The Calendar in Office 365

Everybody at Hanken has access to a digital calendar.The Calendar is syncronised to all devices you use your Hanken Office 365 account on.

How to create a meeting

Video and text instructions on support.office.com.

How do I see my colleagues' calendars?

  • Go to Open Calendar in the Home ribbon interface → choose from Address Book.
  • Choose the person(s), or the group whose calendar you want to see (double-click their names so they appear in the field on the bottom of the window) and press ok.
  • Depending on what calendar-specific permissions you have, you'll either see all details, only whether the person is free/unavailable, or nothing at all.
  • Please note that there are complete calendar groups in Calendar Groups. If you add one of these you get the entire group's calendars at the same time.

Private Meetings

In case you want to add a private appointment to the calendar, there's a button up to the right that looks like a lock. If you press on it, not even your closest colleagues will be able to see more than "Private Appointment".

Immutable/Basic permissions

The calendar at Hanken has these basic permissions:

  • students cannot see the staff's calendars at all.
  • the employees at Hanken can see whether you're available or not
  • everyone working in the same department can see the details of your booked meetings.

These settings cannot be changed. They will be reset if you alter them.

How do I give view permissions to others so they can see my calendar?

  • Open Microsoft Outlook and go to the calendar
  • When you want to share your calendar with someone at Hanken:
    • Right-click your calendar on the left.
    • Go to Share and Calendar Permissions.
    • Click add, choose the person you want to share your calendar with and press Ok.
    • The added person is most likely at the bottom of your list, so scroll down and select the person.
    • Find Permission Level and choose the desired level.
      • Free/Busy: can see whether you're free or unavailable.
      • Reviewer: can see calendar/event details.
      • Editor: has permissions to edit and create meetings in your calendar.
  • When you want to share your calendar with someone outside Hanken
    • Think twice if it is really necessary before doing this, as it is a work calendar after all.
    • Right-click your calendar on the left.
    • Go to Share and Share Calendar.
    • Input the recipient's email and choose permission level:
      • Availability only: The recipient can only see whether you're free or unavailable.
      • Not recommended! Limited Details: The recipient can see time, place and title of your appointments.
      • Not recommended! Full Details: The recipient can see all the details of your appointments.