Outlook Scheduling Tool for School Counselors: A Guide to Office Hours (2026)

TL;DR

• Context: Students expect online booking for office hours, but privacy is key.
• Option 1 (Microsoft Bookings): Free with school/work accounts, but often exposes too much data (calendar titles).
• Option 2 (OnlyCaly): Privacy-first layer on top of Outlook. Hides your event details.
• Workflow: Sync Outlook → Set "Student Chat" service → Share safe link.

For school counselors, the days of a "sign-up sheet on the door" are fading. Students and parents expect to book time online.

Since most schools run on Microsoft 365, Outlook is the default tool. But is it good for counseling? It supports "Office Hours" nicely, but privacy can be tricky.

This guide explores two ways to manage your counselor schedule: using Microsoft's native tools versus a specialized scheduler.

Method 1: Microsoft Bookings (native)

If your school IT admin has enabled it, "Bookings with me" is a feature in Outlook.

How to set up Office Hours:

1. Go to your Outlook Calendar on the web.
2. Click "Edit booking page".
3. Set "Public" or "Private" (for students only).
4. Define your custom hours (e.g., "Drop-in Tue/Thu 2pm-4pm").

Pros:

• Integrated with your school email.
• Free with the school license.

Cons:

• Privacy Leaks: By default, calendar titles might be visible to IT or others if permissions aren't locked down.
• Clunky for students: The interface is corporate, not student-friendly.

Method 2: OnlyCaly (Privacy-First)

For counselors who need strict confidentiality and a softer interface, OnlyCaly offers a bridge.

The "Office Hours" Workflow:

1. Sync Outlook: OnlyCaly connects to your Outlook calendar to check for staff meetings or classes.
2. Create "Student Chat" service: Set it for 15 or 20 minutes.
3. Privacy: When a student books, OnlyCaly can display "Booked" on your Outlook calendar while keeping the student's name hidden from other staff members viewing your availability.

Mass Scheduling for Fall/Spring

Counselors often face a tsunami of bookings during college application season.

• Recurring Availability: Set specific "College Prep" hours just for October.
• Group Sessions: Allow up to 10 students to book a "Workshop" slot at once (Group scheduling).

Common Mistakes in School Scheduling

1. Exposing Calendar Details: Using "Default" permissions in Outlook that let anyone see "Meeting with Principal".
2. No Buffer Time: Back-to-back student meetings lead to burnout. Always add Buffer Time.
3. Unlimited Booking Window: Letting students book 3 months out. (Limit to 14 days).

Best Practices for School Counselors

1. Buffer Times: Always add 5-10 minutes between sessions. Emotional conversations often run over.
2. Limit Forward Booking: Don't let students book 3 months out. Limit it to 14 days to keep your schedule flexible.
3. Intake Questions: Ask "Is this urgent?" on the booking form. If yes, direct them to emergency resources immediately rather than a calendar slot.

---

Simplify your School Counseling Office Create a welcoming, private booking page for students. Try OnlyCaly for free and sync seamlessly with your Outlook calendar.