Windows (Desktop App) Open Outlook (classic) If you’re using ‘New Outlook’, skip down to the OWA section. It’s very similar. Select the File tab on the ribbon. Select Account Settings > Account Settings. Select the Email tab. Make sure the correct account is highlighted, then choose Change. Choose More Settings > Advanced tab > Add. Type the shared email address, such as info@contoso.com. Choose OK > OK. Choose Next > Finish > Close. The shared mailbox should now auto-populate in the left pane. Send mail from the shared mailbox Open Outlook. Choose New Email. If you don't see the From field at the top of your message, choose Options > From. Click From in the message and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address. Choose OK. Finish typing your message and then choose Send. From now on when you want to send a message from your shared mailbox, the address will be available in your From drop-down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message. Mac Open the Outlook application. Look to the upper left after Outlook opens and click on “File” to open a menu, hover over Open, and select “Shared Mailbox” or “Shared Calendar”. Search for the mailbox or calendar by searching for the email of the user you are going to access the mailbox or calendar. Once you have selected the user go to the bottom right of the pop-up and click on “Add”.  The system will verify if your account has permissions to add the mailbox. If so, it should auto-populate in the left pane of Outlook.  Outlook Web App (OWA) Sign in to your account at Outlook.com. Right-click on Folders in the left navigation pane > choose Add shared folder or mailbox. Type the email address of the shared mailbox that you have access to > Click Add The shared mailbox should now be added to the left navigation pane, underneath Folders You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then select Remove shared folder.

You can reserve a room by adding the Location from the Outlook Room List to your meeting. Please confirm the room and timeslot are free before attempting to reserve the room. Do not attempt to edit the room calendar directly. You will get a permission denied message. Maximum number of days in advance resources can be booked = 365 Allow reservation conflicts = No Outlook (Classic) Start a New Meeting in your calendar. Select Location In the search bar, enter the name of the desired room > click the Arrow to search > double-click the desired room > click OK Verify that the desired room now appears in the Location and Required fields Fill out other meeting details then select Send. If the room is available and you have access, the request will be accepted, and the meeting will be saved to your and the room's calendar. WERC 161, WERC Atrium, and WERC Cafe reservations will always need approval by the PME Building Management team. Outlook (New) or Outlook Online Start a New Event in your calendar. In the text box, Search for a room or location; search for the desired room and click to select. You can also use Browse with Room Finder to search. You will need to search for the Building and then the rooms within. Fill out other meeting details then select Send. If the room is available and you have access, the request will be accepted, and the meeting will be saved to your and the room's calendar. WERC 161, WERC Atrium, and WERC Cafe reservations will always need approval by the PME Building Management team.

Adding a Shared Calendar You can connect an Outlook shared calendar or room calendar to your UChicago Outlook personal calendar. This lets you view the calendar and view events or check room availability. Outlook (Classic) Open the Outlook (classic) desktop app In the left pane, click the Calendar icon In the top ribbon, Select Add > From Address Book... to add a shared calendar Select Add > From Room List... to add a room calendar Search for the name of the shared calendar or room and hit Enter > double-click the room to add it > click OK Outlook (New) or Outlook Online Open the Outlook (new) desktop app or login to Outlook.com In the left pane, click the Calendar icon Click Add calendar Click Add from directory Select your email address in the next drop-down menu Search for the shared calendar or room and select it > In Add to, choose where to add the calendar (the default of Other calendars is recommended) > click Add Duplicating a Event on Classic Outlook 1. Open the calendar section of outlook on the left hand side. 2. Open the calendar of the event you want to copy. 3. Double click on the event you want to copy and it will open a pop-up window. 4. Now you will want to click on "Copy to my calendar" 5. You will see another pop-up like the one below. Select "copy the meeting" and press "OK." 6. The event should now appear on your calendar as below. (Pink is my calendar with the Copy and the greenis the calendar that the event was copied from.) Duplicating a Event on OWA and New Outlook 1. Open the calendar with the event you want to duplicate. 2. Double click on the event and a pop-up window should appear 3. Select the "Duplicate Event" in the top left of the pop-up 4. Make sure that the calendar next to the save button is the calendar you want to duplicate the event to. (In the example below you will see that smaguire@uchicago.edu is the calendar selected) 5. Now hit the "Save" button and you should see that the event is now in the calendar you desire. (In the example below the brown event is the event on the PME Event calendar and the blue event is on my calendar.)

Adding a shared or room calendar to google *Please ensure you are logged into your UChicago Google Workspace account before attempting these instructions. Calendars and events that are not public will not be visible if you are logged in with your personal Google account or if you have not yet logged into Google Workspace.* On your computer, open Google Calendar. On the left, next to “Other calendars,” click Add other calendars Subscribe to calendar. 3. In the “Add calendar” box: Enter the person's email address or the name of the shared calendar you would like to add (in the example below you can see pme events). Select a calendar from the list 4. After you request access: If the calendar isn't shared with you: The owner of the calendar gets an email that requests to give you access. If the calendar is already shared with you: In your primary calendar, on the left, it shows under "Other calendars." Copying a event to your calendar 1. Select the event you want to copy. 2. Click on the 3 vertical dots on the top right of the pop-up 3. Select "Copy to..." and then hit "Save" on the window that opens after 4. It should now be displayed on your calendar