Using Outlook Shared Calendars--Creating the School Calendar

Using the Shared Calendar permits us to keep all the staff up-to-date AND to avoid having to edit the website/public calendar separately. 

NOTE:  These instructions are for users of the CLIENT version of Outlook.  While this is supposed to all work from the web access, it was unreliable.  We recommend setting up the Client on your classroom computer.  Instructions are available here: http://north.sd41.bc.ca/wp-content/uploads/2017/04/Setting-up-Outlook-on-your-PC.pdf

Accessing a Shared Calendar

A Sharing Invitation email is normally sent to all the users of the calendar. To join the Shared Calendar, select and click on the “Open this Calendar” icon located on the top left of the email.   If you previously had access, you still do and would likely not have received another invitation.

Viewing Shared Calendar

To view the Calendar, select the calendar  icon on the bottom left corner of Outlook or the word “Calendar” (depending on your settings).  In the WebApp, the link is at the top right of the window.

The Shared Calendars section should be checked. In this section, it will show the the name of all the shared calendars available. Check the boxes if the flags are missing. The school calendar will be called “Jennifer Cowley – BNS School Calendar”.

The Shared Calendar will be visible on your screen as shown below (in green in the picture below). To increase the viewing size of the shared calendar, uncheck the default calendar for your account as indicated below.

Adding New Item

All calendar items which apply to teachers, parents, and students should be added as MEETINGS so the online calendar will reflect all changes.

To add a meeting, open the calendar and click on the day you wish to update. Select the “New Meeting” from the menu bar OR right-click on your mouse and select “New Meeting” in the pop-up box (see pictures).

 

NOTE:  If you need to add an administrative event that is only for staff (e.g. end of term, fire drills), add it as an APPOINTMENT, not a meeting, to keep it off of the public/online calendar.

Complete the required (*) details of the Meeting.

1. *TO: [e-mail] (THIS IS REQUIRED TO UPDATE THE ONLINE CALENDAR).
2. *SUBJECT: Title of your Event
3. LOCATION: OPTIONAL
4. *START/END TIME: Verify that the date is correct.
   1. If the event happens at a specific time only (like lunch or committee meetings), enter the specific times so the agenda view will show events in the correct order.
   2. If the event is an all day event (like Tutorial Day, or Freedom to Read Week), click the “All day event” box.
   3. If the event extends over a few days, adjust the “End time” of the event to the corresponding new date.

Once the event’s information is completed, select “Save & Close” button.

Scheduling Recurring Events

 From the meeting window (as above) click the “Recurrence” icon.

In the new dialog box that appears, fill in the sections under "Appointment Time," "Recurrence Pattern" and "Range of Recurrence."

Click "OK" and continue filling in your event details as you would normally.

Editing a Meeting

To reschedule an event to a different day, double-click the item to open the details window.   Change the dates/times as needed and click “Send Update”.  This will send a copy of the updated info to the online calendar and correct the event there as well.

Deleting Event

To delete an event, find and select the event in the calendar. Press the “Delete” key on the keyboard OR right-click on the mouse and select the “Delete” option.

The meeting details window will open.  Click the “Send Cancellation” button.  This will also cancel the event in the online calendar.