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Illinois State University

Adding Events to Your Calendar in Office 365

This article reviews how to create an event, such as an appointment or meeting, in the Illinois State University Office 365 Calendar app. Also discussed will be how to add people (attendees) to the event, how to edit your event, and how to cancel your event.

Office 365 Email/Calendar

Illinois State University’s Office 365 Email and Calendar can be accessed through the Office 365 online Mail and Calendar apps, via an email client (such as Microsoft Outlook or Mozilla Thunderbird), as well on mobile devices. This article focuses on the use of the online Calendar app.

The Office 365 Calendar app lets you create and track appointments and meetings. You can add events to your Office 365 Calendar, such as a personal appointment, birthday, or meeting, and you can also invite others to the event.

Important: If you add a personal appointment, and you do not wish for anyone you share your calendar with to see that appointment, be sure to mark it as “Private” by checking the box next to “Private.”

To Add an Event to Your Office 365 Calendar

  1. Go to Office365.IllinoisState.edu, log in, and launch the Office 365 Calendar app.

  2. Click [New] at the top of the window above your calendar, or double-click the [calendar] to open a new calendar item.

  3. The Details page will open.

  4. In the first field, add a title for the event. The title of the event is what you see on your calendar.

  5. If you need to add a physical location to for the event, you may do so in the field labeled Add a location or a room. If not, you may skip this step.

    • You may type a location directly into the field, or you may select a room from the options that appear after you have clicked in the field. If the location you want is not on the list, you may select [Add room] at the bottom of the list, which will allow you to select the building you want in order to view a list of rooms available in the building.
  6. Click on [Show manual time picker] and click the [arrows] in the date and time fields under “Start and End” to select the start date and time, and the end date and time, for the event.

    • You may put a check mark in the box next to “All Day” to indicate that the event lasts all day. This disables the start time and end time menus.
  7. Important: To hide the details of the event from those with whom you’ve shared your Office 365 Calendar, put a check mark in the box next to [Private].

  8. If you want to create a recurring event, click the [arrow] beneath “Repeat” to select the appropriate option from the drop-down menu. Then choose a date range in the From and To fields during which the recurring event will appear on your calendar.

    • For example, if you have an event that recurs every day at 3:00 pm, you could select “Every day” and specify a To: date of None. This would result in the same event appearing on your calendar every day at that time.
  9. The “Reminder” option allows you to specify when Office 365 should notify you that you have an upcoming event.

    • For example, if you select 15 minutes, then Office 365 will notify you 15 minutes prior to the start of the event. This notification will appear as a pop-up if you are logged into Office 365 at the appropriate time. If you have added the Office 365 calendar to your phone, the notification will appear on your phone as well.
  10. Click [Add an email reminder] to have Office 365 send you an email notification before the event starts.

  11. Use the Show as field to select how you would like your availability to appear during this event.

  • Important: The default status when adding an event is “Busy”.
  1. Use the text box at the bottom of the Details page to enter additional information about the event.
  2. Click [Send] and the event will be added to your Office 365 Calendar.

Adding People to an Event

Students please note: If you are inviting an instructor and/or professor to a meeting, remember to review their advertised office hours and be courteous of their time.

To add an attendee to a meeting:

  1. Create an event, as described above.
  2. Use the People section on the right to “add or invite” people.
  3. Begin typing the attendees name in the Add people field. If the person does not appear, click the [+] icon and the My Contacts window will open up. Select any contact(s) you would like to invite to the event.
  4. Click [Send].

After you complete the event and send it, your attendees will receive an email, which includes buttons they can use to accept or decline your invitation.

Edit an Event

You may edit an event after you have created it.

To edit an event you have previously created:

  1. Go to Office365.IllinoisState.edu, log in, and launch the Calendar app.

  2. Click on the event in “Calendar” and select [Edit] from the pop-up window that appears with the event details.

  3. Make any changes you wish to make to the event.

  4. Click [Send] when you have finished with your edits.

Event attendees, as well as yourself, will receive an email with the updated event invitation.

Cancel an Event

You may cancel an event after you have created it.

To cancel an event you have previously created:

  1. Go to Office365.IllinoisState.edu, log in, and launch the Calendar app.
  2. For more information, refer to 641: How to Launch Apps in Office 365.
  3. Click on the event in “Calendar” and select [Cancel] from the pop-up window that appears with the event details.
  4. Select one of the following:
    • Select [Edit the cancellation before sending] if you want to enter details about the reason for cancellation for the event attendees benefit.
    • Select [Send the cancellation now] to send the cancellation notice without entering any additional details.

Event attendees, as well as yourself, will receive an email notification of the event cancellation.

Additional information

To track the status of your attendees’ responses, double-click the [calendar event], and refer to the Attendees on the right side of the page.

To remove an attendee, click the [X] to the right of their name.

How to Get Help

If you need any further assistance, please contact the Technology Support Center by phone (309) 438-4357, or by email at SupportCenter@IllinoisState.edu.

See Also: