Skip to Main Content

Microsoft Exchange/Outlook Calendars in Office 365

Department Calendars vs. Shared Calendars

In Pathology, we use two different type of calendars in the Outlook 365 account:

  1. A Department Calendar — created by Path ITS for organizing events and scheduling conference rooms in the department. This is attached to a general department email account.
  2. A User Calendar- this includes both sharing your main calendar with another person, and/or creating a calendar on your account to share with a group such as a unit’s vacation calendar.
The following information will discuss the major differences and the pros and cons of each type.

Department Calendars

Requesting Access to Department Calendars

The department calendars are calendars that show availability for conference rooms, laptops, and department meetings. For access, you will first have to gain permission from your manager and have your manager send a request to rachel.lyke@yale.edu for permission. Once we receive approval, you will receive an email stating that you have access to the calendar. Click Accept, and you will see the department calendars in your calendar sidebar.

Proper Way to Input a Meeting into a Department Calendar

Calendar etiquette for scheduling meetings in the Department Calendars:

  1. Specify the purpose when scheduling a room, laptop, or meeting (e.g., Smith Lab weekly meeting).
  2. Leave a contact number in case there is a scheduling conflict or urgent change of plans.
  3. Leave a 15-minute buffer between meetings for set-up and clean-up.
  4. Schedule reoccurring meetings at 6 month intervals (i.e., block out only 6 months in advance).
  5. Cancel your meeting entry on the Calendar if your event has been canceled or if you no longer need the room.

User Calendars

Sharing Your Personal User Calendar (My Calendar)

Personal User calendars can be shared and/or created by anyone that has an Office 365 account. Frequently, personal calendars are shared between Faculty and their support staff. You can share your calendar by following these steps.

  1. Open up Outlook application on your desktop and click on the Calendar icon on the bottom left.
  2. Click on the desired calendar that you would like to share and make sure it is highlighted.
  3. Right Click the calendar and choose Sharing Permissions… in the drop-down menu.
  4. Make sure you are on the Permission Tab and click the + sign (or add user) in the bottom left-hand corner.
  5. Type in the name of the person that you would like to share your personal calendar with.
  6. Now choose the level of Permissions to give them from the options in the drop-down menu.
  7. The permission ranges from just seeing the calendar to being able to edit and change things on your calendar.
  8. Once you have chosen the desired permission click Done.
  9. The person should then receive and email stating that you would like to share your calendar with them, and they should press Accept.
  10. They will now see your name and the calendar name in their Calendar.

Creating a Calendar to Share with a Group

Sometimes Managers want a calendar that everyone in their unit can access, such as a Vacation Calendar. These come in handy for scheduling purposes and organizing staff. To create a calendar, follow these steps.

  1. In Outlook click on the Calendar icon on the bottom left.
  2. In the upper left corner, you will see Home, Organize, and Tools. Click Organize.
  3. In that same left top corner, the menu will change, and you will see New Calendar.
  4. Click New Calendar and name the calendar according to its purpose.
  5. Follow the same steps as above to share the calendar.