Outlook 2016 for Mac Calendar FAQ
While you cannot move a meeting between calendars in Outlook for Mac, you can move appointments. See the Microsoft Support article You can't move a meeting between calendars in Outlook for Mac.
Note: A meeting is a calendar item that has attendees, while an appointment is a calendar item that does not have any attendees and is on your calendar only.
By switching your calendar view to a list view, you can move your calendar items the same way you move email. For example, you can drag and drop, use the Move command in the ribbon, or control-click to use the shortcut menu.
You probably have folders hidden. Follow these instructions to change this setting.
- Click the Outlook menu at the top of the screen and select Preferences.
- Select General.
- Clear the check mark from any folders where Hide On My Computer is selected.
If you know the name of the meeting room, you can enter that name directly in the Location field in the meeting invitation. If you don't know the name, or if you're scheduling a meeting in a location that is unfamiliar, you can use Room Finder.
See the Microsoft Support article Find a conference room to learn more.
To share your calendar, both you and the person you want to share it with must have Microsoft Exchange accounts.
Permissions you can set range from co-owner to view-only. You can revoke permissions to see your calendar at any time.
See the Microsoft Support article Share your calendar in Outlook 2016 for Mac to learn more.
How do I control what information people can see about me? Can I prevent them from seeing my free/busy times?
You can control the visibility of your user information by setting permissions on your calendar.
- In Outlook click the Calendar tab on the bottom left corner.
- While viewing your calendar, click Calendar Permissions on the Home tab.
- Select Default from the list at the top.
Note: Altering default permissions will change what people with whom you have not shared your calendar can see.
- Select the level of permissions you prefer from the Permission Level drop-down menu.
We recommend you keep default permissions set to Free/Busy time. This allows others to see when you are busy if they try to invite you to a meeting, but will not allow them to see your calendar, or what you are doing when you are busy. However, if you do not want even this information available, select None.
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?
- Open the appointment or meeting you want to mark as private.
- On the Meeting or Appointment tab, click Private
- A person with delegate access or permission to read your shared folders could view the contents of your private contacts and events by using other applications. To help protect your privacy, be sure to keep private items in a separate address book or calendar you don't share with anyone.
- When you synchronize your contacts and events, private items are synchronized and are visible to other people with whom you are sharing your contacts and events.