Facilities and Safety How-To Guide: Scheduling Appointments and Meetings in Outlook 2010

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Dwain Anderson
6 years ago
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The Outlook Calendar The calendar is divided into three sections: The Navigation Pane The Calendar Grid The To-Do Bar The calendar may be viewed in several formats.

1 The Outlook Calendar The calendar is divided into three sections: The Navigation Pane The Calendar Grid The To-Do Bar The calendar may be viewed in several formats. Under the Home tab, in the Arrange section, you can click to view a single Day, a Work Week, a full Week, or a full Month (current selection). The Schedule View option will display your schedule for a selected day in a horizontal format. This is useful when trying to view multiple calendars to schedule a meeting. UCF Facilities and Safety Page 1 03/2013

Create an Appointment When you create an appointment, only you can see it on your calendar (unless you have allowed others to view the full details of your calendar). 1.

2 Create an Appointment When you create an appointment, only you can see it on your calendar (unless you have allowed others to view the full details of your calendar). 1. Click in the Calendar Grid to select the date on which you would like to set an appointment. 2. Under the Home tab, in the New section, click on New Appointment. UCF Facilities and Safety Page 2 03/2013

3 3. A pop-up window will appear in which you can create the appointment. 4. When you finish entering all the required information, click Save & Close in the Actions section. UCF Facilities and Safety Page 3 03/2013

To set a reminder time, click the drop-down arrow next to Reminder and click to make your selection (in this example, a reminder will pop up 30

4 5. To set how the appointment time is marked on your calendar, in the Options section, click the dropdown arrow next to Show As and click to make your selection (Free, Tentative, Busy, Out of Office). 6. To set a reminder time, click the drop-down arrow next to Reminder and click to make your selection (in this example, a reminder will pop up 30 minutes before the appointment). Then click Save & Close. The appointment will now appear on your calendar. Note that the solid purple bar to the left of the appointment indicates that you will be out of the office. UCF Facilities and Safety Page 4 03/2013

5 Create a Meeting 1. Click on the Calendar Grid to select the date on which you would like to set up your meeting. 2. Under the Home tab, in the New section, click on New Meeting. UCF Facilities and Safety Page 5 03/2013

6 3. A pop-up window will appear in which you can create the meeting. The basic process for entering the required information is the same as outlined on page 3 above, but with a few additions. 4. Click on the To button to select meeting attendees. The Select Attendees and Resources Global Address Book window will appear (see next page). UCF Facilities and Safety Page 6 03/2013

5. Type the name of a desired attendee and click the Go button. That person s name will appear in the main window. 6. Double click on the person s name to add them to the Required list.

7 5. Type the name of a desired attendee and click the Go button. That person s name will appear in the main window. 6. Double click on the person s name to add them to the Required list. (To indicate that the person s attendance is optional, click once on the person s name and then click the Optional button at the bottom left of the screen.) 7. Repeat this process until you have selected everyone you d like to attend the meeting. 8. When finished, click OK. This will take you back to the meeting screen. UCF Facilities and Safety Page 7 03/2013

8 9. To check the attendees schedules so you can choose a time when everyone is available, click on the Scheduling Assistant button in the Show section at the top of the screen. UCF Facilities and Safety Page 8 03/2013

9 10. Use the Slider at the bottom of the screen to scroll back and forth to view everyone s availability. The Suggested Times box at the bottom right of the window will also display possible times for your meeting. (In this example, everyone is free between 12:30 and 1:30 p.m.) UCF Facilities and Safety Page 9 03/2013

10 11. Click the Appointment button in the Show section at the top of the window to return to the Meeting widow. 12. Click the Send button. UCF Facilities and Safety Page 10 03/2013

11 Include an Attachment 1. BEFORE you click Send, click on the Insert tab at the top of the screen. 2. In the Include section, click on Attach File. UCF Facilities and Safety Page 11 03/2013

12 3. Browse to find the file you want to attach and click to select it. The file will appear in the File Name field. 4. Click the Insert button to attach the file. UCF Facilities and Safety Page 12 03/2013

13 5. You re now ready to send the invitation! Click the Send button. UCF Facilities and Safety Page 13 03/2013

14 Set up a Recurring Meeting 1. Follow instructions 1-8 to Create a Meeting (see page 5). 2. In the Options section on the Meeting tab, click Recurrence. The Appointment Recurrence window will pop up. 3. Select the Appointment time, Recurrence pattern, and Range of recurrence and click OK. UCF Facilities and Safety Page 14 03/2013

15 4. The Meeting window will reappear. Note that the Meeting tab has changed to Meeting Series and the recurrence is shown in the window. 5. Click Send. UCF Facilities and Safety Page 15 03/2013

16 The recurring meeting will now appear on your calendar. UCF Facilities and Safety Page 16 03/2013

17 Cancel an Appointment 1. On the Calendar Grid, double click on the appointment you want to cancel. The Appointment window will pop up. 2. To cancel the appointment, click Delete on the Actions tab. 3. The appointment will be removed from your calendar. UCF Facilities and Safety Page 17 03/2013

18 Cancel a Meeting 1. On the Calendar Grid, double click on the meeting you want to cancel. The Meeting window will pop up. 2. To cancel the meeting, click Cancel Meeting on the Actions tab. 3. Click the Send Update button. The meeting will be removed from your calendar. UCF Facilities and Safety Page 18 03/2013

Click Open this occurrence to cancel only the date you selected, or Open the series to cancel all

19 Cancel a Recurring Meeting 1. On the Calendar Grid, double click on the meeting you want to cancel. The Open Recurring Item window will pop up. 2. Click Open this occurrence to cancel only the date you selected, or Open the series to cancel all recurrences. (In this example, the entire series will be cancelled.) The Meeting Series window will pop up. 3. Click Cancel Meeting. UCF Facilities and Safety Page 19 03/2013

20 4. A window will pop up to notify invited attendees. Click the Send Cancellation button. The meeting series will be removed from your calendar. UCF Facilities and Safety Page 20 03/2013

Outlook Navigation

Outlook Navigation Outlook 2010 Email Navigation Reading Pane Navigation Pane Inbox Navigation Pane Access your mail folders, view your calendar(s), and more. Inbox Browse through emails and meeting invites that have not