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Your first working schedule

This walkthrough is for a Schedules administrator. Have a colleague with a Microsoft 365 account available to test access and notifications.

1. Agree on the scope​

Open the global schedule or configure a dedicated channel/chat tab using Getting Started. Ask your colleague to open the same schedule. Decide on this before entering real data.

2. Add the people to plan​

Open Team from the sidebar, select yourself and your colleague in the directory picker, and choose Add. Someone already on the list will not appear as a new candidate. Check the list before adding them manually. See Team Management if adding is blocked by licence availability.

3. Grant your colleague access​

Open Permissions and assign Viewer for read-only access or Self-Editor for managing their own appointments. Use Admin only when they should administer the schedule. Ask them to reopen the schedule and confirm they can see it.

note

Team membership determines who can be assigned appointments. Permissions determine who can use the app. These are separate steps.

4. Create a project and appointment​

  1. Open Projects and create a project with a recognizable name and colour.
  2. Return to Schedule and select an empty time slot in your colleague's row.
  3. Open the appointment editor, enter a test title, start/end time and your colleague as an assignee.
  4. Select the project and save.
  5. Ask your colleague to confirm the appointment appears. If using Self-Editor, have them edit their own appointment.

See Managing appointments for recurring appointments and moving/resizing.

5. Verify notifications​

Under Settings, check the Teams notification switch. Enable assignment emails if you want email delivery. Your colleague should also enable assignment emails in My Settings. Change the test appointment as the administrator: changes you make to your own appointments do not notify you. Emails can be grouped and delayed rather than arriving immediately. See Notifications if nothing arrives.

6. Set display preferences​

Choose working hours and date/time format in Settings. Each person can choose their timezone in My Settings and group visibility under View. These personal choices do not change access rights.

Remove the test appointment when finished, then start entering your real plan.