How-To Guide Outlook 2010 Client (Installed)

How-To Guide Outlook 2010 Client (Installed) Feature: Outlook 2010 Calendar Document Version: April 19, 2011 Contents HOW DO I GET TO THE CALENDAR IN OUTLOOK?... 2 HOW DO I OPEN OR VIEW A BUILDING (OR ANY SHARED) CALENDAR?... 3 HOW DO I SHARE MY CALENDAR?... 4 HOW DO I REMOVE OR HIDE A SHARED CALENDAR?... 5 HOW DO I SCHEDULE A MEETING?... 5 HOW DO I SCHEDULE AN APPOINTMENT?... 7 HOW DO I SCHEDULE A RECURRING MEETING OR APPOINTMENT?... 8 HOW DO I USE THE SCHEDULING ASSISTANT (A.K.A. BUSY SEARCH IN GROUPWISE)?... 9 HOW DO I MOVE MY MEETING OR APPOINTMENT?... 10 HOW DO I DELETE A MEETING OR APPOINTMENT?... 10 HOW DO I CHANGE PEOPLE/RESOURCES IN MY MEETING?... 12 WHAT ARE ALL THE DIFFERENT CALENDAR VIEWS?... 12 HOW DO I ASSIGN CATEGORIES (COLORS)?... 14 HOW DO I CONVERT AN E-MAIL INTO A CALENDAR ITEM?... 15 Create a meeting request from an e-mail... 15 Attach an e-mail to an existing calendar item... 16 Page 1

How Do I Get to the Calendar in Outlook? From within the Outlook 2010 client (the version installed on your computer), click on the Calendar icon from the leftside menu. The following examples are two ways your menu may look: fully open (Figure 1) or minimized (Figure 2). Click on the Calendar icon from the left-side menu in Outlook Figure 1 Figure 2 Page 2

How Do I Open or View a Building (or any shared) Calendar? From within the calendar in Outlook, click on Open Calendar from the ribbon (top horizontal menu). Select Open Shared Calendar from the options that will pop up. Click on Open Calendar, and then select Open Shared Calendar Figure 3 The Open a Shared Calendar window will appear. You can either type the name of the person/room/building into the input box, or click on Name to select a calendar from the address book. Figure 4 Search for the calendar you want to view in the address book. When you find the name what you want, click on the item in the list and click on OK (Figure 5). The name will now appear in the Open a Shared Calendar window (Figure 6). Click OK to open and view the shared calendar. Figure 5 Figure 6 Page 3

The calendar will now appear in the outlook window displayed next to your personal calendar. Shared calendars are also listed in the left-side calendar list, placed under a group heading labeled Shared Calendars. Figure 7 How Do I Share My Calendar? You can share your calendar with a specific person. To do this, click on Share Calendar from the ribbon (top horizontal menu). A special type of e-mail message will open, called Sharing Request: Calendar. From this screen select whom you want to share a calendar with, what you want to share (all details, only your availability, or limited details), and even request to see that person s calendar as well. Figure 8 Figure 9 Page 4

How Do I Remove or Hide a Shared Calendar? You can temporarily hide a calendar by un-checking the box next to the name of that calendar from the left-side menu. To turn the calendar back on, simply re-check the box. Un-checking a box hides the calendar from view. Re-check the box to view the calendar. Figure 10 To permanently remove a shared calendar from your calendar list in Outlook 2010, right-click on the calendar you no longer want to view and select Delete Calendar. Right-click on the calendar you want to remove, and then select Delete Calendar Figure 11 How Do I Schedule a Meeting? Meetings are scheduled by people. Ensure that you are NOT scheduling from a shared calendar, such as a building or room calendar. To schedule a meeting, click on New Meeting from the ribbon (top horizontal menu). Page 5

Figure 12 A new window will open for scheduling your meeting (Figure 13). Ensure that you are scheduling this meeting from your own account, and not a shared calendar. Figure 13 There are a lot of details on this screen that you can set for your meeting. The following are the most common: 1. To : This option is used to select the attendees to your meeting. Click the To button will bring up the address book, allowing you to search for names. 2. Subject: Ensure to add a subject to your meeting. This will appear as the title of the meeting on the calendar. 3. Location: If you have a room you wish to book for this meeting, click on the rooms button. This will open the address book, and only display rooms that can be added to a meeting (Figure 14, top of next page). 4. Start time / end time: Select the appointment date & time. If this is an all day appointment, you can select the beginning & ending date, and then check All day event. 5. Body: Enter in detailed information you may want to include regarding the meeting. 6. Click Send to send the meeting request to your invitees and add it to your calendar. Page 6

Figure 14 How Do I Schedule an Appointment? To place an appointment on your calendar, click on New Appointment from the ribbon (top horizontal menu). Figure 15 A new window will open for you to schedule your appointment (Figure 16). 1. Add in the desired details for your appointment : Figure 16 Page 7

1.1. Subject: Enter a brief title for this appointment. 1.2. Location: Enter a location for your appointment, if desired. 1.3. Start time / end time: Select the appointment date & time. If this is an all-day appointment, you can select the beginning & ending date, and then check All day event. 1.4. Body: Enter in detailed information you may want to include regarding the appointment. 1.5. Click on Save and Close to save the appointment to your calendar. How Do I Schedule a Recurring Meeting or Appointment? If you are scheduling a meeting or an appointment, click on the Recurrence icon form the ribbon (top horizontal menu). Figure 17 When the Repetition window opens, select the desired settings for when you want this meeting or appointment to reoccur (Figure 18). Click OK to save your changes. If you want to schedule a meeting or an appointment at different times, you will need to create a separate meeting or appointment for each repeating pattern. I.e.: You want to schedule a meeting that occurs bi-weekly, and at the very end of the month. You will need to schedule two meetings; one with the reoccurrence settings for bi-weekly, and the other with the once-a-month settings. Figure 18 Page 8

How Do I use the Scheduling Assistant (a.k.a. Busy Search in GroupWise)? The Scheduling Assistant can make scheduling meetings and appointments much easier. This feature pulls the calendars for you and any persons/rooms you have included. This will show you whether there are any scheduling conflicts, and any other timeslots that may work better. You will be able to change your meeting or appointment without having to reschedule, or contact people multiple times to find a free time between everyone. While scheduling a meeting, select the people and rooms (if desired) you want to attend. Once you have everyone listed, click on the Scheduling Assistant icon from the ribbon (top horizontal menu). Figure 19 The scheduling assistant will open, and you will be presented with the availability of everyone on your list. The beginning time of your meeting will appear as a green vertical line in the middle part of the window. The ending time for your meeting appears as a red vertical line. Anything between these lines are the scheduling conflicts that may exist for your meeting (Figure 20). The right side of the scheduler shows information for meeting room availability. In Figure 20, neither room that was selected is available during our desired meeting time. We know this because None appears in the box below the label Choose an available room. We can also see scheduled meetings during our timeframe in the middle part of the screen for each room. Figure 20 Page 9

In Figure 21, the meeting time was adjusted to an earlier time. Both meeting rooms are now available in the Choose an available room box on the right. However as shown in Figure 21, there may still be schedule conflicts with some of the people you want to invite. Using this information, you can adjust your meeting dates and/or times until you can find a date, time and/or place that works for everyone. Figure 21 How Do I Move My Meeting or Appointment? A meeting organizer is the person that set up a meeting, and sent out the meeting request. If you are a meeting organizer, and need to move a meeting in your calendar, double-click to open the meeting for editing. Once the meeting window opens, you can make changes to any of the details in the screen including: attendee list, location/room, recurrence, and subject. You can also use the Scheduling Assistant to make sure any date/time or attendee changes are available for your meeting after you have completed making changes. How Do I Delete a Meeting or Appointment? Make sure that you are working in your own calendar, and not a shared calendar like the building calendar, meeting room calendar, etc. (Figure 1) Right-click on the meeting you want to delete. Select Cancel Meeting from the options that will appear (Figure 22). Page 10

Note: If the Cancel Meeting option is not available, you are not the meeting organizer. You can still select Delete to remove the meeting from your calendar. However, using one of the other options such as decline or propose new time may be a better selection (Figure 22). Meeting Organizers: Right-click and select Cancel Meeting Meeting Attendee: Right-click and select desired alternate option Figure 22 Meeting Organizer View (Left), Attendee View (Right) The meeting you want to cancel will open up in an edit screen. Click on the Send Cancellation button to send the cancellation to all attendees. The meeting will be immediately removed from your calendar (Figure 23). Figure 23 Page 11

How Do I Change People/Resources in My Meeting? A meeting organizer is the person that set up a meeting, and sent out the meeting request. If you are a meeting organizer, and need to move a meeting in your calendar, double-click to open the meeting for editing. Once the meeting window opens, you can make changes to any of the details in the screen including: attendee list, location/room, recurrence, and subject. You can also use the Scheduling Assistant to make sure any date/time or attendee changes are available for your meeting after you have completed making changes. What Are All the Different Calendar Views? There are several different ways to view your calendar. The available options can be found in the ribbon (top horizontal menu) located above your calendar (Figure 24). Figure 24 Day View: This view shows you the current day only. This view is good for viewing more details about meetings and appointments. Figure 25 Calendar Day View Page 12

Work Week View: This view displays your calendar one week at a time, but only shows Monday Friday. Figure 26 Calendar Work Week View Week View: This view displays your calendar one week at a time, and includes all days of the week. Figure 27 - Calendar Week View Calendar Month View: The month view displays your calendar for the entire month. There are three options for the month view: Figure 28 - Month View Options Page 13

Show Low Detail: This option will only display calendar items that you own ; meetings where you are the organizer, or your own appointments. Show Medium Detail: This option will display a colored box representing each meeting and appointment. No details or subjects are displayed. Show High Details will show your meetings and appointments with the subject line, similar to how other views display them. Figure 29 - Month View with High Detail Option Schedule View: This option will display your calendar (and any shared calendars you want to view) as a vertical bar. This view could be thought of as an overlay view in that it allows you to quickly compare multiple schedules, just like the Scheduling Assistant does. Figure 30 - Schedule View w/ Multiple Calendars Showing How Do I Assign Categories (Colors)? Outlook, like GroupWise, has the ability to set a category. You can set a category to things such as e-mails, tasks, meetings, and appointments. Page 14

Note: There is a default list built into Outlook. However, any changes made to your category list are ONLY AVAILABLE to YOUR Outlook account. For this reason, ONLY set a category AFTER you have sent an e-mail, or scheduled a meeting. A category in your Outlook account may not match the category in someone else s Outlook. From within an Outlook item (e-mail, meeting, etc.), click on the Categorize icon from the ribbon (top horizontal menu). A pop-up list of categories will be available to select from, as shown in Figure 31. Note: Your categorize options will be different! Click Categorize, and then select the category you want to assign Figure 31 - Categorize Icon and Options How Do I Convert an E-Mail into a Calendar Item? There are a couple of ways to have the contents of an e-mail made part of a calendar item. There is no convert to feature; however you can respond to an e-mail by creating a meeting request. The other option is to add the e-mail as an attachment to an existing calendar item. Create a meeting request from an e-mail: Open the e-mail that you would like to create a meeting from. Select Meeting from the Respond section of the ribbon (top horizontal menu). Click Meeting to reply to an email as a meeting request. Figure 32 Page 15

The e-mail will now be opened in a new meeting request window. The sender will be added as an attendee in the To line, and the body of the e-mail will be in the body of the new meeting request. From this point forward, you would complete the meeting request as any other meeting you were scheduling. For detailed instructions on creating a meeting, refer to the How Do I Schedule a Meeting section. Attach an e-mail to an existing calendar item: Double-click to open the calendar item you would like to attach an e- mail to. When the meeting opens in the edit window, click on the Insert tab near the top if the window. Click Insert, and then click Outlook Item Figure 33 The insert Item window will open, and you can then select what you want to attach to the calendar item. Click OK to save your selection. Figure 34 Page 16