Topics Map > University of Chicago > IT Services > Email & Collaboration Tools > Email & Calendaring > Outlook 2010

xMail - Outlook 2010 Calendar FAQ

This article answers some frequently asked questions about the Outlook 2010 calendar.


How do I turn on the Out of Office Assistant?

If I have the Out of Office Assistant turned on and someone schedules me in a meeting, do they get the Out of Office notification?

How do I share my calendar?

How do I view a shared calendar?

I want to let people know I'm busy when they look at my calendar, but I want to keep the contents of a specific meeting hidden. Is this possible?

How can I prevent the publishing/searching of my free/busy information?

How do I open someone's calendar to view free/busy times?

How do I schedule a resource for a meeting?

What are my options when I get a meeting invitation?

Do I have to accept a meeting for it to appear on my calendar?

When you invite someone to a meeting, does it appear as tentative on that person's calendar?

What happens if I have a "tentative" appointment on my calendar and then I delete the e-mail notification without accepting the appointment?

What happens when I delete a meeting?

I am not receiving email notifications when someone schedules me in a meeting - why?

Can I set my calendar to display in other than 30 minute increments?

Can I print more than one calendar at a time?

What is the website to see my uchicago mail and calendaring?

When using OWA (Outlook Web App), sometimes I have more features (e.g., monthly calendar view) and sometimes I don't. Why? (What is the difference between "Premium" OWA and "Basic"?)


How do I turn on the Out of Office Assistant?

See the xMail - Automatic Replies (Out of Office) instructions.

If I have the Out of Office Assistant turned on and someone schedules me in a meeting, do they get the Out of Office notification?

Yes, the Out of Office auto response will be sent.

How do I share my calendar?

In Outlook, your calendar is a folder that stores information about your meetings, appointments, and so on. Sharing your calendar makes all this information visible to others that you select. Here's all you have to do to share:

  1. Switch to the Calendar screen.
  2. Under My Calendars on the left, select the calendar you would like to share.
  3. In the Folder tab at top, click Calendar Permissions.
  4. Click add
  5. Select the person with whom you would like to share your calendar from the global address book and set their permissions appropriately. Some common permission levels are built in:
    • Reviewer - Can read calendar entries but cannot create, modify, or delete them.
    • Author - Can read or create calendar entries, and can modify or delete only entries that the author has created.
    • Editor - Can read, create, modify, or delete all calendar entries, whether or not the editor has created them.

How do I view a shared calendar?

  1. Switch to the Calendar screen.
  2. At the top, select the Folder tab and then click Open Calendar and select Open Shared Calendar to search for and select a user from the Global Address Book.
  3. Click OK.

I want to let people know I'm busy when they look at my calendar, but I want to keep the contents of a specific meeting hidden. Is this possible?

Yes. Either select the meeting and click Private at the top of the window, next to the lock, or right-click on the meeting and click Private. This will conceal the contents of the meeting, including its title, without hiding the fact that you are busy during that time.

How can I prevent the publishing/searching of my free/busy information?

To set your calendar so your free/busy information is private, click on Calendar and select the Folder tab. Now, click on Calendar Permissions. Here, select Default and set Permission Level to None. Click OK on the warning that pops up. Make sure Anonymous is set to the same. Click OK.

Please note:

  • This is not the recommended option if others need to schedule meetings with you.
  • People given rights to your calendar can still see it, but they cannot do a Free/Busy search against it. If there are already appointments on your calendar before these settings are changed, those appointments will still be searchable (e.g. entries added after the change will not be).
  • These steps do not prevent someone from tentatively inviting you to a meeting.

How do I open someone's calendar to view free/busy times?

Unless you have delegate rights, Outlook does not have an option where you can open and view an individual's calendar (even though you only see the "busy" time blocks).

To see someone's free/busy times in Outlook:

  • Start a New Appointment, click Invite Attendees, then click the To button that now appears on the window. Pick an individual(s) as a "Required" or "Optional" attendee. Click OK.
  • Now in the original meeting window click the Scheduling Assistant tab and the individual(s) free/busy time will be listed.

How do I schedule a resource for a meeting?

To correctly schedule a resource, you must use the Resource field. While in the scheduling tab:

  1. On the Appointment tab click To again, or, from the Scheduling Assistant tab, click Add Attendees...
  2. Under Address Book select U of C Resources.
  3. Select your resource.
  4. Click on the Resources button near the bottom of the screen.
  5. Click OK.

Schedule the remainder of the meeting as usual and the resource should be correctly booked.

What are my options when I get a meeting invitation?

There are four options for you to choose from when you receive a meeting invitation:

  • Accept - You have accepted the time and date for the meeting and it will appear in your calendar.
  • Tentative - You have not firmly accepted the time and date for the meeting and can change your response via your calendar. This is the default.
  • Decline - You have declined the time and date for the meeting and it no longer will appear on your calendar.
  • Propose New Time - You can propose a new time and date and it will send an email with your proposed time and date to the original sender.

Do I have to accept a meeting for it to appear on my calendar?

Not necessarily. Two cases will result in your meeting being placed on your calendar as tentative even if you don't accept it:

When you invite someone to a meeting, does it appear as tentative on that person's calendar?

No. However, the invited person may inadvertently place it as Tentative themselves.

What happens if I have a "tentative" appointment on my calendar and then I delete the email notification without accepting the appointment?

If you delete the email notification before you accept the "tentative" appointment, it will also delete the appointment from your calendar.

What happens when I delete a meeting?

If you delete a meeting you created from your own calendar that has attendees, Outlook will prompt you to send an email cancellation to the other attendees. However, if you did not create the meeting, Outlook will prompt you, "Would you like to send a response to the organizer of this event?" If you do not choose yes, the event organizer will not receive any indication that you are no longer attending.

I am not receiving email notifications when someone schedules me in a meeting - why?

Any one of the following will prevent email notifications from being sent:

  • You have added a Delegate and selected that requests should be sent to 'My delegates only'. Fix this by following the first instruction in Outlook 2010 - Add a Delegate to Your xMail Account to reach the delegates window and selecting one of the other two options.
  • You have your calendar set to auto-accept meeting requests.
  • You set 'Author' permissions on your calendar. This allows a person to open your calendar by choosing 'Open a Shared Calendar' and schedule a meeting directly on your calendar. Therefore, no email notification is sent.

Can I set my calendar to display in other than 30 minute increments?

  • Open your Outlook Calendar.
  • In the View tab, select Day, Week, or Work Week View (any view will work except Month).
  • Also in the View tab click on the Time Scale setting and select the desired increment.

Can I print more than one calendar at a time?

There isn't a way to print multiple calendars.

What is the website to see my uchicago mail and calendaring?

The website for Outlook Web App (OWA 2010) is https://xmail.uchicago.edu.

When using OWA (Outlook Web App), sometimes I have more features (e.g., monthly calendar view etc.) and sometimes I don't. Why? (What is the difference between "Premium" OWA and "Light"?)

There are two different versions of OWA, "Premium" and "Basic". Premium has more features and resembles the Outlook client more. Light has fewer features but is faster.

For a detailed comparison, see xMail- Differences between OWA 2010 Premium and Light Versions.




Keywords:email, mail, webmail, out_of_office_assistant, share, permissions, free/busy, resource, meeting_invitation, accept, tentative, decline, propose_new_time   Doc ID:27463
Owner:Dan K.Group:University of Chicago
Created:2012-11-27 11:47 CDTUpdated:2017-04-08 15:36 CDT
Sites:University of Chicago, University of Chicago - Sandbox
Feedback:  1   0