Outlook 2010 Calendar

Transcription

1 Outlook 2010 Calendar

2 Table of Contents The Calendar... 4 The Week View... 5 Day View... 6 Month View... 7 Schedule View... 8 Scheduling Appointments... 9 Appointments Meetings Creating Appointments/Meetings Accepting Appointments Canceling Appointments Rescheduling Appointments Busy Status Recurring Appointments Scheduling Assistant Alarms Sharing Calendars Granting Sharing Permission Sharing Permissions Multiple Calendars Working with Multiple Calendars Calendar Groups Private Items Meeting Requests Categories Calendar Options Time Scale Printing Outlook Calendar Quick Reference Revised: July 14, at the Robert C. Byrd Health Science Center, West Virginia University, Morgantown, WV 1

3 The Outlook calendar allows you to keep track of your appointments and organize your time. Additionally, you can also view the appointments of other HSC users and resources if you have been granted access to those resources. This allows you to easily schedule meetings and appoints for others. You can create several different types of appointments in Outlook: meetings, all day appointments, and recurring appointments. Keeping your calendar up-to-date allows you and others to easily schedule meetings and appointments. Your Outlook calendar can also be synced with any PDA running Windows Mobile. To View the Calendar 1. In the Navigation Pane select the Calendar button. --OR-- Use the keyboard command Ctrl

4 The Calendar The Outlook calendar has three views: Day, Week, and Month. Additionally, you can view multiple calendars at one time in any of those views. To Change Calendar Views Select the Home tab of the Ribbon. In the Arrange section, select the desired view. 4

5 The Week View Clicking the Week button switches the calendar to the Week View. The Ribbon allows you to choose between displaying a work week (Monday through Friday) or a full week (Sunday through Saturday). Clicking the left or right arrow moves you through the calendar a week at a time. All Day Event: Busy All Day Event: Free All Day Event: Tentative All Day Event: Out of Office Appointment: Free Appointment: Busy Appointment: Out of Office 5

6 Day View Clicking the Day button switches the calendar to the Day view. This displays the appointments for a single day. Clicking the left and right arrows moves you through the calendar one day at a time. All Day Event: Free Appointment: Free Appointment: Out of Office Appointment: Tentative Appointment: Busy 6

7 Month View Clicking the Month button switches the calendar to the Month view. This displays the appointments for an entire month. Clicking the left and right arrows moves you through the calendar a month at a time. In the month view, appointments are displayed as Free, Busy, Tentative, or Out of Office, and All Day Events are marked to affect the whole day. Appointment Current Day All Day Event: Out of Office All Day Event: Busy All Day Event: Tentative All Day Event: Free 7

8 Schedule View The schedule view allows you to view multiple calendars over the course of a single day, in a horizontal rather than a vertical layout, to make scheduling for meetings easier. 8

9 Scheduling Appointments There are multiple ways to schedule appointments in Outlook. To Create an Appointment from the Ribbon 1. Select the Home tab of the Ribbon. In the New section, click the New Appointment button to create an appointment for the current date and time. To Create an Appointment Using the Keyboard 1. Use the keyboard command Ctrl + Shift + A to create an appointment for the current date and time. To Create an Appointment from the Calendar 1. Click and drag with your mouse to highlight the day and/or time during which the appointment should occur. 2. Right click in the highlighted area and choose New Appointment to add an appointment for the selected date and time. 9

10 Appointments There are two types of appointments. An appointment is a reminder for yourself, while meetings are for multiple people and/or resources. An appointment is placed directly on your calendar, while a meeting appears on the calendars and in the Inboxes of all recipients. When you are creating an appointment for someone else, make sure you create a meeting so that appointment appears in their inbox. Parts of an Appointment Subject Location Start time End Time All day event The name of the appointment that will appear on your calendar. Where the appointment will be; this field is not required. The time that the appointment begins. The time that the appointment concludes. Allows you to create an appointment that lasts the whole day. You may also add information to the body of the appointment, but this is not required. Meetings A meeting is an appointment that is sent to multiple people, and appears on their calendars and in their inboxes. This makes sure the recipients are aware of the meeting. 10

11 To Create a New Meeting 1. Select the Home tab of the Ribbon. In the New section, click the New Meeting button. --OR-- Use the keyboard command Ctrl + Shift + Q. --OR-- Right click on the calendar and from the menu select New Meeting Request. --OR-- Create an appointment, and then click the Invite Attendees button on the Ribbon. --OR-- Right click on an appointment in your calendar, and from the menu select Invite Attendees. Meetings To Subject Location Start time End Time All day event Allows you to invite other attendees. The name of the appointment that will appear on your calendar. Where the appointment will be; this field is not required. The time that the appointment begins The time that the appointment concludes. Allows you to create an appointment that lasts the entire day. You may also add information to the body of the appointment. This may be helpful when inviting others to a meeting, to provide more information. 11

12 To Switch from a Meeting to an Appointment 1. Click the Cancel Invitation button on the Ribbon. Creating Appointments/Meetings Although meetings and appointments are slightly difference, the creation process is the same for both. To Create an Appointment/Meeting 1. Create a new appointment (see page 7) or meeting (see page 10). 2. Type in the Subject of the Appointment/Meeting. 3. Type in the Location of the Appointment/Meeting. Some appointments will not require a location. 4. Select a start date and time for the appointment from the drop down menus if the current start date and time are not correct. 5. Select an end date and time for the appointment from the drop down menus if the current end date and time are not correct. 6. Click Save & Close/Send when you have added all necessary information. 12

13 To Create an Appointment/Meeting from an 1. Open your Inbox. 2. Find the message you would like to convert to an appointment. 3. Click on the message and drag it to the Calendar button in the Navigation Bar. 4. When you release the cursor, a new appointment appears containing the information from the mail message. Set the dates and times as you would for a regular message. 5. To make the appointment a meeting, click the Invite Attendees button. (See page 11) 6. Click the Save & Close button or the Send button, depending upon whether you are creating a Meeting or an Appointment. 13

14 Accepting Appointments When a meeting is created it appears in your calendar, and an notification appears in your inbox. You may set your own busy status when accepting an appointment. To Accept an Appointment from an Notification 1. Open the message containing the appointment notification. 2. In the Meeting tab of the Ribbon click the Accept, Tentative, or Decline button. 3. From the drop down menu, select a response option. To Accept an Appointment from your Calendar 1. Right click on the appointment and select the desired option. 2. From the fly out menu, select, select a response option. 3. The appointment is removed from your Inbox. 14

15 Canceling Appointments You can cancel appointments that you created. If someone else created the meeting, you may only decline attendance. To Cancel an Appointment 1. In your calendar, right click on the meeting and select Cancel Meeting. --OR-- Open the appointment and click the Cancel Meeting button in the Ribbon. 2. In the Meeting window the Send button changes to a Send Cancellation button. Click this button to cancel the meeting. A cancelation will be sent to all recipients. Rescheduling Appointments You can reschedule or modify any appointment that you created. If someone else created the meeting, you may only decline attendance. To Reschedule an Appointment 1. In the calendar view, open the appointment. 2. Make any necessary changes to the appointment. 3. Click the Send Update button to resend the appointment. 15

16 Busy Status The busy status lets others who are viewing your calendar know whether you will be available, or out of the office during a meeting or appointment. This status can be set when sending and accepting an Appointment or at any time from the calendar view. Free Busy Out of Office Tentative Busy You are unable to attend any other appointment at this time. Free You can schedule other appointments during this time. Tentative You are unsure if you will attend this appointment. Out of Office You will be away during this time. To Set the Busy Status in the Appointment/Meeting Window 1. In the Appointment tab of the Ribbon, click the down arrow beside the Show As button. 2. In the drop down menu, select the desired status for the appointment. 3. Save or Send the appointment. Changing the Busy Status from the Calendar 1. Right click on the item in your calendar. 2. From the pop-up menu choose Show Time As, and then select a new busy status. 16

17 Recurring Appointments Recurring appointments are those that occur again over time. A class that meets three times a week for a semester, or a meeting that occurs every month are recurring appointments. Birthdays are another type of recurring appointment. Recurring appointments can recur on a daily, weekly, monthly, or yearly basis. Daily Recurrence Appointments that recur daily can be set to occur every single day, or every weekday. The Range of recurrence allows you to set a start date for the first occurrence, then set how often the appointment should recur. This can be for a set number of occurrences, to end on a specific date, or to have no end date. Daily recurring appointments occur at the same time every day, such as your lunch break. Weekly Recurrence Appointments that recur on a weekly basis are set for selected days of the week. The Range of recurrence allows you to set a start date for the first occurrence, then set how often the appointment should recur. This can be for a set number of occurrences, on a specific date, or no end date. Weekly appointments occur on a weekly basis, such as a class or meeting. 17

18 Monthly Recurrence Appointments that recur on a monthly basis can be set in one of two ways. They can be set to occur on a specific date each month, such as the 31 st of the month, or they can be set to recur on a specific weekday, such as the first Monday of every month, or the last Friday of every month. The Range of recurrence allows you to set a start date for the first occurrence, then set how often the appointment should recur. This can be for a set number of occurrences, to end on a specific date, or to have no end date. Yearly Recurrence Appointments that occur on a yearly basis can be set in one of two ways. They can occur on a specific date every year, such as a birthday or anniversary. Or they can occur on a specific weekday, such as the first Monday in September. The Range of recurrence allows you to set a start date for the first occurrence, then set how often the appointment should recur. This can be for a set number of occurrences, to end on a specific date, or to have no end date. 18

19 To Create a Recurring Appointment/Meeting 1. Create a new appointment. (See page 7) 2. In the Meeting tab of the Ribbon click the Recurrence button. 3. The Appointment Recurrence window opens. Select the desired recurrence pattern. (See page 17) 4. Click OK. 5. Create the meeting or appointment. 6. Click Save & Close or Send to add the appointment to the calendar. 7. Recurring appointments appear on the calendar with the recurrence icon on the right. 19

20 Scheduling Assistant Busy Search allows you to check the availability of the individuals you want to invite to your meeting. To Do a Busy Search 1. Create a new meeting. (See page 11) 2. Add recipients. 3. In the Meeting tab of the Ribbon click the Scheduling Assistant button. 4. The window changes to display the list of attendees in the left panel, and a daily calendar view to the right. 5. Your projected time appears with a box around it. 6. The appointments of other attendees appear in the calendar to the right of their names. 7. Scroll through the calendar to see available times. If necessary, remove attendees from the search by deselecting the checkbox beside their name. 8. Click the Appointment button to return to the appointment. --OR-- Click Send to send the meeting request. 20

21 Alarms Alarms allow you to be reminded of an appointment. You can set an alarm for five minutes to give you time to walk across the hall for a meeting, for two weeks so give you time to find a birthday gift, or for any time in between. To Set an Alarm 1. In the Appointment tab of the Ribbon click the Alarm button. 2. From the drop down menu select how long before the appointment the alarm should go off. 3. Send the appointment as normal. To Personalize the Sound of an Individual Notification 1. Set an alarm for your appointment. 2. An arrow appears in the lower right corner of the Options section of the Ribbon. Click the arrow. 3. In the Reminder Sound dialog box, Browse to found the desired sound. 4. Click OK. 5. Send the appointment as normal. 21

22 To Change the Notification Sound for All Appointments 1. Select the File tab of the Ribbon. 2. Click the Options button. 3. In the Outlook Options window, select Advanced from the left pane. 4. Scroll to the Reminders section. 5. Place a check beside Play reminder sound. 6. Click the Browse button beside Play reminder sound. 7. Browse to find the desired sound. 22

23 Sharing Calendars You can also share your calendar(s) with others. When you share your main calendar with someone, Outlook allows you to request that the recipient share their calendar with you. To Share Your Calendar 1. In the Home tab of the Ribbon, click the Share Calendar button. 2. A message opens. 3. In the To box, add the individuals with whom you would like to share your calendar. 4. If desired, place a check in the box to Request permission to view recipient s Calendar. 5. Add a message if so desired. 6. Click the Send button. 7. A dialog box opens requesting you confirm you want to share your calendar. Click Yes. 23

24 Granting Sharing Permission You may receive sharing requests in your to allow others to view your calendar. These will often be associated with the request to share your calendar with someone else. To Grant Sharing Permission from a Message 1. Open the message with the subject Sharing request: Calendar. 2. Check to make sure you want to share your calendar with the message sender. 3. Click the green Allow button so share your calendar with this person. 4. A message opens, allowing you to notify the user you have agreed to share your calendar. 5. Send the message. 6. A dialog box opens requesting you confirm you want to share your calendar. Click Yes. 24

25 7. That user s calendar now appears in your calendar list, in the Shared Calendars section. 25

26 Sharing Permissions You can change what rights the viewer has to your calendar. When you first share a calendar with someone, they are given rights only to view your calendar. If you would like them to be able to create appointments for you, you will need to change the calendar settings. To Change the Properties for a Shared Calendar 1. In the Home tab or the Folder tab of the Ribbon, click the Calendar Permissions button. 2. Select the Permissions tab. 3. Select the individual whose permissions level you want to change. 4. Select a new permissions level from the drop down menu. --OR-- Select individual options to modify. 5. Once all the desired permissions have been selected, click OK. 26

27 Multiple Calendars Outlook allows you to create multiple calendars within a single account. This allows you to have separate calendars for different activities. For instance you could have one calendar for your leave, a different calendar for your work appointments, and a third calendar for your personal appointments. To Create a New Calendar 1. Select the Folder tab of the Ribbon. 2. Click the New Calendar button. 3. The Create New Folder dialog box opens. 4. In the Name text box, create a name for your calendar. 5. In the Folder contains text box, make sure Calendar Items is selected. 6. Click OK. 7. The new calendar appears in the Navigation Pane. 8. You can change the order in which calendars appear by clicking and dragging the calendar names in the Navigation bar. 9. Once you have created a calendar, you can then share that calendar with others. 27

28 Working with Multiple Calendars In Outlook you can view multiple calendars side by side or overlapped. To View Multiple Calendars 1. In the Navigation Pane, place a check beside the names of the calendars you would like to view. 2. Shared calendars will appear in a section called Shared Calendars. Calendar Groups Calendar Groups allow you to organize the calendars of individuals or resources you frequently view together, into a group that can be opened with a single click. Individual calendars can appear in multiple calendar groups. To Create a Calendar Group 1. Open the calendars you could like to group together. 2. Select the Home tab of the Ribbon. Click the Calendar Groups button. 3. From the drop down menu select Save as New Calendar Group. 4. Create a name for the group. Click OK. 28

29 5. The new calendar group appears in the Navigation Bar. To View Calendar Groups 1. In the Navigation Bar, place a check beside the calendar group you want to view. 2. All calendars in the group are opened, and displayed in the Schedule View. 29

30 Multiple Calendars Side-by-Side When you open other calendars in Outlook, they will initially open side by side. You can compare multiple calendars in the day, week, and month view. To overlap individual calendars, click the left pointing arrow in the tab of each calendar. 30

31 Multiple Calendars Overlapped When calendars are viewed overlapped, you can see all appointments at the same time. The appointments for the selected calendar will be in bold. Appointments on all other calendars are fainter. To switch from Overlapped view to Side-by-Side view, click the right pointing arrow on the tab of the calendar you want to see side-by-side. When multiple calendars are overlapped, you can change which calendar appears on top by clicking on the tab of the desired calendar. 31

32 Private Items You can hide calendar items from people who have proxy access to your calendar by marking those items as Private. Appointments marked Private still appear in a Busy Search, however, the details of private appointments remain secret. To Mark an Item Private from the Right Click Menu 1. Select the calendar item. 2. Right click on the item and choose Private. To Mark an Item Private from an Open Appointment 1. Open the item to be marked private. 2. In the Ribbon, click the Private button. 3. The item is now marked private. 4. In the Day view, a small lock appears in the corner of the appointment to show it is a private appointment. 32

33 Meeting Requests By default, Outlook provides a meeting request dialog box, and then generates meeting request e- mails every time you schedule a meeting. To Automatically Process Meeting Requests and Cancellations 1. Select the File tab. 2. Click the Options button. 3. In the left pane, select Mail. 4. Scroll to the Tracking section. 5. Place a check beside Automatically accept meeting requests and process cancellations. 6. Click OK then close all open dialog boxes. To Turn Off Request Responses for a Meeting 1. Create a new Meeting. 2. In the Meeting tab of the Ribbon, in the Attendees section, click the Meeting Request button. 3. From the drop down menu, deselect Request Responses. 33

34 Categories Outlook contains multiple categories to help you organize your messages. You can use the default Outlook categories or create your own. The easiest way to create a personalized category is simply to rename one of Outlook s default categories. To Assign a Category from the Right Click Menu 1. Right click an item in your Mailbox or Calendar. 2. Select Categorize. 3. Select the desired category. To Assign a Category from the Ribbon 1. Select the item in your mailbox or calendar. 2. Click the Categorize button. 3. Select the desired category. 34

35 To Create Personalized Categories 1. Right click on at item and choose Categorize. --OR-- Click the Categorize button on the Ribbon. 2. Select All Categories. 3. The Color Categories dialog box opens. To create a personalized category, select one of the Outlook default categories. 4. Click the Rename button. 5. Type in a new name for the category. 6. Click OK. 7. The personalized category now appears in the category list. 35

36 Calendar Options Outlook allows you to customize your Calendar Options. You can specify a default Calendar or change the first day of the week in the calendar. To Customize the Calendar Options 1. Select the File tab of the Ribbon. 2. Click Options button. 3. The Calendar Options dialog box opens. Select the desired options. 4. Click OK. 36

37 Time Scale The default time increment for the Outlook calendar is 30 minutes. This increment can be changed as needed. This can also be done from the View Settings available from the menu. To Change the Time Increment on the Calendar 1. Switch to the day or week view of the Calendar. 2. Right click in the time scale area to the left of the calendar. 3. From the drop down menu, select the desired time scale. --OR-- 1. Select the View tab of the Ribbon. 2. Click the Time Scale button. 3. From the drop down menu select the desired option. 37

38 Printing Outlook allows you to print your calendar(s) in any of several different views. To Print Your Calendar 1. Switch to the Calendar view of Outlook. 2. Select the File tab of the Ribbon. 3. Select the Print tab to view the print options. --OR-- Use the keyboard command Ctrl + P. 4. In the Print what section, select the calendar style you want to print. 5. Click the Print Options button. 38

39 6. If needed, beneath Print this calendar select the calendar to be printed. 7. Click the Page Setup button for further formatting options. 8. The Page Setup dialog box will be slightly different for each of the calendar styles. 9. To change the style from Portrait to Landscape, select the Paper tab. 10. In the Orientation section, select the desired option. 11. Click OK. 12. Click the Print button. 39

40 Outlook Calendar Quick Reference Command Tab Location Other Location Keyboard Address Book Hom e > Find section Alarm Appointment/Meeting > Right click Options section Appointment Home > New section Right click Ctrl+Shift+A Reference Busy Search Meeting > Show section Calendar Groups Home > Manage Calendars section Right click Calendar Permissions Folder > Share section Right click > Properties > Permissions tab Calendar View Navigation Pane Ctrl + 2 Categories Appointment/Meeting > Tags section Right click Change Appointment to Meeting Check Names Appointment > Show section Meeting > Attendees section Ctrl + K Day View Home > Arrange section Ctrl+Alt+1 Go to Date Go to Next Day Go to Next Week Go to Previous Day Go to Previous Week Ctrl + G Ctrl + right arrow Alt + down arrow Ctrl + left arrow Alt + up arrow 40

41 Command Tab Location Other Location Keyboard Meeting Home > New section Right click Ctrl+Shift+Q Reference Month View Home > Arrange section Ctrl+Alt+4 New Appointment Home > New section Right click Ctrl+Shift+A New Calendar Folder > New section New Meeting Home > New section Right click Ctrl+Shift+Q Options File > Options button Print File > Print Ctrl + P Private Appointment > Options section Right click Recurring Appointments Appointment > Options section Ctrl + G Reminders Appointment/Meeting > Options section Right click Schedule View Home > Arrange section Ctrl+Alt+5 Scheduling Assistant Send Meeting > Show section Alt + S Share Calendar Folder > Share section 41

42 Command Tab Location Other Location Keyboard Sharing Home > Share section Permissions Reference Show As Appointment/Meeting > Options section Time Scale View > Arrangement section Today Calendar View > Home > Go To section Right click Right click Right click To-Do Bar Undo View > Layout section Quick Access Toolbar Ctrl + Z Views View > Current Views section Week View Home > Arrange section Ctrl+Alt+3 Work Week View Home > Arrange section Ctrl+Alt+2 Zoom View > Zoom section Status Bar > Zoom Slider 42

43 If you would like more information about other Learning Center workshops, please or visit our website at or call the Learning Center at ext 5. 43

44 NOTES 44