Outlook Calendar for Macintosh

Microsoft Outlook 2011 is the email and calendar client that will allow you to easily access your email and calendar. Outlook 2011 is part of the Office 2011 Home and Business suite (which is installed on all college-owned computers). Outlook 2011 is not included with the Home and Student productivity suite of software some students may have purchased. Students can always use Outlook Web App (OWA) instead. Outlook 2011 was not available prior to Office 2011. If you have an older version of the Office suite for Macs, you will need to upgrade in order to get the Outlook 2011 email and calendar client.

There are many resources for learning Microsoft Outlook 2011 for the Macintosh. 

Multiple Devices

If you have multiple devices, always respond to a meeting invitation the same way otherwise, meetings may mysteriously vanish! If you run Outlook on two computers or a mobile device and accept a meeting while using one of them, don't delete the meeting request from the Inbox on the other computer. If the request is still there, accept it again. Deleting a request on one computer/device after accepting it on another computer/device can cause the meeting to disappear from your calendar.

Meeting Attendees

In Outlook, meetings are managed through email. When you are invited to a meeting, you will be notified via email. Respond to these emails; don't respond via calendar. When you respond to the emails, the email invitations "disappear" from your Inbox.

  • If you are not sure you can attend, indicate "Tentative" response.
  • If you Decline a meeting, the meeting is deleted from your calendar and you can not change your mind at a later date. 
  • Don't delete email requests.
  • Don't respond to a meeting request and NOT send email. 

Meeting Organizers

In Outlook, meetings are managed through email. As a meeting organizer, you will be notified via email when meeting attendees respond to a meeting request. Once an attendee has responded to the invitation, you can delete these emails or filter them to a different folder.

As a meeting organizer:

  • Meetings always have organizers; the organizer is the person who schedules the meeting. A delegate can schedule on behalf to someone else but an organizer can not remove him/herself from the meeting.
  • Organizers can see who is attending a meeting by using the tracking option in Outlook 2010 or by seeing responses in Outlook 2011.
  • Always send email notifications to attendees.
  • Send updates - After modifying one of your own meeting requests, remember to click the Send Update button to send the updated request to all recipients.
  • Need to cancel a meeting? Notify the people you invited by deleting the meeting from your calendar, select Send cancellation and delete meeting, and then send the cancellation to everyone you invited.
  • If you, as the meeting organizer, are ending a recurring series of meetings, open the meeting on your calendar, set a new end date, and then send an update. This keeps the past meetings on everyone’s calendars, but future occurrences after the end date are removed.
  • If you have to change meeting organizers for a recurring meeting there is no way to reassign the ownership of the meeting. The original organizer should send an update with a new end date - the past meetings remain on everyone’s calendars, but future occurrences after the end date are removed. The new meeting organizer should send a new meeting invite for meetings in the future.
  • Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.