Carnegie Mellon University

Outlook on the Web

The documentation below will help you manage your calendar and mailbox with Outlook on the web on Exchange. Search Outlook on the web help for additional topics.

Calendar & Shared Mailbox Management

A calendar resource is an object you use in a meeting or event that has its own calendar. For example, a conference room can be a calendar resource, as can equipment such as an overhead projector.

To reserve a calendar resource, you "invite" it to your event. Then, the resource sends you an email response to your invitation, indicating its availability, and either "accepts" (adds) or "declines" (not adds) your event on its calendar.

Invite a Resource

Follow these steps to invite a resource to your event.

Reserve a room

  1. Create a new calendar event.
  2. Click Add a location or a room.
  3. Click Add room.
  4. Select a room or a new room list from the items displayed, then click Send.

Reserve equipment

  1. Create a new calendar event, then reserve a room.
  2. Do one of the following:
    • To see the top 20 equipment items in the building where you reserved a room, click in the Add people text box, type a plus (+) sign, then click Search Directory. Click the equipment you want to reserve. It will appear in the "Attendees" section of the page.
    • To see the complete list of equipment available on campus, click the plus (+) sign in the Add people text box. Type a plus (+) sign in the Search People text box, then press Return. Double-click the equipment you want to reserve, then press Save. The equipment will appear in the "Attendees" section of the page.
  1. Click Send to complete your request. The room or equipment you "invite" to your event replies in an email, and "accepts" (adds) or "declines" (not adds) your event on its calendar.

Note: If you are unable to reserve a piece of equipment, its owner may have restricted its use. Contact the owner to request permission.

A recurring event is a meeting that occur on a a regular basis basis.

Create a Recurring Event

  1. Create a meeting in Mail or Calendar.
  2. In the Repeat dropdown menu, select how frequently you want the meeting occur.

Edit a Recurring Event

You can edit a single occurrence of a recurring event or all instances of it.

Edit a single Occurrence

  1. Double-click the recurring event.
  2. Make your changes, for example, change the time, date, room, and so on.
  3. Click Send.

Edit All Instances

  1. Double-click the recurring event.
  2. Click Open series or Edit series.
  3. Make your changes, for example, change the time, date, room, and so on.
  4. Click Send.

Note: If you edit all instances (edit series) of a recurring event, you will overwrite any changes you made previously to a single occurrence.

You use distribution groups to schedule meetings easily with the same group of people. Follow these steps to use a distribution group.

  1. Create a new calendar event.
  2. Do one of the following:
    • To see the top 20 distribution groups by alphabetical order, in the Add people text box, type the greater-than (>) symbol, then press Return. Click the group you want to invite to the meeting. It will appear in the "Attendees" section of the page.
    • To see the complete list of distribution groups, click the plus (+) sign in the Add people text box. Type the greater-than (>) symbol in the Search People text box, then press Return. Double-click the distribution group you want to invite, then press Save. The equipment will appear in the "Attendees" section of the page.
  3. Click Send.
    Note: All Distribution Groups begin with the greater than (>) symbol.

Manage a Group

You can manage distribution groups that you own. Log in to emailtools.cmu.edu to manage your distribution group members, ownership levels and other aspects of the group. 

You can share your personal calendar with one or more Carnegie Mellon affiliates by setting your sharing permissions to one of the levels below. 

  • Availability
    Allows an individual to view free and busy times. (Default)
  • Limited details
    Allows an individual to view only the title and location of your meetings. 
  • Full details
    Allows an individual to view your meeting details.
  • Editor
    Allows an individual to create, read and modify meetings on your behalf. An editor does not receive your meeting requests or cancellations and, therefore, can only accept or decline meetings. An editor must be a Carnegie Mellon affiliate.
  • Delegate
    Allows an individual to create, read, modify, and respond to meetings on your behalf. A delegate receives your meeting requests and cancellations. A delegate must be a Carnegie Mellon affiliate.

Note: Meetings you mark as private will display only free and busy times, regardless of the sharing permission you set for others.

To share your calendar with others, follow these steps.

  1. In Calendar view, click Share.
  2. Enter the Andrew email address of the individual you would like to share your calendar with into the Share with field.
  3. Enter a Subject, if desired, or leave the default selected.
  4. From the Calendar dropdown menu, select the calendar you want to share.
  5. Click Send.

Refer to the "Assign a Calendar Editor or Delegate" section of Microsoft's document Calendar delegation in Outlook on the web to manage a shared calendar.

When scheduling a meeting in Web Outlook, you may view attendees’ free/busy times through the Scheduling Assistant. 

  1. Create a new meeting.
  2. Add all attendees to the meeting.

  3. Click the Scheduling or Scheduling Assistant button.
  4. The attendees' free/busy information will display alongside your own.
  5. Click OK to add any additional scheduling details and complete the calendar invitation.
  6. Click Send.

Note: You will be unable to view free/busy information for those using both calendars. In that case, you will need to work directly with those individuals to determine an appropriate meeting time.

Refer to the “Schedule a meeting” section of Microsoft’s document Schedule a meeting with other people.

A shared mailbox is an email address that several people can use to send and receive messages, and to schedule events on a common calendar. 

Note: To share your personal calendar on Exchange, see the previous section.

Add your Group's Shared Mailbox

  1. Click the profile icon  or your photo in the top right corner of the bar in Outlook on the web.
  2. Select Open another mailbox...
  3. Type the email address of the mailbox, then click Open.

View a Shared Calendar

  1. In Calendar view, right-click Other Calendars, then select Open Calendar.
  2. Type the calendar's email address in the "From directory" field, then click Open.

Manage a Shared Calendar

Calendar owners can add and remove members by following the steps below.

  1. Go to emailtools.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. It may take up to four hours for changes to take effect.

Access a Shared Exchange Mailbox from a Google Account

  1. Go to https://exchange.andrew.cmu.edu/owa/shared-mailbox-id@andrew.cmu.edu, replacing the “shared-mailbox-id” with the shared mailbox’s id. (Example: https://exchange.andrew.cmu.edu/owa/math-dept@andrew.cmu.edu)
  2. Log in with your Andrew userID and password.

Email Management

Follow the instructions below to manage your messages.

You use contact groups to send emails easily to the same group of people. To create a new contact group, search "contact group" in Outlook on the web help. Follow the steps below to use a contact group.

  1. Create a new email message.
  2. Click the To  button, then click the plus (+) sign next to the name of the contact list you want to add.
  3. Click Save.

Follow these steps to send an automatic reply message to emails your receive while you are away or out of the office.

  1. Go to Mail, then click the gear icon on the navigation bar. 
  2. Select Automatic replies from the dropdown menu.
  3. Select Send automatic replies, then type your message in the text box.
    • (Optional) Check Send replies only during this time period, then select the Start time and End time when you want your automatic reply message sent.
  1. (Optional) Check Send automatic reply messages to senders outside my organization. Type your message in the text box, then select one of the following:
    • Send replies only to senders in my Contact list
    • Send automatic replies to all external senders
  1. Click OK.

You can use rules to change your email account settings. Computing Services recommends that you create server-side rules using Outlook on the web, not your email client. Follow the steps below to get started. For additional help, search "mail rules" in Outlook on the web help. 

  1. Select the gear icon on the Outlook on the web navigation bar.
  2. Select Options > Mail > Automatic processing > Inbox and sweep rules.
  3. In the "Inbox rules" section, click the plus (+) sign.
  4. In the "New inbox rule" window, enter the information requested, then click OK.