Staying updated on scheduled events and conferences is about to get easier with the introduction of …

London Office Shared Calendar!


Adding an event will now be a self-service option for the following rooms:

  • London Shared Office Calendar
  • London Meeting Room 1
  • London Meeting Room 2


1. PC Users – Add the Calendar to your Outlook

If you have permissions to a shared mailbox, the shared calendar associated with the shared mailbox is automatically added to your My Calendars list on PC.
  1. In Outlook, select Calendar.
  2. In the folder pane, under My Calendars, select the shared calendar.
  3. If the calendar does not appear automatically after restarting outlook, see instructions for “MAC Users – Add the Calendar to your Outlook”



2. MAC Users – Add the Calendar to your Outlook

  1. In Outlook, select File.
  2. select Open.
  3. select Other User’s Folder.
  4.  Type the name of the calendar you would like to open (i.e. London Office).
    1. Confirm the Folder Type is set to: Calendar
    2. Select Open
    3. Calendar will be visible in your left navigation pane

3. Outlook Web Users – Add the Calendar to your Outlook

  1. Sign in to your Office 365 account using a Web browser. Click Calendar.
  2. Right-click OTHER CALENDARS, and then click Open calendar.
  3. In From Directory, search for the shared calendar you want to open. Select the shared mailbox you want to open and click Open.
  4. The shared calendar displays in your Calendar folder list.

Office 365 (Outlook 2016 for Windows) – Adding a meeting

Send a meeting request to set up a time to meet with others, invite the calendar and to track who accepts the request.

  1. In Outlook, select Calendar
  2. In Calendar, click New Meeting.

Setting up your Invitation

  1. In the Subject box, tell your recipients what the meeting is about.
  2. In the Location box, tell your recipients where this meeting will be held. Click Rooms to check availability and reserve rooms.
  3. In the Start time and End time lists, click the meeting start and end times. If you check the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.
  4. In the meeting request, type any information you want to share with the recipients.

Scheduling Assistant

  1. Click Scheduling Assistant. The Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.
  1. Click Add Attendees at the bottom of the screen, and then type the recipients names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.

If you are inviting non-Iconix employees, click Add Others > Add from Contacts Address Book or type the complete email address.

You can search for attendees by typing in the Search box, and then clicking Go. Click the name from the results list, and then click Required, Optional, or Resources.

Solid vertical lines represents the start and end of the meeting. Click and drag the lines to a new start and end time. Exchange accounts displays the free/busy grid to assess the availability of attendees.

  1. Select Room Finder to access suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane (bottom right) in the Suggested times section, or pick a time on the free/busy grid.
  1. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.
  1. Click Send.