Calendar Basics Outlook 2016 for Windows Texas Christian University Information Technology
Table of Contents Navigate the Calendar... 1 Create and Edit New Calendar Items... 2 New Appointment... 2 Add Appointments Quickly... 3 Create Recurring Appointments... 3 Move and Edit Appointments... 4 Add Events... 4 Customize Calendar Options... 5 Specify Free / Busy Time... 5 Format Work Week Settings... 5 Set Reminders... 6 Default Reminder Settings... 6 Format and Print Your Schedule... 7 Meetings... 8 Request a Meeting... 8 Verify Attendee Responses... 9 Reschedule or Modify a Meeting... 10 Respond to Meeting Requests Automatically... 10 Sharing Calendars... 11 Share your Outlook Calendar... 11 Open a Shared Calendar... 13 Set Private Appointments... 13 Connect to a SharePoint Calendar... 14
Navigate the Calendar Click the Calendar button located at the bottom of the Navigation Pane to open the calendar. Choose the menu icon (three dots) to open Options You can change to compact view Display a day, a week or a month at a time Use the arrow buttons to move forward and backward Click on the date in the Date Navigator to jump to a specific date Drag the Date Navigator s border to display one, two, or several monthly calendars at once Dates in the Date Navigator that are displayed in boldface type have at least one scheduled event TCU Information Technology 1
Open shared calendars Put a check in the calendar box to view multiple calendars side-by-side or overlapping Create and Edit New Calendar Items New Appointment Click the New Appointment button Enter the Subject, Location, Start Time and End Time Details can be added in the detail window Other options include adding categories with colors, setting a recurrence time, scheduling a reminder, and using the Show Time as Busy or Free option Use the Insert tab from the ribbon to attach a file such as a Word document Click the Save and Close button when finished TCU Information Technology 2
Add Appointments Quickly Go to the day that the appointment is to be entered Click the appropriate time-slot area so that it is highlighted Type the entry as you wish it to appear Press Enter Tip: When you receive an email message asking for an appointment or meeting, you do not need to retype that information into your Calendar. Simply drag the email message onto the Calendar folder in the Folder List. A new appointment will open. Enter the date and time of the appointment. Then click the Save and Close button. Create Recurring Appointments Create a new appointment and enter the Subject, Location, Start Time and End Time Click the Recurrence button on the ribbon Fill in the Recurrence pattern information. Different patterns may be selected according to which time period is selected: daily, weekly, monthly, or yearly. Fill in the Range of Recurrence to end by a certain number of occurrences or to end by a certain date or to have no ending Click OK TCU Information Technology 3
Move and Edit Appointments Appointments can be moved. They do not have to be deleted and then retyped. To move an appointment quickly: Click anywhere on the appointment Drag the appointment to the new time or drag over to a different date in the Date Navigator To edit appointment details: Double-click the appointment If it is a recurring appointment, you will be prompted to select whether to edit the one occurrence or all of the occurrences Make your changes Click the Save and Close button Add Events Events are defined as activities that last all day, with the time flagged as free rather than busy. Events do not occupy blocks of time in the Appointments area of Calendar; rather, the name of the event appears in a banner above the time slots on the specified date. To schedule an event, start a new appointment Enter the details Click the All Day Event check box Click the Save and Close button TCU Information Technology 4
Customize Calendar Options Specify Free / Busy Time When setting appointments on your calendar, you can choose to mark the time as Free, Tentative, Busy or Out of Office. You might want to add items to the calendar but still show that time as free so that meetings can be scheduled during that time You might choose to show large blocks of time as Busy or Out of Office so when someone tries to schedule a meeting, that time will be shown as not available Format Work Week Settings You may set up your Calendar to show your actual work hours. For example, if you work ten-hour days, Monday-Thursday, change the Work Week calendar to reflect your schedule so that meetings can be accurately requested. From the menu, choose File and Options Select Calendar on the left navigation Change the Work Time settings Set Reminders TCU Information Technology 5
Set Reminders You can set up a reminder to alert you about all your appointments as far ahead of time as you choose. Double-click the appointment to open the appointment window Select the reminder drop-down box from the ribbon Click the drop down arrow in the Reminder box and select the desired amount of time Click the Save and Close button Tip: Set a default reminder time that will be automatically included in all new appointments Default Reminder Settings Select File from the menu, and select Options Select Calendar from the left nav Scroll down to Calendar Options Select the Default Reminder check box Select the reminder time of you preference Note: You can always change the reminder time when creating a new appointment. Click OK TCU Information Technology 6
Format and Print Your Schedule Click File and select Print from the menu to open the Print Preview Dialog box Choose from several styles: daily, weekly, monthly, tri-fold, or details. Tip: Print the Tri-fold version of the calendar to get an all-in-one view of your daily appointments, tasks, and weekly calendar. Select the Print Options box and select Page Setup to format your calendar Choose landscape or portrait Select whether to print your daily schedule on one page or two Select whether entries from the Task list and an area for notes are included Select what hours of the day are shown Select different fonts Include headers and footers, if appropriate Use the option to Only Print Workdays TCU Information Technology 7
Meetings Request a Meeting Click the New Meeting button to start Fill in details for Subject, Location, Start Time and End Time Click Invite Attendees button or type in names in the To field You can type in the names of the attendees or select the Attendees from the Address Book Include additional information and attachments in the detail window Select the Scheduling Assistant to view available times for each attendee To finish, click the Send button TCU Information Technology 8
Verify Attendee Responses After requesting a meeting, you will receive responses from people you have invited in your Inbox. You will also be able to see responses by opening the meeting in your Calendar and clicking the Tracking button. TCU Information Technology 9
Reschedule or Modify a Meeting After reviewing the responses to your initial meeting request, you might discover that you need to change some of the meeting parameters, such as the meeting date, time or location. Outlook makes it simple to revise your plans. From the Calendar, double-click on the meeting to open the Meeting window Make changes such as the meeting start time or end time or change the date You may use the Scheduling Assistant to view available times and to remove or invite other attendees Click Send Update to notify attendees of the changes Respond to Meeting Requests Automatically You can set Outlook to automatically accept meeting requests and decline conflicting meeting requests. Click the File tab and select Options Click Calendar on the left nav Scroll down to Automatic accept or decline Click Auto Accept/Decline button Choose your preferred options Click OK twice to close down each dialog box If Outlook responds to a meeting request for you, a message will be delivered to your inbox to notify you about the meeting The meeting will also be added to your calendar automatically TCU Information Technology 10
Sharing Calendars Share your Outlook Calendar You can grant access to your Outlook folders to coworkers. They can serve as your delegate (someone who will act on your behalf). In any folder, you can assign a delegate to one of three permission levels. Reviewer Can read any folder items Author Can read and create items, and modify and delete only the items he or she created themselves Editor Can read, create, and modify any items To grant permissions to a delegate: Click the File tab and select Info Select the Account Settings Select Delegate Access Click the Add button Select the appropriate name(s) from the address list and you will see them added at the bottom of the window Click OK Choose the appropriate permissions Click OK If desired, select Automatically send a message to delegate summarizing these permissions check box and/or Delegate can see my private items TCU Information Technology 11
Click OK twice to close the Delegates dialog box. TCU Information Technology 12
Open a Shared Calendar After permission has been granted to you, the first time you open another calendar: Click Open Calendar from the ribbon Select Open Shared Calendar Type the name or click Name to select the name of the person that has granted access to you Click OK After opening the calendar the first time, the calendar will be listed in your left navigation pane. Click the check box of the calendar to view it. Multiple calendars can be viewed side-by-side or by overlapping them. Set Private Appointments If you share your calendar with others, you may want to flag certain appointments as private. Click the Private icon (the lock icon) in the ribbon to mark an appointment as private. To others who use the Scheduling Assistant, a private appointment will show your calendar as busy, but no details can be seen by others. TCU Information Technology 13
Connect to a SharePoint Calendar Windows users can connect SharePoint calendars directly to Outlook. This allows you to view the calendar in Outlook instead of SharePoint. NOTE: This command is not available in Outlook for Macintosh, only in Outlook for Windows. Use the following steps to connect the calendar to Outlook: Open Outlook and minimize the window Open the SharePoint site Navigate to your calendar Choose the Calendar tab Choose the Connect to Outlook command Answer the prompts to allow a connection to be created Open Outlook and choose the Calendar view (located in the lower left corner of the window) The new calendar will be listed under Other Calendars, check the box to display or hide the calendars listed on the left TCU Information Technology 14