Outlook Calendar 2013

Transcription

1 Outlook Calendar 2013 Work Together Add appointments, view and share calendars Open Calendar View your calendar Create an appointment Change appointment details How other staff see your calendar Open another person s calendar Share your calendar

2 Table of contents Open Calendar... 3 Useful buttons... 4 View your calendar... 5 Create an appointment... 8 Change appointment details, time or date How other staff see your calendar Open another person s calendar Create a Calendar Group Share your calendar What else is possible with Outlook Calendar? Further help UNIVERSITY OF LEICESTER IT SERVICES

3 Open Calendar To open Calendar 1. Open Outlook 2. At the bottom of the screen click the Calendar button Tip: You can also open Calendar in a new window, so that you can easily move between and Calendar: Right click the Calendar button Choose Open in New Window If you are away from the University campus you can access your University and Calendar from a browser using Outlook Web App. You may be able to access your Calendar on your smart phone or tablet. 3

4 Useful buttons Home ribbon New Appointment - create a new appointment for yourself Today - return to today, this week or this month (depending on your view) Arrange buttons - view your calendar by Day, Work Week, Week or Month Open Calendar - open another person s calendar from the Address Book Calendar Groups - create a new calendar group e.g. for your team 4 UNIVERSITY OF LEICESTER IT SERVICES

5 View your calendar You will have a preferred view but may want to change views to show more or less appointments and detail. Work Week View Month View View another day, week or month Date Navigator 1. Click on a date in the Date Navigator to move to that day, week or month (depending on the view you have chosen) 2. Use the date arrows to move to the next or previous month 5

6 You can show more than one month in your Date Navigator: 1. Hover your mouse on the line below the Date Navigator 2. When you see a white double arrow, click and drag downwards, about the length of a date navigator calendar Or 1. Hover your mouse on the line to the right of the Date Navigator 2. When you see a black double arrow, click and drag to the right, about the width of a date navigator calendar 6 UNIVERSITY OF LEICESTER IT SERVICES

7 Go to a date 1. Right click in a blank area on your calendar 2. Choose Go to Date 3. Type a date > click OK You can also enter natural language for example: Next Tuesday Next week Next month Next year Compare separate days side by side 1. Click the Day button at the top of the calendar 2. Click to select the first day from the Date Navigator 3. Hold down Ctrl and click to select another day from the Date Navigator 4. Continue until you ve selected all the required days 5. The separate days will appear side by side 6. Click the button to return to your preferred view Day/Week/Month when finished 7

8 Create an appointment 1. Go to Calendar 2. Select Home tab > New Appointment or double click on the start time of the appointment in your Calendar 3. Fill in the details: Subject and Location 4. Check the Options and Tags 5. Change the start and end time 6. Click Save and Close 7. The appointment will show in your calendar the default Reminder is set for 15 minutes before the appointment 8 UNIVERSITY OF LEICESTER IT SERVICES

9 Create an all day appointment (events and holidays) An all day appointment doesn t need a start and end time. It can last one day or can span several days, so can be used to show that you re on holiday. 1. Go to Calendar 2. Begin a New Appointment 3. Fill in the details: Subject and Location 4. In the time area select All day event 5. If your event lasts more than one day, select the end date 6. Click on the arrow next to Show As: Free > select Busy or Out of Office 7. Click Save and Close 8. The appointment will show in your calendar the default Reminder is set for 18 hours before the appointment Note: By default an all day event shows as Free so other people won t know you re away if they view your calendar. When you create an event or holiday always change the option to Busy or Out of Office. 9

10 Appointment Ribbon The Appointment Ribbon opens when you select an appointment in your calendar. You can use it to change options and tags without opening the appointment. Free and busy information Check that the appointment is showing the correct Free and Busy option. This information is used by anyone viewing your calendar who doesn t have permission to see the details of your appointments. Option Free Working Elsewhere Tentative Busy Out of Office Suggested uses Useful for reminders e.g. call Carol to arrange training. Useful for planning your week e.g. To do: write report External meetings, courses or conferences and working at home Appointments that haven t been confirmed Standard meetings and appointments Holidays and planned leave 10 UNIVERSITY OF LEICESTER IT SERVICES

11 Private appointments If you have given someone permission to view your calendar you should mark confidential appointments as private. Private appointments will show in your calendar, but others won t be able to see the details. 1. Start a new appointment 2. On the Appointment ribbon click the Private button the button will turn orange to indicate it s active 3. Save and Close the appointment 4. A padlock will show next to the appointment to indicated it is private Categories 1. Open an appointment 2. Choose Appointment tab > Categorize button 3. Choose an existing category if you ve already set them up 4. If you haven t set them up choose All Categories 5. Rename the existing colour Categories or 6. Add a new one (choose from 25 colours) Search by Category 1. Click into the Search box 2. Click the Categorized button on the Search ribbon 3. Choose the category you want to search for 4. Click the Close Search button to return to Calendar view 11

12 Recurring appointments 1. Create an appointment 2. With the appointment open, click the Recurrence button 3. Choose whether to repeat the appointment Daily, Weekly, Monthly or Yearly then choose the Recurrence pattern e.g. every Tuesday 4. If you want to limit the number of appointments or the date where they finish change the options in the Range of recurrence section. 5. Click OK 6. When you Save and Close the appointment you ll see the recurrence symbol in the lower corner 12 UNIVERSITY OF LEICESTER IT SERVICES

13 Change a recurring appointment When you open a recurring appointment you ll be prompted to choose whether to open this one or the entire series. If you open the entire series and make a change, the change will apply to each recurrence of the appointment 13

14 Change appointment details, time or date To change the details, location and date or time of an appointment 1. Double click on the appointment to open it 2. Make any changes 3. Click Save and Close Click and drag You can also use click and drag to extend and move appointments. Extend the time 1. Click on an appointment to select it 2. Hover over the square handle at the bottom of the appointment 3. Click and drag downwards to extend it Move an appointment Click on an appointment and drag it to another time slot within the visible calendar or Click on an appointment and drag it onto a different date in the Date Navigator (remember which date you ve dropped it onto) 14 UNIVERSITY OF LEICESTER IT SERVICES

15 Copy an appointment If you hold down Ctrl on the keyboard as you click and drag an appointment it will make a copy. Follow the steps for Move an appointment above, but hold down Ctrl as you click and drag. Delete an appointment 1. Select an appointment 2. Click Delete on the Appointment ribbon or 1. Right click on an appointment 2. Choose Delete 15

16 How other staff see your calendar When other staff view your calendar they will see your free/busy information. They won t see the details of your appointments unless you have shared your calendar with them. It s important to choose the correct option under Show time as. Make sure that you choose Out of Office when you re on holiday (this will be labelled Away in Outlook Web App). If you re using calendar to plan your work or to remind you of things set them to Free so that they don t show as busy when others view your calendar. If you have shared your calendar with your colleagues you can mark an appointment as Private when necessary so that your colleagues can t see the details. 16 UNIVERSITY OF LEICESTER IT SERVICES

17 Open another person s calendar You can open any calendar but you ll only see free and busy information unless you have been given rights to view appointments. 1. Choose Home tab > Open Calendar button > From Address Book 2. Find the person you want to add 3. Click the Calendar button 4. Click OK Once you have added a calendar it will appear in the Navigation Pane under Shared Calendars you can select and deselect it from the Navigation pane as needed. 17

18 Copy an appointment from another calendar 1. Open the appointment from another calendar 2. Choose Appointment tab > Copy to my Calendar button Appointments copied from another calendar may not show up when viewing the calendar on a smart phone. Delete a calendar from your list University calendar If the calendar is a University calendar belonging to another person or owned by a department it will be removed from your Calendar Group. The calendar itself hasn t been deleted. Right click on a calendar within the group > choose Delete Calendar Personal calendar It is possible to create new calendars within your own mailbox. If you try to delete a personal calendar you will be prompted: Click No unless you are deliberately deleting an obsolete calendar 18 UNIVERSITY OF LEICESTER IT SERVICES

19 Overlay calendars When you view several calendars in Work Week View it can be difficult to see a time when everyone is free. To overlay calendars, click the arrow on each calendar tab 19

20 Calendar appointments for each day will be grouped together, making them easier to read To remove the overlay, click the arrow on each calendar tab 20 UNIVERSITY OF LEICESTER IT SERVICES

21 Create a Calendar Group You can create one or several calendar groups e.g. for your team or projects. 1. Choose Home tab > Calendar Groups button 2. Choose Create New Calendar Group 3. Name the group 4. Click OK 5. Choose your team members from the Address Book 6. Click the Group Members -> button to add each member 7. Click OK The Group will show in the Navigation Pane Use a Calendar Group 1. Select the box next to your Calendar Group 2. All calendars in the group will be shown in Schedule View 3. On the Home ribbon change to Day View or Work Week View 4. Deselect the box to hide the calendars 21

22 Change a Calendar Group Right click on a group to: Rename group Delete group Add Calendar > From the Address Book... Move up or Move down (move the group above or below the next group) You can drag and drop members from one calendar group to another 22 UNIVERSITY OF LEICESTER IT SERVICES

23 Share your calendar When you can share your calendar with your colleagues they will be able to see the details of your standard appointments, but not private ones. They won t be able to amend your appointments. You can choose to share: Availability only Don t use. This does not give any more information than is already available. Limited details Full details The recipient will be able to see the subject and location of your appointments. They won t be able to open the appointment The recipient will be able to see the subject and location of your appointment. They can open the appointment to read any notes and attachments or find out who else has been invited to a meeting request. Don t add confidential attachments if you use this option. To share your calendar 1. Select your Calendar from the Navigation pane 2. Choose Home tab > Share Calendar button 3. Click the To.. button to select recipients from the Address Book 4. Select a recipient and click the To-> button 5. Repeat for other recipients if necessary 6. Click OK 23

24 7. Make sure the option Allow recipient to view your Calendar has been selected 8. Click Details: Availability only and choose Limited details or Full details 9. If the recipient hasn t already shared their calendar with you and you d like them to, select Request permission to view recipient s Calendar 10. Click Send to send a sharing invitation 11. The recipient will receive an letting them know they have been invited to view your calendar Note: You must select recipients from the Address Book. If you select recipients by typing their name and choosing from the suggested list Outlook may not recognise them. If the Share button isn t active call the IT Service Desk. 24 UNIVERSITY OF LEICESTER IT SERVICES

25 What else is possible with Outlook Calendar? Create meeting requests and invite others Within the University Calendar can help you to arrange meetings. If you arrange meetings within the University you can check availability send a meeting request know that the appointment has been automatically added to the attendees calendars track who s responded if necessary, change the appointment and notify attendees This removes the need to everyone to check availability before you book the meeting and if you need to rearrange it. Externally You can send meeting requests to external contacts, depending on their system, the appointment may be automatically entered into their calendar. 25

26 Access your calendar in other ways Outlook Web App (webmail) When you re off-campus you can access your calendar wherever you have an internet connection and a web browser. Outlook calendar on your smart phone You can access your , calendar and contacts on your phone or mobile device UNIVERSITY OF LEICESTER IT SERVICES

27 Further help Web guide For information on how to use Outlook 2013 and links to help resources visit the IT Help section on the IT Services website. Outlook 2013 Take Time to Learn This course allows you to take time away from your desk to learn at your own pace. You can find out about Outlook and Outlook Calendar topics that are of interest to you, for example how to use categories, how to create and manage meeting requests. Guided IT Learning Sessions Book onto a one to one training session or book with up to two of your colleagues for help using Outlook. Departmental courses You can ask for a short Outlook course for your department. Contact its-train@le.ac.uk for details. IT Service Desk Ring or ithelp@le.ac.uk to ask a question or report a problem. 27

28 @uolits For more information IT Services University of Leicester University Road Leicester, LE1 7RH, UK w: t: e: University of Leicester All information in this document was correct at the time of going to press. However, changes and developments are part of the life of the University, and alterations may occur to the programmes and services described in this document. X:\IT Services\Service Portfolio\Service Catalogue\IT TRAINING\User Docs and Training\Office 2013\Outlook Calendar 2013 Work Together\Quick Guides\Outlook Calendar 2013 Work Together Quick Guide R01.docx Updated: 27/07/2016