This article covers:

How to Access your Calendar

Inviting Others to a Meeeting

Adding Extra Calendars

Working with Shared and Group Calendars

 If you need to know how to share a calendar with another user, please see How to Share a Calendar

Accessing your Calendar Directly

Go to and sign in with your HET username and password. You will be taken straight to the calendar page.


Accessing your Calendar from the main login

Open your web browser and go to Sign in with your Office 365 username and password.

Click the grid at the top left hand side of your screen, and then click "Outlook".

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Once the page for email has loaded, click the highlighted icon below, select "calendar" and then expand the pop up box that appears on the right hand side.

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 This will take you to your own calendar, which you will see on the main display, along with a day/week selector on the left hand side.

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To add an event, there are 2 options, you can click "New Event" at the top, or you can select the day of your appointment on the left hand side, and double click the desired time on your calendar. Both options will take you to the same place, so use whichever you feel most comfortable with. You will be taken to the following screen.

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From here you can give your event or appointment a title, add a location, set a date and time, and add a reminder so you don't forget. There is also a text box to put in any additional details, or links that you might need.

To finish, simply click save to finalise. You can come back and change anything at any time simply by double clicking on the meeting in your calendar.


Inviting Others to your Meeting

From this same screen, you can also invite others if you need to. Sending users an invite to a meeting will automatically add it to their calendars, and send them an email prompting them to confirm or decline their attendance. You will receive an email with their response.

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Typing their name into the box will bring up a list of suggestions, you do not need to know the exact email address of a user inside your organisation. If you know their email address, you can also use this box to invite external users.

If a user is within your organisation, adding them to the list will bring up their schedule, so you can check for possible conflicts before you send out the meeting, without having to leave the page to manually check.


 Adding Extra Calendars

You can add extra calendars into your calendar so you can view all your appointment information in one place; for example a colleagues calendar that they have shared with you, a personal calendar from Hotmail, Live, MSN or Google or even just an extra blank calendar that you can populate with a certain category of information that you might want to be able to manage separately from your main calendar.

N.B. If a calendar has been shared with you by someone, you most likely will have received an e-mail invitation which lets you easily add the calendar by clicking on the link in the e-mail. However, you can follow the process below if you have not received that e-mail or want to re-add a shared calendar that you have previously removed.

To add an extra calendar:


Click on Add Calendar, which you will find just above My Calendars in the left hand side navigation pane add a calendar 01
To add a calendar from your personal Microsoft (e.g. Hotmail, Live) or Google account click Add personal calendars, select whether it is a Microsoft or Google personal calendar and then complete the wizard to add the calendar add a calendar 02

To add a new blank calendar that you can then tailor to your own requirements, click Create blank calendar

Name your calendar, select a colour, charm and choose which group to add the calendar to. Click Save

Why might you add a blank calendar? 

You can then share this calendar with other users. You can overlay this calendar's information on your main calendar, while only sharing this specific calendar and not your main calendar.

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To add a calendar from the directory click Add from Directory

Type the name of the person, group or resource that you want to view the calendar for.

Choose what group to add the calndar to and click Add

By default you will only have view permissionto free/busy information. A calendar will have to have been shared specifically with you by someone and for them to have given you extra permission to see apponitment details, for example.

N.B. If a calendar has been shared with you by someone, you will have received an e-mail invitation which lets you easily add the calendar by clicking on the link in the e-mail.

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Working with Shared and Group Calendars

In addition to your own personal calendar, you might also have Shared Calendars and Group Calendars that you can view in Outlook. For example, another person may have shared their calendar with you so you can see their schedule; or the  company may have created a Company Events calendar, for example, and shared that with all members of staff. In addition to this you may also have Group Calendars, which are basic calendars that have been created automatically for each Team. You will see the Group Calendar for any Team that you are a member of (e.g. Staff Team).

To see the contents of these calendars, just tick the circle beside the calendar name. Any events for that calendar will have the same colour as the colour of the circle beside the name of the calendar, as shown below.

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Whetehr you can add, edit or delete appointments from shared calendars wil depend on the permissions you have been granted by the person sharing the calendar with you. If you have been given edit permission, then you will be able to add and edit events in exactly the same way as described above for your personal calendars. However, please note that when adding an event YOU MUST FIRST SELECT THE CALENDAR that event relates to, using the drop down list in the top right corner of the new event window, as shown below.

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Once you have selected the Calendar that you want to add the event to, just go ahead and create the event, invite any attendess etc. as normal.

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