud and made this a bit easier. If you have calendar information stored in iCloud from previous calendar use that you want to import to Outlook Calendar, it’s now a relatively simple process.

Step 7: Log in to your iCloud. You can use iCloud for Windows to do this right from a Windows computer, which is less complicated than trying to do it from an iPhone.

Step 8: Then log in to your account and make sure to check only the box with Mail, Contacts, Calendars, and Tasks. Select Apply to move on.

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

Step 9: You can decide between syncing all the information from your calendar, contact, and tasks apps, or picking specific information to share. You can choose only to sync your calendar if you want to keep your work and play devices separate but still want the ability to access your full schedule in both. Outlook Calendar will then port the information and sync it to Outlook on iOS. You no longer have to juggle reminders and events from two calendars at once.

Step 10: Choose whether to sync all calendars on MacOS.

When using your iPhone, you can’t select which calendars you want to sync from Outlook on a Mac. That’s because Outlook keeps your information on the cloud, which prevents you from being selective. You can only control the calendar that’s stored locally on your laptop.

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

Step 11: It’s also possible to hide specific calendars, though, which you can do by launching Outlook on your iPhone. Once in the app, tap the calendar icon and then your account icon.

In mid-2020, Microsoft introduced new configuration settings to make online meetings the default when scheduled by OWA, Outlook for Mac, and Outlook mobile clients. Office 365 notification MC230567 (updated January 20) brings the news that Outlook for Windows gains a similar feature. According to Microsoft roadmap item 66021, the feature will be available in January 2021. It depends on updates to the Teams meeting add-in for Outlook and Outlook click-to-run (current channel). As I write, I see the change in Microsoft 365 Apps for Enterprise build 13530.20218.

Updating the Organization Configuration

OWA and Outlook mobile use an Exchange Online organizational setting (which can be overridden for individual mailboxes) to know if they should schedule online meetings. If the organizational setting is configured, Outlook for Windows will respect that setting and make meetings online by default. To configure the organizational setting, run the Set-OrganizationConfig cmdlet from the Exchange Online management module as follows:

All Outlook clients now use the same organization setting to control when they create Teams online meetings. The default for a tenant is $False, meaning that the decision is then up to the user.

Even if OnlineMeetingsByDefaultEnabled is updated to $True, Outlook users can remove the online components from individual meetings by selecting the Don’t Host Online option from meeting settings (Figure 1).

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

Figure 1: Remove Teams details from a meeting

Outlook for Windows also includes a setting in the Calendar section of its options to control if the client should create Teams meetings as the default (Figure 2). This option is effective only if OnlineMeetingsByDefaultEnabled is set to $False.

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

Figure 2: The Outlook for Windows option to make online meetings the default

Users who choose not to enable online meetings by default can still schedule online events by selecting the Teams meeting add-in when creating a new meeting.

Teams Online Meetings

When Outlook creates a Teams meeting, it sets up a Teams online space for the event and adds the necessary properties to the meeting (Figure 3).

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

Figure 3: Creating a new Teams online meeting with Outlook for Windows

A welcome change in the Teams meeting add-on is that Outlook for Windows no longer calls a web page when a meeting organizer wants to set or change the options for a Teams online meeting (Figure 4).

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

Figure 4: Amending options for a Teams online meeting

No Support for Third-Party Online Meetings

Unlike Outlook mobile, you can’t configure third-party add-ins for online meetings to have Outlook for Windows use services like WebEx, Zoom, or BlueJeans instead of Teams. To setup new Outlook events for meetings hosted on these platforms, you need to paste the meeting details into the Outlook meeting before sending the event notification to participants.

This is a great example of a change that warranted a four-word update in the Office 365 for IT Pros eBook. It’s not that the topic isn’t interesting; it’s just that we have so much more to talk about when it comes to running an Office 365 tenant.

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

Microsoft Outlook is Microsoft’s software suite, which bundles together email, contacts, calendars, and more.

Over the past two decades, Outlook has become an office essential. In many companies, schools, nonprofits, and more, Outlook remains the go-to communication platform.

As such, there are many cases where you’ll need to coordinate with your friends or colleagues for events or meetings. This is when it’s a good idea to share your Outlook calendar.

Here’s how to do it, using Microsoft Outlook for Mac or PC.

Check out the products mentioned in this article:

Apple Macbook Pro (From $1,299.00 at Apple)

Lenovo IdeaPad 130 (From $469.99 at Walmart)

How to share your Outlook calendar

1. Open Outlook and click “Calendar” in the menu at the bottom-left.

2. At the top of the page, click “Share Calendar” and then select the calendar to be shared.

3. In the Calendar Properties box, click “Add.”

4. Enter the contact (or email address) of the person with whom you’re sharing the calendar. Then click “Add.”

5. Click “OK” when you’re done.

6. You can also change the default permission level by selecting “Choose your permissions” — you can switch it to “Can view all details” or “can edit,” for example — and then hit “OK” to save the setting.

Display your calendar events alongside your to-dos to get a complete overview of your day.

You can connect your Apple Calendar app to Things to see your events and to-dos together in one place. You’ll see events from both personal and shared calendars in Today and Upcoming. This is useful when you’re managing your day, and as you plan the week ahead.

Things accesses your calendar data to display events locally on your device. None of your calendar data is ever sent to Things Cloud.

  1. On your Mac, open Things .
  2. In the menu bar at the top of your screen, click ThingsPreferencesCalendar Events.
  3. Check the box for Show Calendar Events in Today and Upcoming lists to enable it.
  4. Check the boxes for the calendars you’d like to see.
iPad & iPhone
  1. On your iPad or iPhone, open Things .
  2. Tap → Calendar Events.
  3. Tap the switch for Show Calendar Events to turn it on.
  4. Tap the calendars you’d like to see.
  5. In the top-right corner, tap Done.

See events from 3rd party apps (Google, Exchange, . )

Things will only read events from Apple’s native calendar app, not other third party apps. To view your 3rd party calendar data in Things just sync it to Apple Calendar. Things will then be able to see it and display it alongside your to-dos.

Can I see to-dos from Things in Calendar?

No. Unlike events, to-dos in Things do not have a start and end time (duration), which is necessary to block out time in Calendar app. For that reason, we currently do not plan to support sending to-dos to the Calendar app.

Get help

If you’re having trouble with the Calendar integration, please check out our troubleshooting steps here before contacting support.

For answers to the most common questions, search the ITS Knowledge Base!

Create a new Calendar in Outlook to track specific events or targets.

Creating a new calendar is a great way to track or schedule events without them getting mixed in to your personal work calendar. Creating a new calendar is easy, and you can even publish it so others can see it. Maybe useful as a way to publish a work schedule for your students?

  1. To get started, openOutlook 2016, and go in to your Calendar.
  2. From the Home ribbon, find and click the Open Calendar icon in the Manage Calendar group. ClickCreate New Blank Calendar…How to use the calendar and event scheduling in outlook 365 for mac
  3. Give the new calendar a name. Then clickOK. You can leave the calendar in the suggested location.How to use the calendar and event scheduling in outlook 365 for mac
  4. The new calendar has been added to your list of available calendars. You can begin to add items to it like you do for your regular calendar. Feel free to create as many calendars as you need!How to use the calendar and event scheduling in outlook 365 for mac

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

I love efficiency and hate wasting time while waiting for people’s responses. When I discovered Outlook’s Scheduling Assistant and FindTime, I was immediately excited as they are efficient which saves time! I will preface that they both really only work with people in your organization as they need to access calendars which can only happen within your own tenancy.

Scheduling Assistant and FindTime are both very similar. One is just a bit more manual, where the other is more automated.

Scheduling Assistant allows you to see available time for various people in your organization. You can then see when they have availability to meet. It doesn’t show you titles of meetings, just whether someone is available or not. It is very helpful when you are trying to coordinate a few people. I am using Outlook for Office365 so depending on which version of Outlook you have, the instructions may vary.

Start by creating a new appointment. Add the title and click “Invite Attendees” to add people to your invite and add how long the meeting will be (don’t worry about the specific date and time, but if it is a 1 hour meeting, then ensure the time block is for one hour). Then click on “Scheduling Assistant” on the top row (between Meeting & Insert).

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

What you will see is like a bar graph. Invited attendees are along the left side and dates and times are across the top. You will see purple bars which indicate people are busy (appointment in their calendar). Vertical white space shows times when all attendees are available. You can use the scroll bar along the bottom to change dates.

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

Note that if you manually choose a different time, the time slot will default back to 30 minutes, so you may need to change that back if your meeting is longer than 30 minutes

You can choose “AutoPick” at the top and it will find the first available time the invitees are all available. Also, on the right side, it will list suggested times along with who may have conflicts. For a more automated approach, you can use FindTime (available as part of Office365). Start by creating a new appointment and fill in a Title, Required Attendees and how long the meeting will be. Then click on New Meeting Poll on the top right. FindTime automatically scans each invitee’s calendar and finds possibilities. It will indicate how many people are available for each time slot by green or red people icons.

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

You can choose different possibilities (it’s best to choose 2 or 3) and then follow the instructions.

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

FindTime will then put holding spots in your calendar and email the invitees so they can vote on the best time for them. Once everyone has voted, FindTime automatically schedules the meeting and sends an invite to each attendee.

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

Whether you use Scheduling Assistant or FindTime, these tools ought to simplify scheduling meetings; especially when working remotely.

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

If you’re an Outlook user, you can include links to Google Meet in your calendar invitations, using the Meet add-on for Outlook 2016, 2013 and Outlook online.

You can also use this add-on if you use Outlook 2016 for Mac.

Adding Google Meet links to Outlook

In order to add Google Meet links to your Outlook calendar events, you will need to install the Meet add-in as follows:

    Click on the Get Add-ins button on the Home tab on the ribbon

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

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

Now, when you create a new calendar event in Outlook, you will have the option to include a Google Meet link in the event.

To add a Meet link, click on the Hangouts Meet button on the ribbon, then choose Add a meeting.

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

The first time you add a Meet link to an event in Outlook, you will be prompted to sign in using your Google Workspace (Formerly G Suite) email address and password. You will also need to enter a 2-step verification code if this has been enabled on your Google Workspace account. After entering your credentials, click on Allow to allow the add-on to manage your meetings.

Once the Meet information has been added to your Outlook event, you can save the event or invite other people as required. Everyone invited to the meeting will see the Meet information and will be able to click on the link to join the meeting – both from Outlook on their desktop or online.

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

Note that you will need a Google Workspace account in order to be able to add Meet links to calendar events. You can invite non-Google Workspace users to meetings, including users outside your domain, who will need to request to join the meeting once you have started it.

Other ways to share Google Meet links

Each Google Meet meeting that you create has a permanently-available, unique link or URL which, once generated, can be re-used for recurring meetings and shared with others by adding the link to a document, email message, instant message etc.

In any Google Meet meeting, you can view the unique meeting link by clicking on the Meeting Details drop-down arrow in the bottom-left corner of the screen:

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

Anyone can join the meeting by typing followed by the unique 3-4-3 character code for your meeting. Users on your domain will be able to join the meeting directly, but those outside your domain will need to be admitted after requesting to join.

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

For more information about Google Workspace licensing, pricing or general enquiries please click here to speak to one of our experts.