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
The utility FindTime that was in Outlook has been removed and Microsoft has replaced it with a schedule query. Below is a link to Microsoft's instructions:
Create a Scheduling Poll - Microsoft Support
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.
Share your Outlook calendar securely
1. Open Outlook and go to the calendar
- Open Outlook and select the Calendar view
2. Select the calendar you want to share
- If you have multiple calendars, select the calendar you want to share.
- Click the name of the calendar, and then click Share calendar.
3. Select the people you want to share
- To add people, choose from address book or enter their email addresses.
4. Configure the permission level securely
In Outlook Calendar, you can specify how much information you share. Secure calendar sharing depends on the permission level you choose. Permission levels include:
- External Parties: Only available/busy: People can see if you're available or busy at certain times, but can't see meeting titles or details. This is the safest option.
- Internal: Headings and times: People can see appointment titles and schedules, but not more details. This is a slightly more open option, but still retains most privacy.
- All details: People can see all appointments and meeting details. This option is riskier because all information is publicly shareable.
- Edit permissions: The user can add or edit calendar events. This gives full control over the calendar and is safe to share only with people you trust.
Only after careful consideration
5. Check and update your sharing settings regularly
- Check your sharing settings regularly to make sure your permissions are up to date and your security is maintained.
- If someone leaves the organization, remove their calendar permissions immediately.
7. Do not share personal or sensitive information through the calendar
- Make sure you don't add personal or sensitive information to calendar events. Mark your calendar as "Private" if it's an event that contains personal information.
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 Teams workspace, so that tasks can be easily monitored and promoted, among other things, for working on projects. Tasks can also be created without Teams workspace.
The tasks of the Teams workspace 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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