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How to use the Outlook calendar

Outlook calendar (Office 365) guides are available here.

Guides – Outlook (Office 365) for PC

Outlook for PC

Outlook for Mac

How to share your calendar with people outside AU

If you need to share your calendar with people who are not employed at AU, please contact your local IT support team. Contact information is available in the column to the right.  

Open/closed calendar

It has been decided that the calendars of all employees in the shared email and calendar system, as a general rule, should be open. The calendar setup for all employees ensures that calendars are open (with some restrictions).

This means that all members of staff can see the following: 

  • In Outlook 2016:
    • The time and place of the meeting/appointment as well as the subject line.
    • It is not possible to view the content of the appointment, the list of participants and/or any attachments.
    • If you do not want others to be able to see a specific meeting/appointment, you should mark it as ‘private’.
  • In Outlook 2016 for Mac:
    • Time of the meeting/appointment (can only be seen under the section ‘Scheduling Assistant’ in the meeting invitation).
    • It is not possible to view the content of the appointment, the list of participants and/or any attachments.
    • If you do not want others to be able to see a specific meeting/appointment, you should mark it as ‘private’. 

The individual employee can make adjustments to these rights, add a substitute etc.

Resources (rooms, equipment etc.) in the calendar

Resources at AU means rooms, equipment, cars etc. These resources can be booked in the Outlook calendar. 

  • Resources are used exclusively for calendar management/booking.
  • All employees at AU can book resources. As a result, the specific units do not have their "own" rooms.
  • There may be restrictions regarding the use of these resources – these are managed based on the organisational structure. In other words: "you can reserve the car, but this does not necessarily mean that you will be given the car keys."
  • Costs may be associated with the use of resources. These are managed outside the shared email and calendar system.
  • All resources are named according to the same standard.

In exceptional cases, an exemption from these rules may be granted. Contact your local IT support team regarding this.

What does the role of resource owner entail?

All resources in the Exchange calendar must have an owner. The resource owner will be assigned the role of "Owner" (which means that this person can create, read, change and delete all items and files, etc.) in the shared email and calendar system – Exchange.

  • The resource owner is responsible for ensuring that information about the resource is correct
  • The resource owner can make changes to other people's resource reservations
  • The resource owner has the formal right to reserve the specific resource on behalf of others – even though this conflicts with the general practice that each employee is directly responsible for reserving resources
  • The resource owners can delegate, i.e. they can give other employees the right to reserve resources and send out meeting invitations on behalf of others
  • Such delegations are a personally assigned privilege and not linked to particular resources
  • Delegation is quite normal in a manager/secretary relationship
  • It is also possible to follow the practice that a particular person or group books meetings for an entire unit. In this case, all people in the unit then delegate this privilege to the given person or group.

Useful information

Revised 21.07.2023
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Rasmus Stensgaard