Manage your School Calendars

Contact

Katie Haslam
School Support
katie.haslam@slcschools.org
801.578.8350

Andy Shaffer
Communication Specialist
andy.shaffer@slcschools.org
801.578.8271

This tutorial will walk you through managing events on your school calendar. You will not be able to edit school calendar events unless you have been given permission to do so. You can request events to be added to the school calendar, which you can learn how to do in the tutorial called “Request an Event on a School Calendar”.

Before you get started, be sure that you've already added the school calendar that you are managing to your outlook account. If you need help doing this please complete the "View a School Calendar in Outlook" tutorial first. This tutorial will cover three items, managing general events and/or room reservations on your own and approving room reservations requested by others.

To get started, first determine what version of Outlook you are using. If you are logging into Outlook through the district website, follow the instructions under the Outlook Web App. If you are running an installed version of Outlook on your desktop or laptop computer, you can find the version that you are using by going to your Start Menu > All Programs > Microsoft Office, and there you will see if you have 2007 or 2010 installed. Follow the instructions below for the version of Outlook you are using.

Note: If you’re using a laptop computer, you must be connected to the district or school network to use the Outlook 2007 or 2010 desktop applications. If you are not able to do that or you are away from the district or school, you must use the Outlook Web App here (https://mail.slcschools.org/owa).

Quick Menu:

 

Managing General Events - Outlook Web App

IMPORTANT: When you log into the Outlook Web App, be sure to login WITHOUT the light version check box marked.
Be sure to log into Outlook Web App WITHOUT the light version check box marked.

  1. Open the Calendar area in Outlook by clicking Calendar in the lower left corner.
    Open the Calendar area in Outlook by clicking Calendar in the lower left corner.
  2. Turn on the school calendar from the calendar list on the left by checking the box next to the calendar name.
    Turn on the school calendar from the calendar list
  3. Click on the school calendar tab so that you can add an event to the school calendar. You may also want to turn off your personal calendar so that you can view more of the school calendar.
    Click on the school calendar tab so that you can add an event to the school calendar.
  4. Click the New dropdown arrow and select Appointment from the list. You may also double click in the calendar its self to create a new event at that particular day/time.
    Click the New dropdown arrow and select Appointment from the list.or You may also double click in the calendar
  5. The new appointment window will open. Fill it out completely and double check the start and end dates and times. If your reserving a room, please put the room name in the Location box. Once you have all the event information set, click Save and Close at the top left of the window. For more information about the other features that are available, visit http://help.outlook.com/en-us/140/ms.exch.owap.calendarpremium.aspx. Remember to use proper English and to double check your spelling. This is going live on the web
    The new appointment window will open.
  6. The event has been saved to the school calendar and automatically added to the website. You can edit the event by double clicking on the event from the main calendar view. To delete the event, click it once to select it, then click the delete key.
    The event has been saved to the school calendar and automatically added to the website.

 

Approving Room Reservations - Outlook Web App

  1. When someone requests a room reservation or an event to be added to the school calendar, all members of your school calendar moderation group will receive an email. Double click on the request email to open it.
  2. This email will contain the details of the event request and will give you three options on how to proceed with the event. Before Accepting or Declining the request, you can go directly to your calendar to see if the request conflicts with any other events that are already in your calendar by clicking on the calendar icon to the left of the email. Pay close attention to the location of the event to see what room or facility has been requested.
    Double click on the request email to open it
  3. Approval: If there was no conflict with the event request, go back to your email and click the Green Approve Check.
  4. Tentative: If you aren’t sure just yet on approving or declining the event request, you can go back to your email and click the Purple Tentative Question Mark to add the event to the calendar in a tentative state. When you make a decision on the event, go to your calendar and open up the event to approve or decline it.
  5. Decline: If there was a conflict with the event request, go back to your email and click the Red Decline X.

 

Managing General Events - Outlook 2010

  1. Turn on the school calendar from the calendar list on the left by checking the box next to the calendar name. Click on the school calendar tab so that you can add an event to the school calendar. You may also want to turn off your personal calendar so that you can view more of the school calendar.
    Turn on the school calendar from the calendar list on the left by checking the box next to the calendar name
  2. Click the New Appointment button. You may also double click in the calendar itself to create a new event at that particular day/time.
    Click the New Appointment button.
  3. The new appointment window will open. Enter the event title in the Subject field. Enter the room or facility in the Location field. This is very important if you are trying to reserve a room. Make sure the time and date are correct and add any description or additional information about your event in the notes area below. Review everything is correct and click Save & Close at the top left of the window. For more information about other features that are available like recurring events and more, visit http://help.outlook.com/en-us/140/ms.exch.owap.calendarpremium.aspx.
    The new appointment window will open.
  4. The event has been saved to the school calendar and automatically added to the website. You can edit the event by double clicking on the event from the main calendar view. To delete the event, click it once to select it, then click the delete key.
    The event has been saved to the school calendar and automatically added to the website.

 

Approving Room Reservations - Outlook 2010

  1. When someone requests a room reservation or an event to be added to the school calendar, all members of your school calendar moderation group will receive an email. Double click on the request email to open it.
  2. This email will contain the details of the event request and will give you four options on how to proceed with the event. Before Accepting or Declining the request, you can go directly to your calendar to see if the request conflicts with any other events that are already in your calendar by clicking on the calendar button at the top of the email. Pay close attention to the location of the event to see what room or facility has been requested.
    This email will contain the details of the event request and will give you four options on how to proceed with the event.
  3. Approval: If there was no conflict with the event request, go back to your email and click the Green Accept Check.
  4. Tentative: If you aren’t sure just yet on approving or declining the event request, you can go back to your email and click the Purple Tentative Question Mark to add the event to the calendar in a tentative state. When you make a decision on the event, go to your calendar and open up the event to approve or decline it.
  5. Decline: If there was a conflict with the event request, go back to your email and click the Red Decline X.
  6. Propose New Time: You can use this option to assign a different day or time for the requested event. When you propose a new meeting time, an email message is sent to the requesting party. This message includes your meeting request response — accept, tentative, or decline. By default, when you propose a new time, your meeting request response is tentative.

 

Managing General Events - Outlook 2007

NOTICE: Our system no longer works with Outlook 2007. To manage general events and room reservations on your department, school, or program's calendar, please contact the IT Help Desk at 801.578.8224 and request that Outlook 2010 be installed on your machine. Alternatively, you can always use the Web App instructions as well.

 

Approving Room Reservations - Outlook 2007

NOTICE: Our system no longer works with Outlook 2007. To manage general events and room reservations on your department, school, or program's calendar, please contact the IT Help Desk at 801.578.8224 and request that Outlook 2010 be installed on your machine. Alternatively, you can always use the Web App instructions as well.

 

 

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This page was last modified April 30, 2012