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Open calendars

  • To help improve diary and time-management, all Library staff will use Microsoft Outlook Calendar to record leave, meetings, appointments and other engagements during their normal working hours.
  • Staff who work non-standard hours (e.g. outside of 35 hours Monday to Friday) should indicate on their calendar those days/times they are not in work.
  • Staff should indicate on their calendar where they are working each day (eg. ‘working from home’, ‘working at Main Library’, ‘working at AGLC’, ‘working at Rylands’ etc. )
  • In order to facilitate a culture of openness at all levels, staff are expected make their calendars open to all colleagues.
  • Sensitive and/or confidential information should never be placed in the meeting subject headers.
  • Find out how to make your calendar open with our Open calendar instructions.

Only seeing free / busy?

Some Outlook Calendars are showing free/busy (rather than details) to individuals even though the calendar permissions have been set to open. This is because the calendar was shared previously, prior to the open calendar policy being implemented.

If you find a calendar like this please contact the calendar owner and ask them to remove your name from the permissions.

  • Double check they have opened their calendar
  • Ask them to look in Calendar Permissions and remove any instances of your name
  • Your name will probably show on their list with "Custom" under permission level which is what is causing the free/busy rather than details to appear.

Entering annual leave

When entering annual leave/conference bookings/non-working hours, please do not enter the appointment as an all-day event at the top of the calendar. As all day events do not show up on the scheduling assistant, block out the hours e.g. 9am – 5pm or 9am - 1pm etc. in your calendar as a meeting or appointment.