Carnegie Mellon University

Outlook 2016

The documentation below will help you manage your calendar with Outlook 2016 on Exchange. Visit Office Support at https://support.office.com/ or search Outlook help for additional topics. 

Setup Exchange Windows

Setup Exchange Mac

A calendar resource is an object that has its own calendar, for example, a conference room, an overhead projector, or other equipment that is used in your meetings or events. Follow the steps below to invite a resource. The room will send a response. Read the response to verify if the room has accepted or declined.

Windows

  1. Create a new meeting.
  2. Select Scheduling Assistant and do one of the following:
    • Rooms - click Add Rooms.
    • Equipment - click To. Type + and select Global Address List.
  3. Double-click the rooms/equipment you want to check for availability.
  4. Click OK.
  5. Any rooms/equipment that are reserved will display as "busy".
  6. De-select the box next to the rooms/equipment you DON'T want to reserve. 
  7. These will be added to the To: field and will display in the Location field of the message.

Mac

  1. Create a new meeting.
  2. Select Scheduling and do one of the following:
    • Rooms - click Add Rooms and type @ in the search.
    • Equipment - click Add New and type + deptname (e.g., + ECE, + HR, + CompSvcs) in the search.
  3. Select the room/equipment you want to reserve.
  4. Click Resource.
  5. Any rooms/equipment that are reserved will display as "busy".
  6. De-select the box next to the rooms/equipment you DON'T want to reserve.
  7. These will be added to the To field of the message. The room will also be added to the Location.

Meetings that occur on a daily, weekly or monthly basis are considered recurring.

Create a Recurring Meeting

  1. Create a meeting.
  2. Click Options > Recurrence (Windows) or Recurrence (Mac).
  3. Select how you want the meeting to recur.

Edit All Instances

  1. Double-click the recurring meeting. 
  2. Select entire series and click OK (Windows) or Edit Series (Mac).
  3. Make the changes (e.g., time, date, attendees, room).
  4. Click Send Update.

Edit an Instance

  1. Double-click the the recurring item you need to change.
  2. Select Just this once and click OK (Windows). 
  3. Make the changes.
  4. Click Send Update.

A shared mailbox is an email box that multiple people can access for sending and receiving messages. Shared mailboxes also provide a common calendar. This is different than sharing your personal calendar with someone on Exchange.

Note: Log in to the shared mailbox/calendar with your Andrew userID and password.

Add Your Group's Shared Mailbox/Calendar

Windows

  1. Select File > Add Account.
  2. Click E-Mail Account.
  3. Enter the following. Do NOT enter a password.
    • Name for your group mailbox/calendar.
    • Group calendar email address. 
  4. Click Next.
  5. Select Use another account and enter the following:
    • User name: andrew\AndrewuserID
    • Password: YOUR Andrew password
  6. When prompted restart Outlook.

Mac

  1. Select Tools > Accounts.
  2. Select your Exchange account and click Advanced.
  3. Click Delegates.
  4. Click the "+" in the People I am delegate for section.
  5. Enter the name of the shared mailbox.
  6. Select the mailbox/calendar and click Add.
  7. Click OK.

View a Shared Calendar

Shared group calendars appear under "My Calendars." To view the calendar, select the checkbox. See the Manage a Shared Mailbox/Calendar Resource to add or remove members.

Manage a Shared Calendar

Owners can add/remove members following the steps below:

  1. Go to myexchangetools.andrew.cmu.edu.
  2. Log in with your Andrew userID and password.
  3. Click Manage Shared Mailbox/Calendar.
  4. Select the resource to manage.
  5. Click Modify.
  6. Add or remove the Andrew userID.
  7. Click Submit. Changes may take up to 4 hours.

All Distribution Groups begin with the greater than sign ">"; for example >CompSvcs-Client Support Specialists

Windows

  1. Create a new email or meeting.
  2. Click To.
  3. Do one of the following:
    • Distribution Group - select Global Address List and type > in the text box. Scroll to find the group. Double-click it.
    • Contact Group - select the Address Book where you created the group. Shared Mailbox/Calendar groups will be here.
  4. Do one of the following:
    • Meeting - click Required to add ALL of the names.
    • Mail message - click To to add ALL of the names.
  5. Click the + next to the group name.
    Note: If scheduling a meeting that requires a response, be sure to click the plus sign in front of the group to expand it BEFORE sending. This step replaces the group with all of its members and helps to track responses. 
  6. Click Send.

Mac

  1. Create a new email or meeting.
  2. Click the Address book in the To: field.
  3. Do one of the following:
    • Distribution Group - type > in the text box. Scroll to find the group. 
    • Contact Group - enter the name of the group.
  4. Do one of the following:
    • Meeting - click Required to add ALL of the names.
    • Mail message - click To to add ALL of the names.
  5. Click the icon that appears in front of the group name to expand the list and display the group members.
    Note: If scheduling a meeting that requires a response, be sure to select the plus in front of the group to expand it BEFORE sending. This step replaces the group with all of its members and helps to track responses.
  6. Click Send.

Manage a Group

Log in to myexchangetools.cmu.edu to manage your distribution group members, ownerships and other aspects of the group. 

By default, any campus affiliate using Exchange email and calendar can view free/busy times through the Scheduling Assistant, available when creating or modifying a meeting. You do not need to set permissions or share your calendar.

To allow others, not on Exchange, to view free/busy information you can publish your calendar through Outlook Web App (OWA). Search "calendar publishing" in OWA help for steps.

For someone to see meeting details (i.e., subject, location, attendees, description), give that person Reviewer permissions. Note: Meetings marked as private will only display free/busy times.

Windows

  1. Click File > Account Settings > Delegate Access.
  2. Click Add.
  3. Enter the name or email address.
  4. Select the person's name and click Add.
  5. Click OK.
  6. Select Reviewer from the Calendar drop-down.
  7. Click OK.

Mac

  1. Select Calendar view.
  2. Click Calendar Permissions (Home tab).
  3. Click Add User (Permissions tab).
  4. Enter the name or email address.
  5. Select the person's name and click Add.
  6. Select Reviewer from the Permission Level drop-down.
  7. Click OK.

Open a Shared Calendar

Once you set reviewer permissions, the recipient will be able to see your meeting details through the Scheduling Assistant and will be able to open your calendar. Search "open a shared calendar" at https://support.office.com/ or in Outlook help for steps.

If you give an individual editor permissions, they can create, read or modify meetings on your behalf. They will not receive meeting requests or cancellations for you through email. Thus, they can only accept or decline meetings for you by opening your calendar.

Note: You will receive an email notification for each meeting request that an editor processes on your behalf. If this is undesirable, consider granting Delegate permissions instead. 

Windows

  1. Click File > Account Settings > Delegate Access.
  2. Click Add.
  3. Enter the name or email address.
  4. Select the person's name and click Add.
  5. Click OK.
  6. Select Editor from the Calendar drop-down.
  7. Click OK.

Mac

  1. Select Calendar view.
  2. Click Calendar Permissions (Home tab).
  3. Click Add User (Permissions tab).
  4. Enter the name or email address.
  5. Select the person's name and click Add.
  6. Select Editor from the Permission Level drop-down.
  7. Click OK.

If you give an individual delegate permissions, they can create, read or modify meetings on your behalf. They can also respond to meeting requests on your behalf through email. 

Windows

  1. Click File > Account Settings > Delegate Access.
  2. Click Add.
  3. Enter the name or email address.
  4. Select the person's name and click Add.
  5. Click OK.
  6. Select the permission levels for each of the categories from the drop-down lists. Consider the if the delegate should:
    • See your tasks. No - select None from the Tasks drop-down.
    • Be sent a permissions summary. Yes - Check Automatically send a message to the delegate summarizing these permissions.
    • View your private items. No - uncheck Delegate can see my private items.
  7. Click OK
  8. Select My delegates only.
    This is recommended for meeting requests to avoid confusion. 
  9. Click OK.

Mac

  1. Select Tools > Accounts.
  2. Click Advanced and then Delegates.
  3. Click the +.
  4. Type the name or email address.
  5. Select the person's name and click Add.
  6. Select the permission levels for each of the categories from the drop-down lists. Consider the if the delegate should:
    • See your tasks. No - select None from the Tasks drop-down.
    • Be sent a permissions summary. Yes - Check Automatically send a message to the delegate summarizing these permissions.
    • View your private items. No - uncheck Delegate can see my private items.
  7. Click OK
  8. Select My delegates only from the Send my meeting-related messages to.
    This is recommended for meeting requests to avoid confusion. 
  9. Click OK.