Using Microsoft Outlook Calendaring
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- Coleen Pierce
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1 This packet is designed to provide an overview of the basic functions of Microsoft Outlook Calendaring. Accessing Your Calendars To access your Calendars, you will click the Calendar button at the bottom left-hand corner of Microsoft Outlook. Updated on 7/30/2012 Pg. 1
2 Basics of Calendar View Here is a view of what the Calendar screen looks like. From this screen, you can: 1. Schedule a New Appointment or a New Meeting 2. Toggle between different views of the Calendar/s you are currently viewing 3. Open any Calendar to which you have access, or create a new Calendar Group 4. Select and view your Calendars, Calendar groups, or Shared Calendars under My Calendars Scheduling a New Appointment Updated on 7/30/2012 Pg. 2
3 To schedule a New Appointment, click the New Appointment button in the upper left-hand corner of the Calendar screen. If you have multiple Calendars displaying on the Calendar screen (they will be selected with a check in the box next to them), make sure to select the Calendar on which you wish to schedule a New Appointment. You can do this by clicking on any space on that Calendar before clicking the New Appointment button. Don t worry, you can always adjust the times and dates once you are creating the Appointment via the New Appointment window. Lastly, if the New Appointment button is grayed out, this means that you have either selected a Calendar to which you do not have write permissions or have not selected a Calendar at all. Here is what the New Appointment window will look like: Updated on 7/30/2012 Pg. 3
4 In this window, you can: 1. Set the date/time/subject/location for your appointment 2. Invite others to attend your appointment via request (inviting others will change your appointment into a New Meeting) 3. Set the appointment to recur repeatedly weekly/monthly/etc Once you are finished setting the details of your appointment, click Save and Close in the upper right-hand corner. Your appointment will now be written to your Calendar, as seen below. Scheduling a New Meeting Updated on 7/30/2012 Pg. 4
5 To schedule a New Meeting, click the New Meeting button in the upper left-hand corner of the Calendar screen. Here is what the New Meeting window will look like: Updated on 7/30/2012 Pg. 5
6 The To field is where you will enter the addresses of the people you would like to attend the meeting. Multiple entries should be separated by a semicolon (;). They will then receive an notification about the scheduled meeting, which they can either accept or reject. Like the New Appointment window, the New Meeting window also allows you to: 1. Set the date/time/subject/location for your meeting 2. Set the meeting to recur repeatedly weekly/monthly/etc Lastly, notice that there is no Save and Close button here like there was in the New Appointment window. Clicking Send will create the New Meeting like the Save and Close button created the New Appointment. Updated on 7/30/2012 Pg. 6
7 Accepting Another Person s Meeting Request Using Microsoft Outlook Calendaring When another person sends you a meeting request, it will be sent to your Outlook Inbox. Clicking on the e- mail request will allow you to: 1. Accept the request, which will add the meeting to your Calendar. 2. Mark the request as tentative, to be accepted or rejected at a later time. 3. Decline the request, which will not add the meeting to your Calendar. 4. Propose a new time for the meeting, while marking it rejected or tentative. For any of the responses (accept, decline, tentative, etc), you can choose to: 1. Edit the response you send to the person who sent you the Meeting request. 2. Immediately send the response to the person who sent you the Meeting request. 3. Send no response to the person who sent you the Meeting request. You can always accept, decline, or mark as tentative any Meeting you have already accepted by finding and clicking it in your Calendar, and clicking the accept, reject, or tentative buttons. NOTE: rejecting a Meeting will place the Meeting request in your deleted items folder. If it is removed from that folder, the person who requested the Meeting will have to send another request. Updated on 7/30/2012 Pg. 7
8 Sharing a Calendar with View Only Access Using Microsoft Outlook Calendaring Calendars shared by arrive in the recipient s Inbox as messages. The person who receives the will have to accept the Calendar so that it will be added to their My Calendars list. To share a Calendar: Under the My Calendars section, right-click the Calendar you wish to share and select Share and then Share Calendar. You can also share your Calendar by selecting its check box and clicking the Share Calendar button, listed under the Home Tab at the top of Outlook. Once you do this, a new window will open that looks like this: Updated on 7/30/2012 Pg. 8
9 1. In the To field you will want to enter the addresses of anyone with whom you will want to share your Calendar. Clicking the To button will open a listing of all recipients with whom you can potentially share your Calendar. 2. The Details section allows you to control what others can see on your Calendar. Selecting full details from the drop-down will allow others to see your Calendar as you see it. Once you have finalized the details, simply click Send and wait for the recipients of the message to accept or reject your Calendar request. Opening a Calendar Updated on 7/30/2012 Pg. 9
10 You can open the Calendar of anyone in your organization by clicking on the Open a Calendar button, listed under the Home Tab at the top of Outlook. You will want to select From Address Book from the drop down menu. Here is what the Address Book looks like: 1. Enter the name of the person/calendar you wish to open. 2. You will see the name of the Calendar appear here once you select it by double-clicking it. 3. Click OK to add the Calendar to your My Calendars list. Giving Advanced Permissions to your Calendar Updated on 7/30/2012 Pg. 10
11 If you would like to grant someone in your organization the augmented ability to read or write to your Calendar, you can do so by doing the following: Under the My Calendars section, right-click the Calendar you wish to share and select Share and then Share Calendar. You can also change your Calendar s sharing permissions by selecting its check box and clicking the Calendar Permissions button, listed under the Home Tab at the top of Outlook. Updated on 7/30/2012 Pg. 11
12 This will open the Permissions window, as seen below: From this screen, you can: 1. Add users from the Global Address List, or remove users who already share your Calendar. 2. Allow the selected user to view partial or full details for any event scheduled on your Calendar. 3. Allow the selected user to delete items they have scheduled on your Calendar, or any item that has been scheduled on your Calendar 4. Allow the selected user to schedule events, create subfolders, edit their own scheduled events on your Calendar, or edit all scheduled events on your Calendar. Creating a New Calendar Group (so you can view multiple people s calendars Updated on 7/30/2012 Pg. 12
13 Another useful feature of Microsoft Office Calendaring is the ability to group many different schedules atop of each other in order to see conflicting appointments. You can create a new Calendar Group by clicking on the Calendar Group button under the Home Tab at the top of Outlook and selecting Create New Calendar Group from the drop-down menu. After choosing a name for your new group, you can select multiple members for your group via your address book. For example: Once you are done, click the OK button to create the group, which will now appear under My Calendars. Notice that you can select the group as a whole, which will show each Calendar in the group stacked on top of one another, or you can deselect any of the Calendars by unchecking the checkbox next to the corresponding calendar. Doing so will remove it from the stack. Here is an example of what a stacked group of Calendars will look like: Updated on 7/30/2012 Pg. 13
14 Notice the small Calendar icons that are circled in red. Clicking these will allow you to send a Share Calendar request to the owner of the specific Calendar you select. Those Calendars in the group that do not have the small Calendar icon in the bottom right-hand corner are Calendars that are already shared with you. Finally, unchecking the check box next to the group (in this example, CTS Help Desk ) will clear the group from the screen. Updated on 7/30/2012 Pg. 14
15 Creating a New Personal Distribution List Using Microsoft Outlook Calendaring If you expect to be sending Calendars to a group of people on a frequent basis, creating a New Contact List can help save you a ton of time and energy by combining multiple addresses to one easily-typed address. Here s how you do it: First, click the Address Book button under the Home Tab at the top of Outlook. Next, in the Address Book window, click File and then New Entry Now, select New Contact Group and click OK. Once the Contact Group window is open, click Add Members and select From Address Book. Updated on 7/30/2012 Pg. 15
16 The Global Address List (GAL) should now open, which will allow you to add members to your contact group. 1. Enter the name of the person/calendar you wish to open. 2. You will see the name of the group member appear here once you select it by double-clicking it. 3. Click OK to add the selected members to your new Contact Group. Updated on 7/30/2012 Pg. 16
17 Now, choose a name for your group, for example Sample group. Finally, click the Save and Close button. Now, whenever you schedule a New Meeting, you can type in the name of your group, and Outlook will automatically send the Meeting Request to all group members, as seen below. Updated on 7/30/2012 Pg. 17
18 Creating a Banner (all-day Meeting/Holiday) Using Microsoft Outlook Calendaring First, select the Calendar you on which you wish to schedule an all-day Meeting by checking its check box under the My Calendars group. Next, double-click on any area of the Calendar you ve selected (the specific time doesn t really matter, since it will be an all-day event anyways). Now, on your New Appointment/New Meeting screen, check the All-day event button, make sure your fields are filled, and then click the Send button. Now, when you view the scheduled date on your calendar, you will see a banner listed above all the times, which signifies that the listed event is an All-day event. Updated on 7/30/2012 Pg. 18
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