Calendar & Scheduling

What's Changing

The Notes Calendar becomes Outlook Calendar. Your calendar now lives inside Outlook (the same app as your email) and also inside Microsoft Teams. Same purpose, same concept — just a new home.

What Stays the Same

• Your appointments and meetings — they're all migrated over
• Meeting invites — send and receive them the same way
• Shared calendars — still viewable and shareable
• Reminders and notifications — still pop up before meetings
• Recurring events — they transfer as-is

Finding Your Calendar

In Outlook (Desktop or Web)

1. Open Outlook.
2. Click the Calendar icon in the left sidebar.
3. Your full calendar appears with all your events.

In Teams

1. Open Microsoft Teams.
2. Click Calendar in the left sidebar.
3. You'll see today's meetings with a Join button when it's time.

On Your Phone

1. Open the Outlook app.
2. Tap the Calendar tab at the bottom.
3. Swipe left/right to change days.

Notes Calendar to Outlook Calendar — Quick Comparison

Scheduling a Meeting

1. Click New Event (or New Meeting in Teams).
2. Add a title, date, and time.
3. Add attendees by typing their names.
4. Use Scheduling Assistant to find a time when everyone is free.
5. Add a Teams meeting link if you want a video call option.
6. Click Send.

Scheduling Assistant

If you used Find Available Times in Notes, the Scheduling Assistant will feel familiar — with a clearer visual layout.

• You'll see a timeline for each attendee showing their free/busy blocks.
• Green = free, Blue/Purple = busy, Striped = tentative.
• Drag the meeting block left or right to find a slot where everyone is available.
• Outlook will also suggest times at the top where all attendees are free.

Required vs. Optional Attendees

• Required — they need to be there. If they decline, you'll see a notification.
• Optional — they're welcome to attend, but the meeting happens without them.

Recurring Meetings

1. Create a new meeting as usual.
2. Click the Recurrence or Repeat option.
3. Choose Weekly, Monthly, or a custom pattern.
4. Set an end date, or “No end date.”

Room Booking

1. When creating a meeting, look for “Add a room” or type the room name in the Location field.
2. Rooms show up like people in the Scheduling Assistant.
3. Once you add the room, it's reserved automatically when you send the invite.