How to Use FASmail Calendar

FASmail calendar is a powerful resource that allows you to manage your schedule and arrange meetings quickly and efficiently. With a single program, you can organize your whole day, receive reminders for upcoming events, show colleagues your availabilities, and receive invitations for meetings, all while synchronized to your phone. Since FASmail Calendar pulls information from a centralized scheduling system, it’s easier than ever to find the common availabilities in your team’s schedule and arrange a meeting time.

Key Features

  • Allow your colleagues to view your availability;
  • Receive meeting invites;
  • Get meeting reminders;
  • Never miss a meeting again!

See below for a variety of help guides on how to use FASmail calendars. For additional training and support, see us in person or contact us through the webform below.

 

Outlook 2013 & 2016

Accessing the FASmail Calendar

Open Outlook and click on the “Calendar” tab. There are three ways to create an event: add a “New Meeting,” “New Item,” or from the Calendar view.

WinOutlook15

 

1. “New Appointment”/”New Meeting”

Click on “New Appointment” or “New Meeting” in the “Home” tab.

WinOutlook16

 

2. “New Items”

Click on “New Items” under the “Home” tab, then “Appointment” or “Meeting.”

WinOutlook17

 

3. Calendar View

From the Calendar, right click the time-slot on the date of your event, and choose either “New Appointment” or “New Meeting Request.”

WinOutlook18

Scheduling Assistant

The Scheduling Assistant in Outlook will help you schedule meetings with other users.  Below is the Scheduling Assistant’s basic layout. Here, you can edit meeting attendees, times, and locations. To access this view, first click “New Meeting,” then go to the “Scheduling Assistant” under the “Meeting” tab.

macschedule1

 

1. Check Availabilities

You can check the availabilities of users by looking at the central panel.  As you can see, the third person is busy between 12pm and 3pm on April 23rd, 2015. The first two users have diagonal grey lines across their rows, denoting their availability.

macschedule2

 

2. Add Attendees, Locations, Times

You can add attendees and locations (i.e., book a meeting room) using the buttons at the bottom. The start and end times can be set in the same section.

macschedule3

1. View Calendars

Switch to the “Calendar” tab at the bottom of Outlook 2013.

2015-04-27_14-42-10

 

2.  Select User

Click on the “Open Calendar” button at the top, and then “From Address Book…”  This will bring up the Global Address List, where you can search for other FASmail users using the “Last Name, First Name” format.

Sharing your calendar gives the recipient access to your appointments and availabilities. As the owner of the calendar, you can grant recipients different permission levels depending on your needs and preferences.

1. Open Calendar View

Open Outlook 2013, and click on the “Calendar” tab in the bottom of the window.

2015-05-26_14-12-19

 

2. Edit Calendar Properties

Click on “Calendar Permissions” in the top menu to open Calendar Properties. The default permission level is set to “Free/Busy time,” which is used by Outlook’s scheduling assistant.

2015-05-26_14-13-36

 

3. Add Users

Click “Add” to bring up the Global Address List, where you can find a user by searching in the “Last Name, First Name” format. Click “OK” at the bottom right corner after the calendar recipients have been selected.

2015-06-22_10-40-43

 

4. Adjust Permissions

After the users have been added, you can adjust the permission level based on the table below. There are 3 main permission levels, each of which gives different access.

Owner

Users can create, read, modify, and delete all calendar events, as well as the ability to manage the other users’ permission levels for that calendar.

Editor

Users can create, read, modify, and delete all calendar events.

Reviewer

Users can only read calendar events.

 

5. Save Settings

Click “OK” to save changes and close Calendar Properties. Your recipients now have access to to your calendar.

 

Outlook 2010

To create an appointment or meeting in Outlook 2010, refer to UBC IT’s how-to guide here.

 

Mac Calendar (iCal)

Create an Appointment or Meeting

Mac Calendar will automatically sync with your FASmail once you set up your account in Mac Mail and select “Calendar” as one of the apps to be used.  See diagram below.

macmail7

 

1. Open Calendar

Open Calendar from your Dock or your Application Folder.

 

2.  Create an Event

You can create an event in one of two ways:

(a) Right click the date of the event, and then selecting “new Event”;

(b) Or click the “+” button in the top left corner, next to the “Calendars” button.

maccalendar2

 

3. Edit Event Info

You can edit the event’s name, starting time, ending time, and any other information by right clicking on the event and then “Get Info.” You can also add attendees by entering their email addresses and click the “Check Availability” button to see their schedules.

maccalendar3

Sharing your calendar gives the recipient access to your appointments and availabilities. As the owner of the calendar, you can grant recipients different permission levels depending on your needs and preferences.

 

1. Open Calendar

Open up the Calendar app from your Application folder or in the Dock.

 

2. Open Preferences

Click on “Calendar” on the top menu bar, and then “Preferences.”

Screen Shot 2015-06-15 at 10.52.59 AM

 

3. Edit Your Calendar

Select your Exchange account in the left sidebar, click “Delegation” in the top menu, then “Edit…” in the bottom right corner to manage access to your account.

Screen Shot 2015-06-05 at 4.31.10 PM

 

 

4. Add Users

Click on “+” sign to add a user.  Type in their full name and select the appropriate user from the pop-up list of suggestions.

Screen Shot 2015-06-05 at 4.31.29 PM

 

5. Customize User Access

Next to the name of the user, you can customize the user’s access level. See a description of the types below.

Read & Write

This is often called “delegate access”; users can read, create, and modify events in the calendar.

Read & Create

Users can see existing items and create new items.  However, they cannot modify existing items.

Read Only

Users can see the calendar, but cannot modify or add events.

No Access

Cannot see or modify anything on your calendar. However, they can still send you invites to meetings.

 

Screen Shot 2015-06-05 at 4.34.25 PM

 

Outlook 2016

1. Open FASmail Calendar

You can access your FASmail calendar by clicking on the “Calendar” tab in the bottom panel.  Here, you can view your schedule or create an event (i.e. appointments or meetings).

 

2. Create a Meeting

Click “Meeting” in the menu bar in order to create a new meeting. You can also review any upcoming appointments in the calendar view.

fasmail calendar - basic use - outlook 2016 - 2

 

3. Add Attendees

To invite attendees to the meeting, click “Schedule” in the menu bar and then click “Add New” under the “All Attendees” box on the right-hand side. There, you can search for meeting invitees from the UBC Directory.

fasmail calendar - basic use - outlook 2016 - 3

 

4. Edit Meeting Info

Complete the meeting information as needed, such as subject, start and end time, location, and so on. Note that you can only add rooms from the Global Address List if the room owner has made them public.

 

4. Send the Meeting Invitation

Ensured that all information has been entered correctly, then click “Send.” You will be notified via email when somebody responds to the invitation.

View Another Calendar

Click on “Open Calendar” in the top menu bar, search for the desired user, and click “OK” to view their calendar. You can find users either by searching for their names or email addresses.

fasmail calendar - basic use - outlook 2016 - 4

 

Outlook 2011

1. Open Calendar

You can access your FASmail calendar by clicking on the “Calendar” tab in the bottom-left corner.  Here, you can view your schedule or create an event (i.e. appointments or meetings).

 

2. Create a Meeting

Create a meeting by clicking on “Meeting” button in the top-left corner (see above).

meeting1

 

3. Add Attendees

Enter the names of the attendees and click on “Scheduling Assistant.” You can also find attendees by searching their full or partial names in the Global Address List.

meeting2

 

3. Edit Event Info

Set the subject, date, starting time, and duration for your event in the “New Meeting” window. You can also add rooms to the “Location” field by using the Global Address List.

Note: You can only find rooms in the Global Address List if the departmental administrator has added the room to the list.

 

4. Send the Meeting Invitation

Ensure that all the information has been entered correctly and then click “Send.”  You will be notified via email when someone responds to the invitation.

View Another Calendar

Click on “Open Calendar” in the top menu bar, search for the desired user, and click “OK” to view their calendar. You can find users either by searching in the “Last Name, First Name” format or through the Global Address List.

mac outlook 2011 view others

See the help guide developed by UBC IT for documentation on how to:

  • Interpret the Outlook Web App (OWA) layout;
  • Use the Global Address List;
  • Manage FASmail Calendar features in OWA;
  • Set up multiple calendars;
  • Schedule meetings;
  • Book a resource (room or equipment);
  • Designate availabilities in the calendar;
  • Accept meeting requests;
  • Create meeting reminders.