Calendar, ToDo and Planner
Personal calendar, tasks and contacts
All browser based applications of Office 365 are available at https://portal.office.com. Log in by using your TUNI email address.
The personal calendar, tasks and contacts are a part of the Microsoft 365 service package used by the higher education community. Email, calendar, tasks and contacts can be found in the Microsoft 365 Outlook messaging service. Outlook is one of the most important tools for personal work and studies.
Outlook calendar
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.
Your free/busy calendar status is visible to all members of the higher education community. However, other users cannot see detailed information about your calendar events, unless you give them further rights.
Adding a calendar event in Outlook:
- Open the calendar and click “New Meeting”.
- In the “To” field, enter the email addresses of the attendees or find them in the address book.
- Select “Scheduling Assistant” in the top bar. On the screen, a window opens displaying the free/busy information of the selected people.
- When you find a suitable time for the meeting, select it using the mouse or select the dates and times from the dropdown menus in the bottom.
- Send the meeting invitation by clicking “Send”.
Calendar events in Outlook Web Access (OWA):
- Select “Calendar” in the program menu.
- Select “New event” in the “New” drop-down menu.
- Add the preferred people by entering their names in the “Attendees” field or by using the “+” button to search for people.
- Open the “Scheduling Assistant”. Find a suitable time, select the dates and times in the drop-down menu on the left side and click OK.
- Send the meeting invitation by clicking “Send”.
It is recommended that you request a response to your meeting invitation by choosing either “Edit the response before sending” or “Send the response now” when selecting “Accept or Decline”. If the recipient of the request selects “Do not send a response”, you as the organiser of the meeting will not know if that person intends to participate the meeting or not.
FindTime user guide
FindTime is an add-on for Outlook that assists organisers to reserve timeslots from the calendar that work for everyone The organiser can check the attendees availability and create a poll based on the attendees availability with suggestion that the attendees can vote on. When a time has been found that works for everyone, FindTime will automatically make the reservation in all the attendees calendars.
Step by step instructions on how to use FindTime:
- Open the calendar and create a new event. Add the attendees.
- In the Meeting-tab, click on the red FindTime icon with the text New Meeting Poll.
- Specify the duration of the event and select the times that you want to suggest to the attendees. FindTime will show you the availability of these users based on their Outlook-calendar.
- FindTime will now automatically create an e-mail, containing the poll and the attendees, that you have to send.
- After everyone has voted and a time has been decided, FindTime will automatically send invitations to the attendees and reserve a timeslot from their calendars.
- FindTime can also be opened while reading regular e-mails, making it easier to create a calendar event with the same people that are added to the e-mail chain. The same “New Meeting Poll” icon can be found under the Home-tab, or under the Message-tab if you have opened the e-mail in a separate window.
Default settings for making 45-minute meeting bookings in Outlook
Open Outlook and from there the Calendar view. Open File -> Options -> Calendar.
- In the Options menu, set the default meeting length to 1 hour in "Default duration of new appointments and meetings".
- Tick the "End appointments early" box.
- Set "One hour or longer" to 15 minutes.
- Press OK at the bottom of the screen to save the settings.
New meeting bookings you make now are automatically 45 minutes instead of a full hour in length.
You can also make this change in the browser version.
ToDo
ToDo is a personal task management application provided by Microsoft. You can use the to-do list as your own to-do list and it allows you to focus on completing the most important tasks. If you wish, you can also share the to-do lists you have made with colleagues.
Additional instructions for using ToDo can be found on Microsoft's website https://support.microsoft.com/fi-fi/todo
Planner
Planner is a task management application provided by Microsoft, which is well integrated with other Microsoft 365 services, such as Outlook and Teams. With the help of the tool, it is possible to create and distribute tasks to the members of the Tuni Groups group, so that tasks can be easily monitored and promoted, among other things, for working on projects. Tasks can also be created without Tuni Groups.
The tasks of the Tuni Groups group can be modified in a very versatile way, which facilitates the promotion and monitoring of the tasks. You can create as many tasks as you need, and tasks can be classified according to the current state of the task and the so-called according to the bucket, which can be used to further categorize the type of task. The image below shows an example task including all editable points.
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