MS Office Outlook 2010 Calendar MS OFFICE Outlook 2010 Calendar

MS OFFICE 2010 Outlook 2010 Calendar MS Office 2010 Outlook 2010 Calendar Information Resources and Technology Training Services Rowan University Memorial Hall 201 Mullica Hill Road Glassboro, NJ 08028-1701 http://www.rowan.edu/irtraining irtraining@rowan.edu Download a free copy of this document at http://www.rowan.edu/irtraining Page 1

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Learning Objectives At the end of this workshop you should be able to: Navigate and customize Outlook Calendar Print, Email and Share your calendar Create Events, Appointments, Meetings and Tasks Use Scheduling Assistant to chose the best times for a meeting Table of Contents 4 Navigating Calendar 6 Views (Month, Week, Day) 10 Customizing Calendar 11 Calendar Groups 12 Share Calendar 14 Delegate Access 15 Overlay Calendars 17 Appointments 18 Reoccurring Appointments 19 Meetings 20 Scheduling Assistant 23 Events 25 Tasks 27 Create from Outlook Items 28 Views 30 Print 31 Resources Page 3

Navigating Outlook 2010 A B G C F D E H I Page 4

Outlook Calendar Terms A Tab B Ribbon C Navigation Pane D Calendar E Tasks F To Do Bar G Groups H Messages I Reading Pane Page 5

Month View A B Your calendar, any shared calendars and calendar groups are visible in the Navigation panel. Choose a calendar you would like to view by checking the selection box next to the name. Your calendar is located under My Calendars and is simply called Calendar. B In the Ribbon, the Arrange group, choose the dropdown menu from Month to select various detail views Low - Details of anything that is an all day event Medium - Colors where you have appointments High - Detail of events & appointments C Choose the months you wish to view from the little calendar in the top left of the navigation panel. C A D D Or use shortcuts in the Home tab - Go To group Page 6

Choose date to view If you chose one date, the calendar will switch to Day view and only show one date Choose multiple dates and it will switch to Week view. <You can use <Ctrl> + <click> to select non concurrent dates. Ctrl> + <click> on a date to deselect it, or click on any date on the calendar to deselect all the dates. Page 7

Week View Outlook 2010 Calendar A B C Choose Week from the Ribbon and your calendar turns into a weekly view. You will also see Times (on the left side). To change the time increments, right click on the time column and chose the increment you desire. Tasks show at the bottom in this view on their due date. A B C Page 8

Day View Outlook 2010 Calendar A B C Choose Day from the Ribbon and your calendar turns into a daily view. You will also see Times (on the left side). Just like in Week view, to change the time increments, right click on the time column and chose the increment you desire. Tasks show at the bottom in this view. A B C Page 9

Customize Calendar You can customize many options in Calendar such as time scale, color, fonts, workweek options and add or remove a second time zone. There are several ways to do it. Go to the File Tab Select Options Select Calendar Some of these options, and others, can also be changed in the View tab of Calendar Page 10

Viewing Multiple Calendars Calendar Groups Outlook 2010 Calendar To view other Rowan employees calendars you can create a Calendar Group. Choose Calendar Group from the Ribbon and Create Calendar Group Name the Group Choose the calendars you would like to add to the group The Calendar Group will then show in the Navigation Panel. You can move any calendars in your Navigation Panel into one of your Calendar Groups by clicking and dragging it to the group. To delete a calendar from a group, or a whole Calendar Group, right click and choose Delete. Page 11

Sharing Calendars A calendar may be shared with different levels of permissions. When a calendar is shared, you will see more detail than just free/busy. Access could be given to just view another s appointments (Shared Calendars) Or access to manage another person s calendar (Delegate Access) To share your calendar, in the Home Tab, Share group, select Share Calendar. A form will appear. Enter the email address of the person you want to share the calendar with in the To field. You can also request permission to view the recipient s calendar. Once the other person gives permission for you to access their calendar, it will appear in your Shared Calendars in the Navigation panel. Page 12

Retrieving Shared Calendars If a shared calendar does not appear in the navigation panel From the Home Tab In the Manage Calendars Group Choose Open Calendar Open Shared Calendar Type the person s name OK The shared calendar would then appear in the Navigation Panel under Shared Calendars Page 13

Delegate Access to a Calendar Directions for the manager Outlook 2010 Calendar The delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf. Click the File tab. Click Account Settings, and then click Delegate Access. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. Click Add, and then click OK. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. Click OK. To change or remove Delegate Access, go back to File Account Settings Delegate Access Permissions. Select the delegate s name and choose Permissions to change the level of access or Remove to remove them. Once delegate access has been granted, the delegate will see the calendar in the Shared Calendars in the Navigation Folder Page 14

Viewing Multiple Calendars Sometimes you may want to view multiple calendars at the same time. Maybe you want to find days/times when all in your group are available for a meeting,. You can overlay any calendars you have in your navigation group in Day/Week/Workweek/Month views. In the Navigation panel, check the boxes next to the calendars you wish to see. Each calendar will appear separately, next to each other. To overlay the calendars, click the little arrow next to the calendar owners name. The calendars and all the appointments will be layered on top of each other. You can do this in Day/ Week/Month views. Page 15

Creating Entries on your Calendar Appointment Meeting Event More that 30 minutes Only involves you (no attendees, or none you invite) Like a Dr s Appointment or Class Involves other attendees that you invite (or you were invited to) Like a department meeting All day Like a conference Are bolded in the calendar Task Should take about 30 minutes or less Appears at the bottom of the calendar in week and day view, and to the right side in Month View. Will not appear on your calendar unless you make them into an Appointment. Like a to-do list Page 16

Appointment In Calendar, on the Home tab, in the New group, click New Appointment. You could also double click a time block in your calendar grid. Keyboard shortcut To create an appointment, press CTRL+SHIFT+A. Appointment Form Opens. Enter the following information: Subject Location (the drop down is not tied to 25Live, but will list any locations you have recently typed into this box). Start time and End time You can type a date Click on drop down to select from the calendar Use real language (like today, tomorrow) Click All day event if necessary Options (optional) Show the Appointment as Free, Busy, Tentative, Out of Office etc... Set a Reminder if you wish Set a Reoccurring Appointment (see next page) Tags (optional) Set a Category Make it private Save and Close Categorize - Optional way to organize your Calendar entries by color coding them according to various categories you set. In Home tab - Tags group - Categorize select All Categories. Then add new or rename the categories. Appointments can be categorized when they are created, or you can right click on the appointment in your calendar and choose a category or clear the categories for that entry.. Page 17

Recurring Appointments When creating an appointment, select Recurrence from the Options group Choose your options from the Appointment Recurrence form Change Appointments 1. Double click on an appointment to open the form. Make changes and save. 2. If it is a recurring appointment it will prompt you to open just that occurrence or open the series. If you change just that occurrence, it will not change the entire series. 3. You can also move the appointment by dragging it to another date in your calendar (in week or day view if you also wish a new time). 4. If you want to copy the appointment and place it on another date, <Ctrl> + <Drag> to the desired additional date (in week or day view if you also wish a new time). You can also single click on the appointment and <Ctrl> + <C> then place your curser in the desired additional date and <Ctrl> + <V> (in week or day view if you also wish a new time). Page 18

Meetings Outlook 2010 Calendar A meeting is an appointment that includes other people. Responses to your meeting requests appear in your Inbox. 1.In Calendar, on the Home tab, in the New group, click New Meeting. Keyboard shortcut To create a new meeting request, press CTRL+SHIFT+Q. 2.In the Subject box, type a description. 3.In the Location box, type a description or location. This is not tied to Rowan locations, but the dropdown will include recent places you have typed there. You must still reserve any rooms you need in 25Live) 4.In the Start time and End time lists, click the start and end time for the meeting. If you select the All day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight. 5.In the meeting request body, type any information that you want to share with the recipients. Select the Insert tab to insert files, charts, pictures, screen shots or other Office elements. 6. In the To box, you can type the addresses of the invitees. If they are Rowan employees, you can use Scheduling Assistant to check availability (see next page). Page 19

Scheduling Assistant for Meetings Outlook 2010 Calendar The Scheduling Assistant helps you find the best time for your meeting. 1. Open the Meeting form (see previous page). 2. On the Meeting tab, in the Show group, click Scheduling Assistant. 3. On the left side of the form, you will see all attendees. If you added any from the previous meeting form, they will be listed, along with the meeting requester. You can add more attendees a few different ways. First click in the box Click here to add a name. A. You can type an email address, B. Type a name and hit <CTRL< + <K> to launch the address book C. Choose the Address Book from the Meeting Tab on the Ribbon.. 4. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person to include at the meeting. You can use the Global Address Book, or drop down to find your address books. 5. Single click the name from the results list, then click Required, or Optional at the bottom of the form, and then click OK. Attendees appear in the To box on the Meeting tab. 6. If you would like to change an attendee from Required to Optional or visa versa, you can click on the little arrow next to their names to open a drop box to change their status. Page 20

The free/busy grid shows the availability of attendees (for only Rowan employees). A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. Outlook Free/Busy grid 6. The Room Finder pane on the right side contains suggested dates/times for the best date/time for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid. If the Room Finder pane doesn t appear, on the Meeting tab, in the Options group, click Room Finder command on the ribbon 7. To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence. Choose the options for the recurrence pattern you want, and then click OK. When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting. 8. To change the advance time of the meeting reminder, on the Meeting tab, in the Options group, click Reminder, and then click the time you want. Click None to turn off the reminder. The organizer can also set the reminder time for recipients by changing the reminder time on the meeting invitation. If the organizer does not change the default reminder time on the invitation, the recipients will each use their own default reminders. Page 21

After setting times, you can then select the Send button (above the attendee list). And the meeting request will be sent to all the attendees. If you wanted to add more information about the meeting before sending it, click Appointment in the Show group to return to the Appointment form. All the attendees you added with the Scheduling Assistant will now be on the Appointment Form. To send a meeting request for another person (for whom you are a delegate) 1. Uncheck your Calendar 2. Check the other person's calendar in the Navigation Panel. 3. On the Home tab, in the New group, click New Meeting. 4. Enter the attendees (type or use Scheduling Assistant), subject, location, and start and end times as you ordinarily do. Page 22

Events Outlook 2010 Calendar Usually an event occurs one time and can last for one day or several days. An annual event, such as a birthday or anniversary, occurs yearly on a specific date. Events and annual events don t occupy blocks of time in your calendar. These events appear as banners. An all-day appointment displays your time as busy when viewed by other people. An event or annual event displays your time as free. Create an event 1. In Calendar, on the Home tab, in the New group, click New Items, and then click All Day Event. 2. In the Subject box, type a description. 3.In the Location box, enter the location (optional). 4. To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list. Page 23

5. If the event lasts longer than one day, change the values in the Start time and End time boxes. Outlook 2010 Calendar 6. Click Save and Close. 7. Follow the directions for Appointments to change or tag Events. In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area underneath the date heading of the day of the event. Examples of Events Free - Birthday Free - Holiday Out of Office - Holiday Out of Office - Vacation Out of office - Conference Page 24

Tasks Outlook 2010 Calendar Create tasks and to-do items Many people keep a list of things to do on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress. Create a task 1. From your Navigation Panel, choose Tasks. 2. In Tasks, on the Home tab, in the New group, click New Task. Keyboard shortcut To create a new task, press CTRL+SHIFT+K. 3. In the Subject box, type a name for the task. You can add more detail in the task body. 4. Choose a start date and end date. 5.On the Task tab, in the Actions group, click Save & Close. 6. When you complete a task, you can right click on it and mark it complete. 7. As in Appointments, you can customize Tasks with alerts, and categories. Page 25

Tasks can been seen in Mail view to the right of the screen in the To Do Bar. If your To Do Bar is not visible, go to the View tab, and in the Layout group select To Do Bar and Normal. If the To Do Bar is minimized, you can just click the little arrow above the To Do bar to open it. Tasks also appear in the Daily Task List in the Outlook Calendar day You can create a task in the To Do Bar or the Daily Task list the same way you would create an Appointment (see previous sections on creating Appointments). Page 26

Create Appointments and Tasks from Outlook Item You can create an Appointment or Task out of an Outlook item, such as e-mail message or contact. Outlook 2010 Calendar If you left click and drag an email to Calendar (or Task) in the Navigation Panel, the Appointment form will open, with all the information from the email (but not attachments). Follow the directions for creating Appointments to customize the form as you need. If you want to include all the original attachments from the email to the appointment form, right click the email, and drag it to Calendar (or Tasks) in the Navigation panel. When you release the right click you can choose various ways to copy it, as well as copying with attachments. Page 27

Views You can create new views of your calendar and sort by words, or categories etc... A A B View tab Change View B C Manage Views C In Mange Views you add new views or change current views. D D Choose New In the Create New View form E Name the New View (Training Sessions) Choose the type of View (Table) F E OK G Page 28

Chose various ways to sort or filter the view. In this case, we chose Filter In the Filter Menu Select More Choices Tab Select Categories Select a category to filter the calendar (click on the Category button and choose) OK OK The view will now show all the items you filtered to see (in this case all the training sessions on the calendar) To return to Calendar View choose Change View Calendar Page 29

Printing Print calendar item, or task The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view. 1.Click an item or folder in Outlook that you want to print. 2.Click the File tab. 3.Click Print. If you are printing a calendar, you will be given a choice of layouts. Page 30

Resources Basic Tasks in Outlook 2010 http://office.microsoft.com/en-us/outlook-help/basic-tasks-in-outlook-2010- HA101829999.aspx?CTT=1 Introduction to the Outlook Calendar http://office.microsoft.com/en-us/outlook-help/introduction-to-the-outlook-calendar- HA010354961.aspx?CTT=1 rowan.edu/lynda.com Outlook 2010: Time Management with Calendar and Tasks http://www.lynda.com/office-2010-tutorials/outlook-2010-time-management-with- Calendar-and-Tasks/85318-2.html Page 31

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