Using the Outlook Web Access Calendar in Windows

Transcription

1 Harvard Medical School Information Technology Vanderbilt Hall, Room Using the Outlook Web Access Calendar in Windows Overview Outlook Web Access (OWA) has a calendar feature that enables you plan tasks and meetings. You can reserve time on your calendar to work on projects and schedule meetings with others. Viewing the Outlook Calendar Click the Calendar folder list in the folder list or the calendar icon in the Shortcut. Using the Outlook Web Access Calendar in Windows Page 1 of 10

2 Outlook Calendar Layouts and Views Outlook Calendar layouts enable you to look at your schedule in a variety of ways (by day, week or month). Selecting a Calendar Layout You can choose the way you wish to display and work with the calendar from the OWA calendar toolbar. Click one of the following icons to select a calendar view. Today Click the Today icon to display the current date in single day view. Single Day View Click the 1-day icon to display the currently selected day in single day view. To select a date, click the day display in either the weekly or month calendar view. Using the Outlook Web Access Calendar in Windows Page 2 of 10

3 Weekly View Click the 7-day icon to display a week of calendar entries. Using the Outlook Web Access Calendar in Windows Page 3 of 10

4 Monthly View Click the 31-day icon to display a full month of calendar entries. Using the Outlook Web Access Calendar in Windows Page 4 of 10

5 Scheduling an Appointment Follow the steps outlined below to add an appointment to your calendar. 1. Display the Outlook calendar. 2. The calendar is divided into half hour time slots. Double-click in the time block on the day when the event is to occur or click the New button on the toolbar. a. Enter a Subject: (title) for the event. This information is what you appear on the calendar identifying the event. b. Enter a Location for the event if appropriate. c. If the start or end date are different that then day selected in step 2, click the calendar icon displayed next to the start or end date and click to select a new date Using the Outlook Web Access Calendar in Windows Page 5 of 10

6 from the pop-up calendar that appears. d. If the time block is different or longer than the time period selected, click the triangle icon displayed next to the start or end time and click to select a new date from the scroll list that appears. e. To be reminded of this event, make sure the Reminder displays with a check mark. You can select the amount of time prior to the event that you want to be reminded by selecting clicking the triangle next to the Reminder time and selecting a time from the scroll list that appears. Using the Outlook Web Access Calendar in Windows Page 6 of 10

7 f. Select how you want the event to appear on your calendar to others by selecting an option from the Show time as: pop-up menu. 3. Choose Click the Save and Close button on the new event toolbar to place this item on your calendar. Scheduling a Meeting Scheduling a meeting involves the same steps as scheduling a personal event on your calendar. Once the event is scheduled, you can invite others to attend the meeting. 1. Schedule an event on your calendar as described in steps 1 through 2.f above. 2. Click the Invite Attendees button in the new event window. Using the Outlook Web Access Calendar in Windows Page 7 of 10

8 3. Select the individuals to attend the meeting from the Global Address list. Note: To select names from your personal contact list, choose Contacts from the drop down list shown to the right of the Show Names from the: prompt. a. Locate an attendee name and click Required > to invite those individuals who must attend the meeting. b. Locate an attendee name and click Optional > to include individuals whose attendance is requested but not mandatory. c. Locate a resource (conference room or shared equipment) identifier and click Resources > to reserve the time for the use of that resource. 4. Click Close when you ve selected all attendees. Using the Outlook Web Access Calendar in Windows Page 8 of 10

9 5. Click Send to forward notifications for the meeting. Meeting Invitations When you have been invited to a meeting you will receive an that indicates you have been invited to a meeting. The subject line of the message will be the same as the meeting subject. Open the meeting message to accept or decline the meeting invitation. Replying to a Meeting Initiation When you receive a meeting invitation message, you can choose to accept, tentatively accept, decline or propose an alternate time for the meeting. Accepting a meeting invitation will place the event on your calendar. Tentatively accepting a meeting will place the event on your calendar and show your response as Tentative to the meeting organizer. Declining a meeting invitation will send a message to the meeting organizer indicating that you will not be attending. Meeting Notifications You can receive a reminder prior to any event on your Outlook calendar. A dialog box will display informing you of the meeting title and location as well as how many minutes until the meeting begins. Using the Outlook Web Access Calendar in Windows Page 9 of 10

10 To dismiss all message reminders displayed, click Dismiss All To view information about the item, click the Open Item button To be reminded/notified of the meeting again, click the Snooze button and/or select a time when you want to be reminded. To clear the notice, click Dismiss. Using the Outlook Web Access Calendar in Windows Page 10 of 10