Outlook 2007 Calendar

Transcription

1 Outlook 2007 Calendar In this section you will learn: Calendar Interface Creating Appointments Editing Appointments Creating Recurring Appointments Creating Events Creating Task Viewing Others Calendar Responding to a Meeting Request Managing Multiple Calendars

2 Calendar Interface Opening the Calendar To open the calendar, simply click the Calendar button in the Navigation Pane. You can also click the Go menu and click Calendar or use the Ctrl + 2 shortcut.

3 When the folder opens, you will see a structure much like any mail folder, with the menu bar, toolbar, Navigation Pane, and central window.

4 Creating Appointments There are several ways you can create a new appointment. Like a mail message, you can use the New command on the Standard toolbar Or, you can click the File menu, choose New, and choose Appointment. You can also double-click a location in the calendar to place an appointment there.

5 With any of these actions, you will see the New Appointment window. Like the New Message window, it uses the ribbon interface. Although there are many options here, let s focus on the basics. First, fill in the subject and location (if you wish) for your meeting.

6 Then, choose the start date and time from the drop-down menus. (This may already be filled in if you double-clicked in the calendar to create your appointment.) Next, choose the end date and time for your appointment.

7 Then, type the details of your meeting and click Save and Close. It will now appear in the calendar.

8 When the time for the appointment comes, Outlook will remind you of it. You can choose to dismiss this reminder or all reminders, open the item, or snooze.

9 Editing Appointments To edit an appointment, simply double-click it. Then, make your changes and click Save and Close.

10 You can also right-click appointments to see more options.

11 Creating Recurring Appointments Creating Recurring Appointments If you have an appointment that occurs on a regular basis, you can tell Outlook to keep recreating the appointment, rather than entering each item separately. To do this, click the Recurrence button on the Appointment ribbon. You will then see a dialogue allowing you to specify when the appointment will happen, when it recurs, and when the appointment will end.

12 Once you click OK, the changes will be applied to the appointment. Once you save the appointment and close it, you will see a small recurrence icon in the calendar appointment.

13 Note that if you try to edit the appointment, you will be prompted if you want to edit just that appointment or the whole series.

14 Creating Events Outlook also has events. These events show up in your calendar but do not take up space on the calendar making it so the calendar can be used. To create an Event, begin by creating an appointment. Then click the All day event check box. The Appointment dialog box changes to an Event Dialog box. Notice how the time fields are now grayed out.

15 The Event is then Placed at the top of the calendar for the day you selected.

16 Creating Tasks At the bottom of the calendar, you will see a pane listing tasks that are due on each day. (You set this due date when you create tasks, which we ll cover later on in this section.) This replaces the TaskPad feature available in previous versions of Outlook. By default, tasks are shown on their due date. You can change this by right-clicking it.

17 To create a task, simply click in the day that you want to create it and type (much like the To-Do Bar). You can also right-click the task to see more options.

18 Viewing Other s Calendars To view another person s calendar in Outlook you create an appointment and then click on the invite Attendees button on the ribbon. This converts the appointment into a meeting and provides more options. The first thing that we need to do is enter the names of the people whose calendars we want to see in the To filed. Then click on the Scheduling Assistant button on the ribbon.

19 As you can see, there are a lot of great features in Outlook to help you find the best time to hold a meeting. Not only can you see another person s calendar, but Outlook also suggests meeting times, as well as allowing you to add more people and add a resource to the meeting all from one window.

20 Responding to a Meeting Request There are two ways to respond to a meeting request, In your Mail or in the Calendar. When you are invited to attend a meeting you will receive an message in your inbox. The Icon looks different than that of a normal message. This lets you know that it is a meeting request. If you open up the meeting request you will see several options. You can accept the meeting, mark it as Tentative, Decline the meeting, or you can Propose a New Time.

21 Calendar The second method of responding to a meeting request is to use the calendar. When you get a meeting request it is placed in your calendar and is gray. Double click on the meeting. This will bring up the meeting window. From here you can select what option you would like to set for the meeting. Accept, tentative, decline, or propose new time.

22 Managing Multiple Calendars You may need to mange calendars besides you own personal calendar. In this example I have access to a resource calendar and also have access to Jason Edington s calendar. If I click on the check box next to the name I am able to see those calendars. If you need access to multiple calendars you will need to be granted access to them by the owner of the calendar. We will talk about this under Setting up Delegates.