Information Services – IT Services

Calendars in ConnectMail

With your Calendar in Outlook or OWA, you can:

  • get automatic appointment reminders.
  • see colleagues' calendars, and share your own calendar.
  • book meetings and meeting rooms, when everyone is free: view everyone's availability before sending meeting invites.

Get started using your Calendar

To see it, open Outlook or OWA and click the Calendar button (bottom-left).

  • change the view: use the day/week/month buttons at the top.
  • add an appointment: double-click the day/time.
  • edit or view current meetings: double-click on the event in the calendar.
  • reminders: a reminder of 15 minutes is set by default. You can turn it off or set a different time interval. 
  • To hide details of personal appointments from other users, tick the Private icon (a padlock, in the top right).

Meetings and shared calendars

Set up meetings

  1. Open Outlook or OWA and click the Calendar button from the bottom-left of the screen (in the Navigation Pane) to view your calendar 
  2. Double-click on a potential day/time, and enter details for the appointment.
  3. Click Scheduling Assistant (in OWA) or Scheduling (in Outlook) to invite attendees and click OK when finished:
    1. to invite someone whose email address you know: using OWA, enter their full email address (their Kent username is not enough) into the next available empty box under your name in the Select Attendees column; using Outlook, enter their full email into in the To field (again, their Kent username is not enough).
    2. to choose a contact from the Global Address List: if using OWA,clickSelect Attendees, if using Outlook click on To... button, then click on contacts to highlight them, and click either the Required or Optionalbutton as appropriate.  
    3. if your department has set up a meeting room as a resource calendar, you can book the room too: select All Rooms, click on a room to select it and click the Resources- > button at the bottom to add it to the meeting as a resource. When you click OK to confirm all changes, it will appear in theLocation field of the meeting request.
  4. Check whether contacts are available for the meeting under Scheduling: the time and date can be adjusted using the options given to help you select a time when all contacts are free (note: you can only see availability for ConnectMail users).
  5. Click the Appointment tab to add any further details about the meeting.
  6. To send the meeting invitation to all invitees, click Send (top left part of screen).

Tracking responses: when invitees accept or decline, your calendar is updated. To check this, open the appointment and click Tracking.

To cancel meetings, open the appointment and click the Delete button on the toolbar: you are offered the option to send a meeting cancellation to all invitees.

Quick check for availability: using OWA you can quickly check somebody's availability without going into the calendar: type a username into the box (top right) and press the Enter key:  a new browser window will 'pop up', with a summary of that user's details and a snapshot of their availability that day (with the option to change the day): blocks of blue or shaded boxes indicate appointments in their calendar.

Access other calendars - including the Univeristy Diary

Using OWA:

  1. On the Calendar screen, right-click on People's Calendars and choose Add Calendar.
  2. On the Add Calendar box, click name, and select the relevant person in theAddress Book, then click OK.
  3. Click OK to the Add Calendar box.

Using Outlook:

  1. On the Calendar screen, right-click on Shared Calendars, choose Add Calendar and then Open a Shared Calendar...
  2. Click Name... and search for/select the relevant calendar.

University Diary

Search for University Diary if you want to stay up to date with events across campus.

Share your calendar

Using OWA:

  1. Click the blue Share label at the top of the Calendar screen and choose Share This Calendar.
  2. Fill in the details on the Sharing Invitation popup window then click the blueSend label.

To see who has access to your calendar, click the Share label, then choose Change Sharing Permissons.
Note: to give others permission to create or delete appointments, you need to use the Outlook programme.

Using Outlook:

  1. Click the Calendar button from the bottom-left of the screen (in the Navigation Pane) to view your calendar.
  2. Right-click on your calendar on the left and choose Properites, then Permissions.
  3. The Calendar Properties window will open with the Permissions tab selected. Click Add to add permissions for a user.
  4. The Add Users window will open. Locate the user you wish to add by searching the Global Address List and once found, highlight the user and clickAdd->. Once all users have been added, click OK.
  5. All of your users now appear in the Permissions window with 'None' set as their permission level.
  6. Select the required permissions for each user from the Permission Level: drop-down menu (Reviewer status is recommended - this allows the users view the non private contents of your calendar; they cannot add, edit or delete items).
  7. Select OK to confirm these settings.


Help people book your resources - set up a resource calendar

Do you manage any resources that are bookable? People can use Outlook to book resources like meeting rooms and equipment if you set up a shared resource calendar:

Grant access to another user: delegate

Delegate access can only be granted in Outlook (not Outlook Web Access).

To allow someone else's access

  1. Click File, then Account Settings, then Delegate Access.
  2. Click Add, select the user
  3. Click Add, and then click OK.
  4. For each folder you want the delegate to access (eg, InboxCalendar,Contacts), set the user's permissions:
    1. Reviewer: can only read items.
    2. Author: can create and read all items but cannot edit or delete.
    3. Editor: can create, read, edit, and delete all items.
      Tip: to be able to arrange meetings for you, the delegate must have editor priveleges on your Calendar folder.
      To be able to send, reply or forward mail for you, the delegate must have Editor or Author priveleges on the mailbox.
  5. If you want Outlook to send a message to the delegate outlining these permissions, tick the Automatically send a message to delegate summarizing these permissions check box.
  6. If you want the delegate to see any items that you have marked as private, tick the Delegate can see my private items check box.
  7. Click OK to return to the Options dialog box
  8. You have the option to send meeting requests and responses only to my delegate by selecting the delegate's name and ticking the checkbox below.
  9. Click OK to finish.

To access someone else's mailbox (if you have permission)

  1. Click Tools, then Account Settings.
  2. Click your Exchange Server account and then click Change.
  3. Click More Settings to open the Microsoft Exchange dialog box.
  4. Click the Advanced tab, then click Add to open the Add Mailbox dialog box.
  5. Type the owner's name and click OK.
  6. Click OK to return to the Change E-mail Account dialog box. Click Next.
  7. Click Finish to return to the Account Settings dialog box.
  8. Click Close. Outlook displays both sets of mail folders.


Add UK bank holidays

To add UK Bank Holidays to your Calendar, open Microsoft Outlook:

  1. Click File, Options, then Calendar
  2. Under Calendar Options click Add Holidays and tick United Kingdom.

Once added in Outlook, you can see them in your calendar in Outlook Web Access




IT Services, University of Kent

Contact IT Services  |  Feedback on IT Services  |  IT Regulations

Last Updated: 17/02/2015