Outlook calendar and meeting entries

Outlook calendar

All browser based applications of Office 365 are available at https://m365.cloud.microsoft . Log in by using your TUNI email address.

You can use the calendar in the browser as well as the Outlook software installed on your computer and the mobile device. You can use the calendar to send meeting invitations and attach notes or a link to an online meeting to the events.

Managing Your Own Calendar

To ensure that the meeting organizer can see participants’ available times, make sure your calendar is up to date and entries are accurate. This enables features such as the Scheduling Assistant and prevents overlapping bookings.

• Make sure that Free, Tentative, Busy, Out of Office statuses are correctly marked in your calendar entries.
• You can also mark important meetings with High importance.
• NOTE! Your free/busy status is visible to the entire university community. However, other users cannot see detailed information about your events unless you grant them broader permissions. If your unit has a policy for sharing calendar details, please follow it.
• Set the calendar entry to Private if the event contains personal information.

Share an Outlook calendar as view-only with others - Microsoft Support

Default settings for making 45-minute meetings

When creating a meeting, you can configure Outlook to automatically shorten, for example, one-hour meetings by 15 minutes. You can also make this change in the web version.

End meetings early or start late - Microsoft Support

Creating a Meeting Invitation

• Create the invitation in Outlook or Teams.
• Specify whether a response is required under Response options in the ribbon.
• Add mandatory participants to the Required field.
• Add optional participants to the Optional field. This helps participants prioritize and assists the Scheduling Assistant in finding a suitable time.
• Include the agenda and any necessary materials as attachments (you can also add/update them later).

Schedule a meeting or event in Outlook - Microsoft Support
 

Using the Scheduling Assistant

Use the scheduling feature in the top ribbon of the Outlook calendar view when you want to check participants’ availability:

• Select participants to see their free and busy times.
• Choose the best time for all required participants.

Create a Scheduling Poll in Outlook for Windows - Microsoft Support

Accepting a Meeting Invitation

It is important to respond to meeting invitations that request a reply. This helps the organizer know who will actually attend.
Note: If you select “Do not send a response,” the organizer will not see whether you accepted or declined the meeting.

Each participant should choose one of the following options:

0294 520 500
it-helpdesk [at] tuni.fi (it-helpdesk[at]tuni[dot]fi) 
helpdesk.tuni.fi