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Introduction to Outlook 2010 Calendar

Calendar is the calendar and scheduling component of Outlook that is fully integrated with email, contacts, and other features.

Introduction to Outlook 2010 Calendar

To display the calendar click on Calendar in the navigation pane (at the bottom left of the Outlook window). [When you've finished, click on Mail to return to e-mail etc.]

You can change the display of the calendar with the DayWork Week (5-day week), Week(7-day week), and Month buttons on the Home tab. Week or Work week seem to be best for most screen sizes. The Month button offers different levels of detail.

You can move about the calendar using the Next and Previous arrow buttons. There is also a Today button on the Home tab, and a View Date button which lets you select a date to display.


Creating a New Appointment

Click the New Appointment button or press Ctrl+N to create an appointment to indicate when you are busy. 

 Screen image: Appointment.

Use the Subject area to give the appointment a title - what is it that you will be doing? UseStart time and date and End time and date to specify when the appointment starts and ends. Optional if you want to enter Location plus any additional notes within the text box area.

In the Appointment tab, in the Options group, the Show As status defaults to Busy, but the other options are Out of OfficeTentative, or Free. You might use "Free" to remind yourself when something is going to happen, even though you won't personally be attending. Set the Status as appropriate.

Reminder defaults to 15 minutes before the appointment and will give you a reminder at the specified time. Amend this as required (scroll up for None).

There is a Private button in the Tags group, which you may wish to use if you choose to share your calendar details with others but you want the details of this appointment to be

 Screen image: Private button.

Make any other settings required and click Save & Close to create the appointment.

Note that you can have multiple events at the same or overlapping times. You will get a warning if there are overlapping appointments not marked as Free.

New Appointment - All Day Events

Either right-click in the all day area at the top of a particular day and select New All Day Event or create an appointment as above and select the All day event checkbox (after Start time). This is very like an Appointment, but it lasts for one or more whole days.

Note that the Status defaults to Free. Set it as required.

You could use this with a Show As of "Out of Office" for your holidays, or with a status of "Busy" or "Free" as appropriate for conferences and open days (depending on whether you will attend).

Make any other settings required and click Save & Close to create the all day event.

New Appointment - Recurrence Setting

Quite often you will have appointments (and perhaps all day events) which regularly repeat. You do not have to create a new appointment for each occurrence, you can set these up in one go using the Recurrence button on the appointment (or all day event).

The Recurrence button will give you common options such as Once onlyEvery WednesdayDay 18 of Every MonthEvery 18 MayEvery Day, and Custom. (These examples were for an appointment created on Wednesday 18 May.) The Custom option gives you further options:

Screen image: Appointment Recurrence.

Recurrence pattern can be set to DailyWeeklyMonthly, or Yearly.

For all options you can specify the End by date, or End after so many occurences, or leave at at No end date for it to continue indefinitely).

For Weekly you can specify Recur every so many (defaults to 1) weeks. Leave it at 1 for every week, set it to 2 for every two weeks, etc. Similar options exist for Daily and Monthly (every 3 months would be once a quarter, etc.).

For Weekly you can specify one or more than one weekday (with Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday checkboxes).

Screen image: Recurrence pattern Monthly.

With Monthly you can specify a particular Day date like the 9th. Alternatively, you can specify the FirstSecondThirdFourth, or Last and then choose from Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, or Day, or Weekday, or Weekend day. Thus you can have the appointment being the Third Tuesday in the month, or the First weekday.

Note that as well as having recurring appointments, you can have recurring meetings (which involve other people) - you can invite a group of people to a recurring meeting such as a committee meeting, e.g. once a month. See Organising a Meeting for details of meetings.

New Appointment - Managing Recurring Appointments and Meetings

If you open a recurring appointment or a recurring meeting in the calendar, you will be asked Do you want to open only the occurrence or the series?

Screen image: Open Recurring Item.

Choose Open the Series and click OK to open the series.

Click on the Recurrence button to change the rules of the recurrence for the entire series.

For example, here you could set the End date for the series.

As another example, if in the Action group you click the Delete button, you will remove every occurrence of this repeating event (including those in the past).

New Appointment - Changing One Single Appointment in the Series

If you double-click on an occurrence of a recurring meeting or appointment in the calendar, choose Open this occurrence and click OK, you will open up that single occurrence and not the entire series.

If you make any changes here they apply to just this once occurrence of the series. For example if you click the Delete button, you will remove just this one repeating event - the others will stay in place. Note that you can change the time and / or date of this once occurrence.

Calendar Permissions

Below you can see the various permissions available for others to see your calendars.

Default settings allow students and staff to see your calendar as Free/Busy.

Changing the permissions to Free/Busy time, Subject, Location will generate the view below. (meeting organisers will be visible for your calendar, hidden here for privacy). This view does not allow viewers to click on appointments and see details such as notes and attachments.

Changing permissions to Full Details will allow viewers to see Free/Busy time, Subject, Location  AND click into any calendar entry to see notes, review or download attachments etc.

Changing permissions for an individual or group to None will deny them access to seeing anything.

Access your Calendar Permissions

To access your calendar permissions, go to your Outlook calendar, click the Home tab, and select Calendar permissions from the ribbon, to the right of the various calendar icons. Calendar properties will open as a separate window. Click the Permissions tab. Here you can amend any permissions you choose.

As an example, you may want to completely block students from viewing any content including Free/Busy. To do this you need to modify the group permissions for “All.student” and give them the permissions “none” which is the same as anonymous (similar to how this was configured prior to the change of student email).

As a second example, you may wish for all students AND all staff to have complete access to all your calendar details including free/busy, subjects and locations. In this case you would modify the group permissions for “default” to “Free/Busy time, subject, location” from the permission levels available.

You can change the permissions you give to a person or a group. Let’s say you want to give access to everything, including all details and notes of an appointment and any attachments, to John Doe. Find John Doe in your list of names and change the permission level to Full Details. Or if John Doe is not in the named list for your calendars, then click the add button and follow the process to add John Doe, then change his permission level as desired.

Recommended Settings

We recommend the following settings, but you are free to utilise them in whatever way works best for you.


Permission Level




No visibility to the calendar



Can see when you are available; no details of meetings

Your Dept

Full Details

Calendar appointments with access to details, attachments etc. No visibility of individual appointments marked Private



No visibility to the calendar

More Information

More information can be found by following the links below:

Internal pages:

Sharing email/calendar folders in Outlook 2010


Share an Outlook calendar with other people


For additional help, please email