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On this page:

Open Your Calendar
Calendar Views
Navigation
Create an Appointment or Meeting
Edit an Appointment or Meeting
Delete an Appointment or Meeting
View Other Calendars
Search the Address Book
Built-in Help

 

The procedures below apply to the full-functioning version of Outlook Web Access "Premium", which runs only in IE7 or higher, on Windows XP or Vista.

OWA Light is the only version available for browsers other than IE, with a basic set of OWA functions. See the OWA Light Calendaring Quick Guide.

Open Your Calendar

After logging into OWA, click on the Calendar icon in the OWA navigation pane in the left-hand column.

Calendar Views

You can view your calendar by day, work week, full week, or month. Select which view you want from the toolbar of icons above the calendar:

Navigation

Just to the left of the calendar itself are left- and right-pointing arrows for changing the day, week, or month, depending on the current view:

On the calendar, in the Outlook navigation pane:

1. Use the left and right arrows to change months.
2. Click on a date or week to display it.
   
   
3. Wherever you are in the calendar, click Today in the toolbar to display the current date.

Create an Appointment or Meeting

In OWA, a calendar entry intended just for you, and with a specific date and time, is called an Appointment. An appointment involving other people is called a Meeting.

To create an Appointment for yourself (where you are not inviting other people):

1. On the calendar, in the daily or weekly view, go to the date of the appointment and double-click in the block for the starting time. In the monthly view, double-click in the day box to open the appointment window. Or double-click in date bar to go to that day's view.
   
   
   
   Result: The Appointment window opens, with the date, start, and end times entered based on your selection on the calendar. If you started from the Month view, uncheck All day event and set the desired start and end times.
2. In the Appointment window enter the Subject and Location, and set other parameters as needed. You may also change the date, start, and end times. Enter additional information in the text box at the bottom of the window (displayed when you re-open the appointment).
3. To set up a meeting with others, in the Appointment window click the icon Invite Attendees.
   
   
   
   Result: The window changes to the Meeting window.
   
   
4. In the Required field, enter the names of people to invite to the meeting; separate multiple names with semicolons.
   Use the Optional field to invite people not required to be at the meeting; use the Resources field to check the calendar for a room or other resource for the meeting.
   
   Note: Click on Required..., Optional..., or Resources... to open and search the Address Book.
5. Click the Scheduling Assistant tab to check the calendars of invitees and resources for conflicts or suggested times.
   Note: To view the calendars of other Exchange users, you must be given permission by the calendar owner.
   
   
6. You may send files as attachments by clicking the Attach File icon in the toolbar of the Appointment window.
   
   
   
7. When finished, click Send.
   
   
   Result: An email message will be sent to each person, along with any attachments. Text entered in the bottom of the window is included in the body of the email.

To create an appointment or meeting while in a different OWA function:

1. In the toolbar, click the triangle on the New icon and select New Appointment or Meeting Request.
   
   

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Edit an Appointment or Meeting

Note: You can edit only those entries which you created or have been given permission to edit.

1. Double-click on the entry.
   Result: The Appointment or Meeting window will open, where you can edit the details.

Delete an Appointment or Meeting

Note: You can delete only those entries which you created or have been given permission to delete.

1. Click the entry to select it.
2. In the toolbar, click the Delete button, .

View Other Calendars

Note: You must have permission to view another person's calendar before opening it.

1. Click in the text box Find Someone (above the OWA toolbar).
2. Type the MIT username, or the person's first and/or last name.
3. If more than one calendar matches the name you entered, you will be prompted to select which one to open.

Search the Address Book

1. To get the addresses for inviting others (including resources) to a meeting, in the Meeting window, click on the field names Required..., Optional..., or Resources... to open and search the Address Book.
2. In the Address Book window, in the search field at the top, enter the invitee's MIT username, or first or last name, or the resource name
   
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3. From the list of results, double-click the desired person or resource.
   Result: That person or resource is inserted into the intended field at the bottom of the Address Book window. You may search for and add additional names.
   
   
4. Click OK.
   Result: You are returned to the Meeting window, with the name or resource inserted into the intended field.

Built-in Help

To view OWA's built-in help, click the Help icon just above the calendar to the right. Select a topic from the table of contents in the left-hand panel.

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