Setting calendar preferences

Customize your calendar by setting your office hours, meeting invitations, and time zone information. Set any calendar defaults you want for new entries, such as entry type, anniversary repeat duration, and appointment and meeting duration. For time zone selections in new entries to take effect, you must first set your time zone preferences on this same page.

About this task

Customize your calendar settings with preferences.


Set your calendar preferences according to the instructions in this table.
Table 1. Calendar preferences
Task Procedure
Enable busytime details to determine who can see your schedule information and what exactly they can see. This information allows others to see when you are available when they schedule meetings to which you are invited. If you have not given someone access to your schedule information, the schedule shows "Info Restricted" for your details when that person schedules a meeting. Click Preferences > Delegation > Schedule.
  • Under Who can see your schedule information, you can specify that no one or everyone can see your schedule information, or you can select people by name.
  • Under What schedule information they can see, you can specify that everyone can see detailed schedule information, only your availability, or you can allow selected people to see calendar details.
Customize how you handle meeting invitations. Click Preferences > Calendar, and select any of the following:
  • The preference Display new (unprocessed) notices is enabled by default. This means that meeting invitations appear on your calendar (all views) before you have responded to them. To take action on the invitation, open it from the calendar. To disable this preference, click Display and uncheckDisplay new (unprocessed) notices.
  • To automatically apply all update notice changes to meeting entries for invitations you accept, click Display and select Automatically process meeting updates and apply changes to meetings.
  • To set up automatic processing of meeting invitations, click Autoprocess, and click Enable automatic responses to meeting invitations. You can then configure how you want to respond to meeting invitations.
Use calendar scheduling preferences to set up your normal office hours, which indicates to others when you are generally available for meetings. Click Preferences > Calendar > Scheduling. In the Availability section, select the days you normally work and the hours you normally work on those days.
Note: If you cannot clear the selection of any day Monday through Friday or cannot select Saturday or Sunday, then your administrator has enforced a five-day, Monday through Friday work week, with Saturday and Sunday designated as non-work weekend days.
Set up your meeting invitations so that when you create one, it will be automatically populated with your conference call number and pass code. Click Preferences > Calendar > Meeting, and specify your conference call information.
By default, the calendar displays appointments and meetings in your current time zone. You can set a Calendar preference to display a time zone other than your local one in all views of your calendar. You can also display a second time zone on your calendar. For example, if you work in Boston, Massachusetts (Eastern time zone), but regularly meet with people in Spain (Western / Central Europe time zone), you can display both time zones on your calendar. Click Preferences > Calendar > General > Time Zone Settings.
Note: Additional time zones appear in One Day, Two Days, One Work Week and One Week calendar views only.
For all the meetings you chair, set whether or not other meeting invitees are notified about updated invitee lists automatically. Click Preferences > Calendar > Display, and select or clear the When I add or remove meeting invitees, update the other participants option.