The instructions below include information on reserving a room or resource through its shared calendar. If you would like to have a room set up as an Exchange resource so that it can be scheduled into a meeting invitation, please submit a Help request.

Outlook 2007/2010 for Windows

Accessing the Calendar
  1. Open Outlook and switch to the Calendar.
    Calendar
  2. Open the shared calendar.
    • In Outlook 2010, click the Open Calendar button located in the Home menu and select Open Shared CalendarOpen Shared Calendar
    • In Outlook 2007, click Open Calendar and then click Open Shared Calendar.
  3. Search for the Exchange account associated with the calendar by entering information in the Name field or by clicking the Name button to open the Address Book and search. In the Select Name window that appears, choose the account you are looking for and click OK.
  4. Click OK in the Open a Shared Calendar window.
  5. Your new calendar should appear in a different color next to your personal calendar. If an error appears, you may need to contact the account administrator to verify that you have access to the calendar.
Adding an Appointment
  1. In Outlook’s Calendar screen, be sure that calendar you would like to edit is visible.
  2. Either double-click on the day you would like to add an appointment or click the Appointment button that is located in the Home menu while the shared calendar is selected. To select a calendar, click on the calendar’s label tab — a selected calendar’s title will be bold.
    Label
  3. Enter the Subject and Location for your appointment and choose a time with the Start time and End time fields. You may also add more information about the appointment with the main text area.
  4. Verify that the appointment will be saved to the correct calendar by checking the In Shared Folder label in the bottom-right corner.
    In Shared Folder
  5. When your appointment options are set, click Save & Close.

Outlook 2011 for Mac

Accessing a Calendar
    1. Open Outlook and switch to the Calendar.

Calendar

  1. Click the Open Calendar button that is located in the Home menu.
    Home
  2. Search for the Exchange account associated with the calendar by entering information in the User field or by clicking the Select User button. In the Select User window that appears, choose the account you are looking for and click Select.
  3. After a few seconds, both windows should close and your shared calendar will be added in the left pane beneath your personal calendars. If an error appears, you may need to contact the account administrator to verify that you have access to the calendar.
Adding an Appointment
  1. In Outlook’s Calendar screen, be sure that the calendar you would like to edit is selected. Select a calendar by clicking it in the left pane.
    Select Calendar
  2. Either double-click on the day you would like to add an appointment or click the Appointment button that is located in the Home menu.
  3. Enter the Subject and Location for your appointment and choose a time with the Starts and Ends fields. You may also add more information about the appointment with the main text area.
  4. When your appointment options are set, click Save & Close.

Outlook Web Access

Accessing the Calendar

The optimal number of features are available when using Outlook Web Access with Microsoft Internet Explorer 7 or higher. Other browsers offer similar, but more limited, performance.

  1. Visit xmail.bu.edu and log in.
  2. If you have complete access to the account of the shared calendar, you may click on your name located in the upper-right corner to search for and access the account. If you only have access to the calendar portion of the account, you will need to use the following URL format in Internet Explorer’s address bar: https://xmail.bu.edu/owa/<bu-login-name>@bu.edu/?cmd=contents&module=calendar

    Replace the <bu-login-name> portion of the URL and press enter to access the calendar. If you are asked to set language and accessibility settings for this account, you must have the account owner/administrator access xmail.bu.edu to set it up before you are able to use the share calendar.
Adding an Appointment
  1. In Outlook’s Calendar screen, be sure that calendar you would like to edit is visible.
  2. Either double-click on the day you would like to add an appointment or select Appointment from the New drop-down menu.
    shared-owa1
  3. Enter the Subject and Location for your appointment and choose a time with the Start time and End time fields. You may also add more information about the appointment with the main text area.
  4. When your appointment options are set, click Save & Close.

If you have trouble accessing a shared calendar, please contact us.