Outlook 2013 Calendar Training

Transcription

1 Outlook 013 Calendar Training Make a New Appointment or Meeting 1 1. Click the Calendar link in the bottom left corner. Note that the tabs in the Ribbon (top toolbar) change to Calendar options. Example: Calendar in Month view. Use options in the Arrange group to change view. Different Appointments can be categorized using custom colors. Use Zoom slider (lower right corner) to also change view.. Click the calendar date where you d like to add the activity. 3. Click either New Appointment or New Meeting in the New Group of the Home tab. Alternatively, double click the date. 3a. Appointment - Activity that does not involve inviting other + people or reserving resources. Specify how your calendar looks to others by designating as busy, free, tentative, or out of office. OR 3b. Meeting - Identify the people to invite, the resources to reserve, and pick a meeting time. Responses to your meeting request appear in your Inbox. 1 Last Updated on 7/16/014

2 3a. Appointment Details 3b. Meeting Details Include Subject, Location, Start, and End times. Include Subject, Location, Start, and End time, but To make it a meeeting with guests, click also the Invite Attendees button on the Attendees group. Specify recipients in the To field just as you would if you were composing an message. Optionally, compose a message to the invited guests describing any further meeting details. Click Send. Whether creating an Appointment or a Meeting it is good etiquette to specify if you will be Busy or Out of Office. 4. In the Options group, click the Show As combo box and select your status. Example: If you will be at the dentist office, select Out of Office. Note: This is what others who have shared access to your calendar will see primarily. 5. Click Reminder. 6. Choose how early you d like to receive reminders. If you have Microsoft Exchange setup on your phone or mobile device you will also receive reminders there. 7. If the meeting will recur at regular intervals in the future, click Recurrence to set how frequently and on what date they should end. Last Updated on 7/16/014

3 Color Categorize to Organize Events/Mail 3 b 3 1. Click the Categorize button.. Click All Categories at the bottom of the menu. 3. In the Color Categories dialogue, use check boxes to select a category then: a. Click the Rename button on the right to change the name b. Click the Color combo box to choose a custom color. c. Click Delete to remove the category. Share Your Calendar & Request Permission to View Other Calendars 1. Click the Share Calendar button in the Share group of the Home tab to open a Sharing Request window.. In the To field, specify recipients with whom you d like to share your calendar. 3. Use the check boxes to Request and Allow access. requesting permission to view your calendar. 4. Select the level of details you d like to share from the Details combo box. 5. Optionally, compose a message. 6. Click Send Allow an appropriate amount of time (a full day) for the recipient(s) to respond to your request. 3 Last Updated on 7/16/014

4 Manage Calendar Permissions 1. To edit the level of detail someone can see in your calendar, click the Calendar Permissions button in the Share group of the Home tab.. In the Calendar Properties dialogue, click the name of the person whose permissions you d like to edit. 3. Select one of the preset options in the Permission Level combo box. 4. Alternatively, use the radio buttons in the Read and Delete Items sections, and the check boxes in the Write and Other sections to create a Custom level of Permission. 5. Click OK. Assign Delegate Permissions 1. Click the File tab in the upper left corner.. In backstage view, click the Account Settings button. 3. Click Delegate Access from the dropdown menu. 4 Last Updated on 7/16/014

5 4. In the Delegates dialogue, click the Add button on the right 5. In the Add Users dialogue, search for those you d like to assign access 6. Click their name, then click the Add-> button in the lower left. 7. Click OK. Schedule Meetings with the Schedule Assistant 8. In the Delegate Permissions dialogue, there are five areas to assign levels of access to Delegates: Calendar Tasks Inbox Contacts Notes 9. Use the combo boxes in each area to change the delegate s level of Reviewer/Author privileges. Use the check boxes if you d like the delegate to receive s or view your private items. 10. Click OK 1. In your calendar, double click the date in which you d like to schedule your meeting.. In the new event window, click the Scheduling Assistant button in the Show group. 3. In the All Attendees list on the left, enter each attendees name on a new line. 4. Change the assigned roll of each attendee by clicking the icon beside his or her name. 5. Your attendees scheduled events will populate the large timetable in the middle of the window. Find a time slot when all attendees schedules are free. 5 Last Updated on 7/16/014

6 6 6. Click and drag from left to right across the gap of time you d like to reserve. The column will fill with light Blue 7. Click the Appointment button in the Show group. 8. Fill in the details as you would when creating a New Meeting (page, step 3b). 9. Click Send. Set Auto Reply Messages 1. Click the File tab in the upper left corner.. In backstage view, click the Automatic Replies button. 3. In the Automatic Replies dialogue, click the Send automatic replies radio Set the date range. 5. Compose your message. 6. Click OK. If the message should to be different for senders who do not have address, click the Outside My Organization tab and compose a separate message. If you have any questions or comments regarding the steps outlined in this document, please contact UHD TLS Training Services by calling (713) 1-800, or by sending an to ttlctraining@uhd.edu. 6 Last Updated on 7/16/014