Using Electronic Calendars @ BYUI

Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000

Calendar Basics

Watch these videos to get familiar with the calendar in Outlook 2013. You can keep things simple, or use Outlook to manage complex meetings and schedules.

  • Create an appointment (3:38) : Start by adding a new appointment or a new meeting. The only difference is that a meeting includes other people.
  • Calendar Views (2:09) : In this video, learn how to get a handle on your schedule by changing how you view the calendar.
  • Create a meeting (2:16) : All we have to do is invite people to the appointment we created in the first movie, and then we can turn it into a meeting.
  • Use the Scheduling Assistant (2:33)  : This video shows you how to use the Scheduling Assistant to help handle complex meetings with lots of attendees.
  • Share your calendar (4:14) : In the previous movie, you saw one example of calendar sharing in the Scheduling Assistant. But you can do even more.
  • Course summary : A brief reminder of the key points in this course.

Calendar Tips, Tricks, and Etiquette


  • Let Outlook find a meeting time when all attendees are available
    • On the Scheduling tab, type the names of the attendees in the All Attendees list, and then click AutoPick Next.
  • When declining a meeting request consider using the Scheduling Assistant to suggest a different time to meet while also including a typed explanation of why you can't meet at the requested time.
  • Send Responses when responding to Meeting Invitations
    • If you don't, the meeting organizer won't know if you're planning on coming or not.
      Send the Response Now when accepting a Meeting Request.
  • Set your Free/Busy permissions so that other people can see them
    • Outlook 2010/2013
      1. Right-click your calendar > Share > Calendar Permissions
      2. Set the Permission Level to at least "Free/Busy time"


Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000