Table of Contents COURSE OVERVIEW... 3 LESSON 1: OUTLOOK 2010 CALENDAR INTERFACE... 5 OPEN OUTLOOK CALENDAR... 5 Ribbon... 6 Navigation Pane... 6 Appointment Area... 6 Task Pane... 6 To-Do Bar... 6 THE RIBBON & BACKSTAGE... 9 File Tab: Backstage View... 10 CALENDAR VIEWS... 17 Day View... 17 Work Week View... 18 Week View... 18 Month View... 19 Schedule View... 20 ADDITIONAL CALENDAR VIEWING... 21 CALENDAR SETTINGS... 24 CALENDAR OPTIONS... 25 LESSON 2: EVENTS, APPOINTMENTS, AND MEETINGS... 28 DEFINING EVENTS, APPOINTMENTS, AND MEETINGS... 28 ALL DAY EVENTS... 29 APPOINTMENTS... 32 MEETINGS... 35 MAKING UPDATES TO A MEETING... 43 DELETING A MEETING... 45 ACCEPTING OR DECLINING A MEETING NOTICE... 46 LESSON 3: SHARING YOUR CALENDAR... 48 DISCUSSION... 48 ADDING A DELEGATE, METHOD 1... 49 ADDING A DELEGATE, METHOD 2... 50 ADDING A DELEGATE, METHOD 3... 52 OPENING OTHER CALENDARS... 54 OVERLAY MODE... 57 SENDING A CALENDAR SNAPSHOT... 59 LESSON 4: CREATING CALENDAR ITEMS FROM E-MAIL MESSAGES... 61 Ver. 2010.06.27 Page 1 pstrain@uakron.edu
LESSON 5: PRINTING... 63 STEPS... 63 PRINTING EXAMPLES... 66 Daily... 66 Weekly Agenda... 67 Weekly Calendar Style... 68 Monthly... 69 Tri-Fold Style... 69 Calendar Detail Style... 70 LESSON 6: ACCESSING OUTLOOK CALENDAR FROM THE WEB... 71 2007 These materials were developed and are owned by All rights reserved. Ver. 2010.06.27 Page 2 pstrain@uakron.edu
Course Overview Discussion Welcome to the introductory training on Outlook Calendar 2010. This course introduces basic navigation and focuses on the different methods of scheduling time and resources. Some of the topics covered in this manual are: Navigation in Outlook Calendar 2010 Calendar Viewing Creating Events Working with Appointments Scheduling and Managing Meetings Sharing your Calendar Opening other Calendars Printing your Calendars Accessing Calendar via the Web Ver. 2010.06.27 Page 3 pstrain@uakron.edu
Conventions Used in This Manual In each lesson, there can be: A list of topics A general discussion of the lesson topics A review of several topics One or more exercises One or more tips One or more notes A topic heading is denoted by the Steps graphic, if a list of general Steps is given. Back at your desk, you may refer to these Steps as a basic outline of what to do. An Exercise heading is denoted by the Runner graphic. These classroom exercises provide practice and more detailed information about the topic(s) being covered. Tip Open a File The shortcut CTRL + O will display the Open dialog box. A Tip box is available to offer a helpful hint or a caution about the topic that is being reviewed. A Note provides supplementary information about the current topic Ver. 2010.06.27 Page 4 pstrain@uakron.edu
Lesson 1: Outlook 2010 Calendar Interface Open Outlook Calendar 1. To open Outlook Calendar, click on the Calendar icon in the Navigation Pane. OR 2. When Outlook 2010 Calendar is opened, this is the window that is displayed. The example below is opened in Week view. Ribbon Navigation Pane Appointment Area To-Do Bar Task Pane Ver. 2010.06.27 Page 5 pstrain@uakron.edu
Ribbon In Outlook 2010, the Ribbon will now be displayed and used. This replaces the Menus from previous versions. The Ribbon is where you will find the commands for actions in Outlook. They are grouped by association for ease of use. Navigation Pane The Calendar Navigation Pane only shows information that is needed and is used for your Calendar. You can use the Navigation Pane to open Calendars (for which you have permissions), to share your Calendar, or to send a Snapshot of your Calendar via e-mail to another user. The Date Navigator will only display in this pane if the To-Do Bar is closed. Appointment Area This area displays your Appointments, Meetings, and Events. Task Pane The Task Pane allows you to track your work through the use of Tasks. Any Task that has been completed will appear marked out. Tasks not yet completed will be carried over to the next day. This pane only displays in Day and Week view. If you want to turn this pane off, go to the View tab and select the Daily Task List button, Off. To-Do Bar The To-Do Bar integrates your Tasks, e-mail messages flagged for follow-up, upcoming Appointments, and Calendar information in one convenient place. This pane gives you a glance at your priorities for the day. The To-Do Bar remains the same as in the Outlook Mail view. Ver. 2010.06.27 Page 6 pstrain@uakron.edu
3. The To-Do Bar is divided into three components: Date Navigator Appointment Section Task Input Panel Date Navigator: Allows you to quickly go to any date, in your Outlook Calendar, with a single click. Appointment Section: Shows your next several Appointments (or Meetings). To go to a specific item in your Calendar, double click the banner. Task Input Panel: You can create new Tasks in the Type a New Task field at the top of this component. This panel also displays existing Tasks and items that have been flagged for follow-up. Ver. 2010.06.27 Page 7 pstrain@uakron.edu
Some additional notes for the To-Do Bar: To add or remove the To-Do Bar from the view, go to the View tab and then to the To-Do Bar button (Minimized or Off). From this button you can also customize the To-Do Bar by removing one of the three components (Date Navigator, Appointment Section, or Task Input Panel). Simply uncheck the item from the menu option to remove it from the To-Do List view. To customize the To-Do Bar even further, select Options from the shortcut menu in the previous bullet. In the To-Do Bar Options box, you can adjust how many months you will see in the Date Navigator, how many Appointments/Meetings you will see in the Appointment Section, and if you do or do not want to view the Task List. 4. You can customize the width of the Navigation Pane or the To-Do bar by resting the mouse pointer on the split bar to the right of the Navigation Pane or the left of the To-Do Bar. The pointer will become a double arrow. Drag the double arrow cursor to the right or left as desired. Ver. 2010.06.27 Page 8 pstrain@uakron.edu
The Ribbon & Backstage View The Ribbon replaces the menus and toolbars that we used in previous versions of Outlook 2010. The Ribbon is divided into several command tabs, such as File, Home Send/Receive, Folder and View. Each command tab hosts tools and links related to its name. By categorizing and grouping the actions that you take when working in Office, it makes it easier to find the tool that you need. The organization of the Ribbon makes it possible to find the tool even when you are not sure what it is called. In previous versions of Office, you needed to menu surf and drill down in dialog boxes, searching for the appropriate choice. New in Office 2010, is the File tab also referred to as Backstage view. The new Backstage view replaces the traditional File menu and provides one space to manage and customize your Outlook account. The Ribbon in Outlook Mail 2010: Groups The Ribbon in Outlook Calendar 2010: Groups Ver. 2010.06.27 Page 9 pstrain@uakron.edu
File Tab: Backstage View The File tab replaces the Office Button and the File menu used in previous versions of Office. This is also referred to as the Backstage View. The Backstage view appears as follows: The Backstage view is used for basic commands such as saving, printing, and closing Outlook. This is also to the location for changing Options within Outlook 2010 (previously Tools, Options from the menu). Ver. 2010.06.27 Page 10 pstrain@uakron.edu
Creating Custom Tabs and Groups In Office 2010, you are able to create custom tabs and groups which allow you to create a workspace conducive to how you work in Outlook 2010. 1. Click on the File tab to open Backstage view. 2. Click on the Options tab. Ver. 2010.06.27 Page 11 pstrain@uakron.edu
3. Click on the Customize Ribbon tab. 4. Click on the New Tab button to create a new custom tab. 5. Click on the New Tab (Custom) from the list to select it. Ver. 2010.06.27 Page 12 pstrain@uakron.edu
6. Click on the Rename button. Enter a new name for the tab and click on the OK button. 7. Now, you can add a group to the tab. Click on the New Group button. 8. The New Group (Custom) should be selected, if not select it from the list. Click on the Rename button. Enter a Display name for the new group. Click on the OK button. 9. Continue to add new groups as desired. In this example, a total of three groups where created on the Training tab. 10. To add a command to the group, first select the group from the list that you want to add commands to. Ver. 2010.06.27 Page 13 pstrain@uakron.edu
11. In the left frame, choose a command that you want added to the selected group. If necessary, change the Choose commands from drop down for more options. For example, you can select All Commands for a complete list of Outlook commands to pick from. 12. For example, the command for Print will be added to the General group on the custom tab. Locate Print from the command list and click on it to select. 13. Click on the Add button. The command is now in the newly created custom group. Ver. 2010.06.27 Page 14 pstrain@uakron.edu
14. Continue to select a group and add commands as desired. For example: Custom Tab Custom Group Commands Custom Group Commands 15. To move the custom tab to a specific location on the Ribbon, select the custom tab name from the list and use the Move Up and Move Down buttons. For example, you may want to move the custom tab to the first tab, after the File tab, on the Ribbon. Ver. 2010.06.27 Page 15 pstrain@uakron.edu
16. Click on the OK button to return to Outlook and see the new custom tab on the Ribbon. The new custom tab: Note: This is what the Customize Ribbon tab looked like to create the custom tab above. 17. To remove a custom tab from the Ribbon, you can uncheck the tab in the list of Tabs on the Customize Ribbon tab which will remove it from the Ribbon, but will not delete the tab. You can then go back and turn it on at a later time to use it again. To delete a custom tab, select it from the list and use the Remove button. Note: Commands can only be added to Custom Groups. Custom Groups can be added to existing tabs or to custom tabs on the Ribbon. Note: You can use the Reset button to reset the entire Ribbon or just a selected tab. This will return the Ribbon and/or tab to the original setup. Ver. 2010.06.27 Page 16 pstrain@uakron.edu
Calendar Views In the Appointment Area of the calendar you have several views available to you. You have Day, Work Week, Week, Month, and Schedule Views. On the Home tab, you have will the Arrange group which has buttons that allow you to change the view and you also have arrows that allow you to quickly move back or forward (by Day, Work Week, Week, Month, or Schedule View- depending on what view you are in). Here are the Day, Work Week, Week, Month, and Schedule Views: Note: You can also use the Today week, or month. Day View button to always return to the current day, View Buttons Ver. 2010.06.27 Page 17 pstrain@uakron.edu
Work Week View Week View Tip Add Calendar Item In Day and Week view, you can create a calendar item by putting the cursor in the time slot and typing. This is a quick alternative to using the Event, Appointment, or Meeting forms. Ver. 2010.06.27 Page 18 pstrain@uakron.edu
Month View There are three levels of detail for the month view. The default is High. In High view, you can see all Events, Appointments, and Meetings. In Medium, you can see Events and Appointments. However, Appointments are shown as lines representing the Appointment and the thickness of the line is based on the length of the Appointment. In Low, you only see all day Events. To change the level of detail, click on the Month button. Note: In this screen shot, the To-Do Bar has been closed. Notice that the Date Navigator is now displayed in the Navigation Pane. Ver. 2010.06.27 Page 19 pstrain@uakron.edu
Schedule View The Schedule View is useful when you are trying to review multiple calendars at one time to schedule a meeting. (One Calendar open) (Two Calendars open) Ver. 2010.06.27 Page 20 pstrain@uakron.edu
Additional Calendar Viewing Open the Calendar in a New Window 1. In the Navigation Pane, right click with the mouse over the Calendar button. Select from the short menu, Open in New Window. 2. You now have a new window with your Outlook Calendar displayed. To close this new window, use the Close button in the top right corner of the window. Note: You can also use the Open in new Window button on the View tab. Tip Toggle Windows You can use the windows trick of Alt + Tab to toggle between the open windows. Ver. 2010.06.27 Page 21 pstrain@uakron.edu
Viewing Days (other than the Day, Week, Month Views) 1. Go to the Day view. 2. To view several consecutive days, drag-select with the mouse in the Date Navigator, those days or weeks you want to view. For example, the Calendar with three consecutive days in view: Notice in Date Navigator that June 27 th, 28 th, and 29 th are highlighted and in the Appointment Area, the three days are present. Ver. 2010.06.27 Page 22 pstrain@uakron.edu
3. To view non-consecutive days, select in the Date Navigator the first date and then with the mouse click and hold the Ctrl key. With the Ctrl key down, select the other date(s). Notice that three nonconsecutive days are highlighted in the Date Navigator and they are also present in the Appointment Area. Customize Days seen in the Appointment Area of the Calendar Tips *(from the selected day) Alt + 1 To see the one day. Alt + 2 To see the next two days * Alt + 3 To see the next three days * Alt + 4 To see the next four days * Alt + 5 To see the next five days * Alt + 6 To see the next six days * Alt + 7 To see the next seven days * Alt + 8 To see the next eight days * Alt + 9 To see the next nine days * Alt + 0 To see the next ten days * Ver. 2010.06.27 Page 23 pstrain@uakron.edu
Calendar Settings You can use the Format Day/Week/Month View box to make adjustments to the Calendar such as: Change default time scale in the Appointment Area from the default 30 minutes Change the Font of item entries Bold dates, in the Date Navigator, that have items Bold subjects in the Calendar entry in the Appointment section 1. In the Appointment Area of the Calendar right click with the mouse. Make sure the cursor is not resting over a Calendar entry. 2. Select the option for View Settings, and then the Other Settings button. Make any changes that you desire and click on the OK button. Note: You can also change the time scale by using the Time Scale button on the View tab. Ver. 2010.06.27 Page 24 pstrain@uakron.edu
Calendar Options You can use the Options box to make additional changes to your Calendar. You can make changes such as: Change the default reminder times for all Appointments Define your work days and times Add Holidays Adjust the Calendar background color 1. In the Appointment Area of the Calendar right click with the mouse. Make sure the cursor is not resting over a Calendar entry. Ver. 2010.06.27 Page 25 pstrain@uakron.edu
2. Click on the option for Calendar Options. Ver. 2010.06.27 Page 26 pstrain@uakron.edu
3. On the Calendar tab, you can adjust many settings for your calendar such as: Work Times (Start and End time) Work Days Reminder times Show week numbers Adjust time zones 4. Make any changes that you desire and click on the OK button. Note: You can also change the color scheme by using the Color button on the View tab. Ver. 2010.06.27 Page 27 pstrain@uakron.edu
Lesson 2: Events, Appointments, and Meetings Defining Events, Appointments, and Meetings When you are working with Outlook Calendar, you will have various features available in order to help you schedule and manage your time. The features that you will be learning about in this course are Events, Appointments, and Meetings. Events An Event is an activity that lasts 24 hours or more that does not block time on your Calendar. Also, You can create an Annual Event that occurs yearly on a specific date such as an anniversary or birthday. Events appear at the top of the date you specified as a banner. Events can be made Private which will prevent even delegates from seeing the item. Appointments An Appointment is an activity that you can schedule on your Calendar that does not involve other people or resources (on-campus). Also, Meetings Appointments can set up to be recurring, which means that they repeat on a regular basis such as a monthly staff meeting. You can set reminders. Appointments can be made Private which will prevent even delegates from seeing the item. A Meeting is an Appointment that you invite other people to or reserve resources such as a conference room or projector. Also, Meetings can be made Private which will prevent even delegates from seeing the item. Meetings can set up to be recurring, which means that they repeat on a regular basis. You will identify the people to invite and the resources to reserve. You can track responses from the invitees. You can set Delegates to schedule on your behalf. Ver. 2010.06.27 Page 28 pstrain@uakron.edu
All Day Events An All Day Event is an activity that lasts 24 hours or more that does not block time on your Calendar. An All Day Event is associated with a specific day, but not a time like an Appointment or Meeting. It appears as a banner on the date for which it occurs. 1. To enter a new Event, you can use one of the following methods: From the Ribbon, click on the New Items button, All Day Event Right in the Appointment Section, and select New All Day Event Ctrl + N on keyboard, then check the option for All day event 2. The All day event checkbox should be selected. Make sure this box is selected 3. Enter information on the Event form as follows: Subject: Description of the Event. Location: Enter a location for the Event. Start time: Use the down arrow to select the start date for the Event. End time: Use the down arrow to select the end date for the Event, if it is different from the Start. Large Edit box: Enter notes about/for the Event. Ver. 2010.06.27 Page 29 pstrain@uakron.edu
4. On the Event tab, in the Options group, you can change the Reminder time. 5. On the Event tab, in the Tags group, you can make this Event Private. Click on the Private button. 6. To make this Event recurring, such as a holiday, birthday, or anniversary, click on the Recurrence button on the Event tab, in the Options group. In the Recurrence pattern frame, select the radio button for Yearly, and select OK. Ver. 2010.06.27 Page 30 pstrain@uakron.edu
7. Click on the Save and Close button on the Event tab, to save the Event to the Calendar. 8. In the Appointment section of the Calendar, you can see the Event as a banner. 9. If you want to view, edit, or delete the Event, double click on it to return the Event form. Make the changes to the form and click on the Save and Close button. To delete an Event, open the form and click on the Delete tab in the Actions group. button on the Event Ver. 2010.06.27 Page 31 pstrain@uakron.edu
Appointments An Appointment is an activity that you can schedule on your Calendar that does not involve other people or resources (on campus). You can also keep track of your personal Appointments and mark them as Private to prevent Delegates from viewing them. 1. To enter a new Appointment, you can use one of the following methods: From the Ribbon, click on the New Appointment button Right click in the Appointment Section, and select New Appointment Ctrl + N on keyboard Double click in the Appointment Section of the calendar 2. Enter information on the Appointment form as follows: Subject: Description of the Appointment. Location: Enter a location for the Appointment. Start time: Use the down arrow to select the start date for the Appointment. In the second field, use the down arrow to select a starting time. You can also type a time in the field. End time: Use the down arrow to select the end date for the Appointment, if it is different from the Start. In the second field, use the down arrow to select an ending time. You can also type a time in the field. Large Edit box: Enter notes about/for the Appointment. Ver. 2010.06.27 Page 32 pstrain@uakron.edu
3. On the Appointment tab, in the Options group, you can change the Reminder time. 4. On the Appointment tab, in the Tags group, you can make this Appointment Private. Click on the Private button. 5. To make this Appointment recurring, click on the Recurrence button on the Appointment tab, in the Options group. Ver. 2010.06.27 Page 33 pstrain@uakron.edu
In the Recurrence pattern frame, make your selections for when this Appointment should occur. Click on the OK button. The Appointment form displays again with the notation that this is a recurring Appointment. Note: If you want to make changes to a recurrence, click on the Recurrence button to open the Appointment Recurrence form. 6. Click on the Save and Close button on the Appointment tab, to save the Appointment to the Calendar. 7. In the Appointment section of the Calendar, you can see the Appointment. 8. If you want to view, edit, or delete the Appointment double click on it to return the Appointment form. Make the changes to the form and click on the Save and Close button. To delete an Appointment, open the form and click on the Delete button on the Appointment tab in the Actions group. Ver. 2010.06.27 Page 34 pstrain@uakron.edu
Meetings A Meeting is an Appointment that you invite other people to and reserve resources such as a conference room or projector. The process is very similar to adding an Appointment to your schedule, but for a Meeting you will be adding people and resources. 1. To enter a new Meeting, you can use one of the following methods: From the Ribbon, click on the New Meeting button Right click in the Appointment Section, and select New Meeting Request Ctrl + Shift + Q on keyboard Initiate an Appointment (any method) and click on the Invite Attendees button on the Ribbon Ver. 2010.06.27 Page 35 pstrain@uakron.edu
2. The Meeting form is similar in appearance to the New Message form (e-mail) and to the Appointment form. The form allows you to enter information about the Meeting as well as add people and resources. 3. Enter information on the Meeting form as follows: Subject: Description of the Meeting. Location: Enter a location for the Meeting. Start time: Use the down arrow to select the start date for the Meeting. In the second field, use the down arrow to select a starting time. You can also type a time in the field. End time: Use the down arrow to select the end date for the Meeting, if it is different from the Start. In the second field, use the down arrow to select an ending time. You can also type a time in the field. Large Edit box: Enter notes about/for the Appointment. 4. After you have entered the pertinent information on the Meeting form, you will need to Select Attendees and Resources. You can enter the Attendees on the Appointment page by using the To field just as you do when you are creating an e-mail message. However, if you use this method, you will not be able to determine if the person is available during the time of your Meeting Request. 5. To view the availability of the Attendees while creating the Meeting, click on the Scheduling Assistant button on the Meeting tab on the Ribbon. Ver. 2010.06.27 Page 36 pstrain@uakron.edu
6. In the All Attendees column, you can type the person s last name. If you are entering a last name or part of a last name that is common, a red wavy line appears under the text. Right-click with the mouse to get a list of possible choices. Select the correct name and the name will return in the All Attendees column. 7. Another method for selecting attendees is to click on the Add Attendees button. Use the box in the top left under the word Search to enter all or part of a last name. When you locate the name, select it and click on the appropriate button for if this person/resource is Required, Optional, or if it is a Resource. Click on the OK button when finished. Ver. 2010.06.27 Page 37 pstrain@uakron.edu
8. The Scheduling Assistant page displays again with the names and time chart which will show if the attendees are available. The people and resources that you selected will be listed as well as a glance at the availability of All Attendees and Resources. The time that you specified for the Meeting will be blocked off with the start time represented with a vertical green line and the ending time a red vertical line (the green and red lines can be dragged and moved to adjust times). 9. When scheduling a meeting, the Scheduling Assistant can assist in finding the best time for all attendees by using a color coded grid. The grid will display in the Suggested Times pane that is displayed on the right side of the window. Ver. 2010.06.27 Page 38 pstrain@uakron.edu
10. The Suggested Times frame will list times for the day specified and will list the best times (no conflicts) first and then continues with times that not all attendees (or resources) are available. You can click on a time in this frame to adjust the time of the meeting. Ver. 2010.06.27 Page 39 pstrain@uakron.edu
11. If you are using Outlook Calendar for Conference Rooms, Meeting Rooms, Training Rooms, etc there is also a Room Finder. Add the potential rooms to the All Attendees list (as Resources). The Room Finder will then adjust, based on a color-coded system, to show if the selected room is available. 12. You can return to the Appointment page, by clicking on the Appointment button on the Meeting tab on the Ribbon. Ver. 2010.06.27 Page 40 pstrain@uakron.edu
13. To make this Meeting recurring, click on the Recurrence button on the Meeting tab, in the Options group. In the Recurrence pattern frame, make your selections for when this meeting should occur. Click on the OK button. Note: If you want to make changes to a recurrence, click on the Recurrence button to open the Meeting Recurrence form. 14. If necessary, you can attach a file to the Meeting notice. To do this, first click on the Appointment button. Then on the Insert tab, click on the Attach File button. 15. When you are ready to send the Meeting Request and schedule the time, select the Send button. Ver. 2010.06.27 Page 41 pstrain@uakron.edu
16. If at any time you want to view the Meeting in greater detail, double click with the mouse on the Meeting in the Appointment Area of the Calendar and the Meeting form displays again. Ver. 2010.06.27 Page 42 pstrain@uakron.edu
Making Updates to a Meeting You can make changes to a meeting after you have scheduled it. After you make changes, Outlook will send an Updated Notice. The changes that you made will be highlighted in the notice which will make it easier for the Attendees to identify what was changed. 1. Open the Meeting Form by double clicking on the Meeting in the Appointment Section of the Calendar and make your changes. 2. Click on the Send Updates button. Ver. 2010.06.27 Page 43 pstrain@uakron.edu
3. A notice will be sent to the recipient and the changes you made will be highlighted for easy identification of what has been modified. Here is an example of an Update Notice: 4. If you only want to send an email to the attendees, you can click on the Meeting tab and then the Contact Attendees button. Select the option for New Email to Attendees. 5. To review the list of those invited and their responses, you can click on the Meeting tab and then the Tracking button. Select the option for View Tracking Status. Ver. 2010.06.27 Page 44 pstrain@uakron.edu
Deleting a Meeting 1. Open the Meeting form by double clicking on the Meeting in the Calendar. Click on the Cancel Meeting button on the Actions tab on the Ribbon. 2. Click on the Send Cancellation button. 3. The Attendees will receive a notice, via e-mail, that appears similar to the following: 4. The Meeting will be deleted from your Calendar. If the Attendee wants the Meeting deleted from their Calendar, they will need to click on the button for Remove from Calendar from the e-mail cancellation notice. Ver. 2010.06.27 Page 45 pstrain@uakron.edu
Accepting or Declining a Meeting Notice If you have been invited to a Meeting, you will receive an e-mail message labeled with the Meeting Request icon. The message will contain pertinent information about the Meeting such as Subject, Location, Time, and Meeting Requester. After you review the Meeting Request, you can Accept, Decline, or Tentatively schedule the Meeting. Once you determine if you are attending or declining, an e-mail message will be generated back to the Meeting Requester indicating the status of your attendance. 1. In your Inbox, you will receive a note and it will have the Meeting Request icon present. Ver. 2010.06.27 Page 46 pstrain@uakron.edu
2. Open the message by double clicking. 3. Review the Meeting Request, and click on the Accept, Tentative, or Decline button. You can also use the Propose New Time button to suggest a different meeting time. If you need to review your Calendar, click on the Calendar button in the Actions group. 4. To Accept, Tentatively Accept, or Decline use the drop down to make a choice: 5. Make the appropriate selection. Ver. 2010.06.27 Page 47 pstrain@uakron.edu
Lesson 3: Sharing your Calendar Discussion If you need to allow other people to view, change, update, or add to your Calendar, you can make someone a Delegate. This will allow another person certain permissions to your Calendar. You will be responsible for assigning the level of permission for the Delegate. When you are setting up the Delegate, you are given the choice of what the person can and cannot do with your Calendar. There is not a limit as to how many people you share your Calendar with. For example, you can set a Delegate up to view, create, and edit Appointments, Meetings, and Events for you and you can still keep your private entries confidential. There will be three methods for adding Delegates in Outlook Calendar discussed in this manual. Ver. 2010.06.27 Page 48 pstrain@uakron.edu
Adding a Delegate, Method 1 In Outlook 2010, the first method for allowing somebody to be a Delegate for you is to use the Ribbon. The person that you are allowing access to your Calendar will receive an e-mail notification that you have shared your Calendar. In this e-mail you can also request that the recipient share their Calendar with you. Note that you can only give this person Reviewer rights by using this method. 1. Click on the Share Calendar button in the Share group on the Home tab on the Ribbon. 2. In the To field, locate the person you want to share your Calendar with. If you would like to obtain reviewer access to this person s Calendar, check the box for the Request permission to view recipient s Calendar option. Add any additional notes in the edit box, and then click on the Send button. 3. The message that the recipient will receive will appear similar to the following: Ver. 2010.06.27 Page 49 pstrain@uakron.edu
Adding a Delegate, Method 2 1. Click on the Calendar Permissions button in the Share group on the Home tab on the Ribbon. 2. On the Permissions tab, click the Add button and the Add Users box displays. Ver. 2010.06.27 Page 50 pstrain@uakron.edu
3. Use the field below Search, at the top of the box, by typing all or part of the Delegates last name. Locate the person and double click on their name or click the Add button to move them to the Add field. 4. Click on the OK button to return. 5. Select the name from the top frame, where the delegates are listed. 6. Make selections in the Permissions frame for what the delegate should be able to do with your Calendar. 7. Click on the OK button. Ver. 2010.06.27 Page 51 pstrain@uakron.edu
Adding a Delegate, Method 3 1. Click on the File tab on the Ribbon and click on the button for Account Settings. 2. Select the option for Delegate Access. 3. Locate the person, using the Add button. Ver. 2010.06.27 Page 52 pstrain@uakron.edu
4. In the Calendar field, use the down arrow to select what rights the Delegate will have. For example: Reviewer (can read items) Author (can read and create items) Editor (can read, create, and modify items) 5. Under the Calendar field, select the checkbox if want the Delegate to receive e- mail messages notifying them of your Meeting Requests, Updates, and Cancellations. 6. If you want a confirmation e-mail sent to the Delegate after you complete the process outlining their rights, select the checkbox; Automatically send a message to delegate summarizing these permissions at the bottom of the box. This is recommended. 7. If you would like the Delegate to be able to see and edit your Private entries, select the checkbox for, Delegate can see my private items. The default is to keep Private entries confidential. 8. Select OK after you have set your Delegate box returns. The name of the Delegate should appear. You may have additional options activated on this tab (depending on what role you gave the delegate) below the names where the radio buttons are. Review these choices and select if appropriate. Select OK. Ver. 2010.06.27 Page 53 pstrain@uakron.edu
Opening Other Calendars In order for you to open another user s Calendar, it must be shared with you before you try to open and view it. The person wanting to share their Calendar with you must follow the instructions in the previous sections (Delegates), to grant you access to their Calendar information. If you have the appropriate access, you can also use these instructions to open Calendars for resources (such as conference rooms or computer labs) and departmental Calendars. 1. On the Ribbon and in the Manage Calendars group, click on the Open Calendar button. 2. Click on the Open Shared Calendar option. Click on the Name button to open the Global Address book for your search or type the last name in the field. Ver. 2010.06.27 Page 54 pstrain@uakron.edu
3. After you locate the person or resource, the Calendar will open in the Appointment Area. 4. The Calendar opens, along with your default Calendar, in Side by Side mode. You can change the views and use the Date Navigator to move around. Note: You can view up to 30 Calendars at one time. However, opening more than four or five at a time will make your Appointment section appear cluttered. 5. This Calendar will now be listed under the Shared Calendars section in the Navigation Pane for future use. To remove this Calendar from the Appointment Area, simply remove the check to the left of the Calendar name in the Navigation Pane. Ver. 2010.06.27 Page 55 pstrain@uakron.edu
6. Some additional notes when viewing multiple Calendars. If you change the view to Day, Week, or Month, all open Calendars will adjust to this view. Any changes made by another user to a Calendar that you have open will appear. You do not need to refresh or exit and reenter to see the changes. If you have Author or Editor rights to a Calendar, you can create items on the Calendar by right-clicking on the day in the shared Calendar. If you want to open one of the Calendars listed in the People s Calendars section in a new window, right click over the Calendar name with the mouse and select Open in New Window. 7. A different view when working with multiple calendars is the Schedule View. Click on the Schedule View button in the Manage Calendars group on the Ribbon. This view provides a horizontal view of the calendars, rather than the default side by side layout. Ver. 2010.06.27 Page 56 pstrain@uakron.edu
Overlay Mode You can view Calendars in Overlay Mode which enables you to navigate multiple Calendars on top of one another. When using this mode, the Calendars are transparent and it allows you to view multiple schedules as one. This mode makes it easier to compare your Calendar with co-workers, a boss, a resource, or a personal Calendar. This is a great tool if you want to compare two or more calendars to see if there are conflicts. 1. Open the other Calendar(s). 2. To use Overlay Mode, click on the View in Overlay Mode arrow on the Calendar s Name tab. You can also go to the View tab on the Ribbon and use the Overlay button in the Arrangement group. 3. The Calendars in Overlay Mode: Ver. 2010.06.27 Page 57 pstrain@uakron.edu
4. Pay attention to the color coding. The items on the combined calendar will be colored based on the Calendar of origination. In the example on the previous page, all entries shaded in green are from the Comp Training RM 141 calendar which is on top. The items in blue are from the Calendar or the default Calendar for the Outlook account. Some additional notes for using Overlay Mode: You can change which Calendar is on top by clicking on the colored tab for the Calendar you want moved to the front. You can directly add items to a Calendar in Overlay Mode, but it must be the Calendar on top. If you are attempting to make a change to a delegates Calendar, you must have the required permissions. To return to the side by side layout, click on the View in Side by Side Mode arrow to the left of the Calendar name on any of the tabs. You can also use the View tab on the Ribbon and the Overlay in the Arrangement group. Click on the button to toggle the option off. button Ver. 2010.06.27 Page 58 pstrain@uakron.edu
Sending a Calendar Snapshot You can send your Calendar to another person via an e-mail message; this is called a Calendar Snapshot. The Calendar will appear in the body of the message. Also, other users at can choose to open the Calendar as an Outlook Calendar and view it in Side by Side or Overlay Mode. When you send a Snapshot, the other user does not obtain access to your Calendar and will not be notified when changes are made. This is a one-time glance at your Calendar as you specify by selecting time frames and styles. 1. On the Home tab of the Ribbon, click on the E-mail Calendar button in the Share group. 2. Leave the Calendar field as is, unless you are sending a Calendar other than your default Calendar. 3. In the Date Range field, choose from the drop-down, a date range for which you want to send. For example, Today, Tomorrow, Next 7 Days, Next 30 Days, Whole Calendar or Specify Dates. 4. In the Detail field, use the arrow to choose a level of detail that you want to display in the Calendar Snapshot. If you only want working hours displayed, check the box for Show time within my working hours only checkbox. Also, if you want a few additional options, click on the Show button next to Advanced. Ver. 2010.06.27 Page 59 pstrain@uakron.edu
5. After you have made your selections, your message will appear similar to the following: 6. Use the To field, to enter the name of the person to whom you are sending your Calendar Snapshot to. 7. This is similar to what the message will look like to the recipient. It does depend on what selections you made, how much the person will see. 8. If they want, the recipient can use the Open this Calendar button on the Ribbon to open your Snapshot information in their Outlook Calendar so they can view your Calendar with their information in Side by Side or Overlay Mode. Ver. 2010.06.27 Page 60 pstrain@uakron.edu
Lesson 4: Creating Calendar Items from E-mail Messages You can add items to your Calendar directly from an e-mail message. For example, if you receive an e-mail that is requesting a Meeting, proposing an Event, or if an important date is given in reference to something you want to add to your Calendar you can do this right from the Outlook Inbox. Steps 1. You will start this process in your Outlook Inbox. For example, you receive an e- mail message asking for a Meeting and you would like to add this entry to your Calendar. You read the message and return to your Inbox. 2. From the Inbox, select the e-mail message and (hold the left mouse button) and drag (and drop) it to the Calendar button in the Navigation Pane. An Appointment Form displays. Ver. 2010.06.27 Page 61 pstrain@uakron.edu
3. Notice that the e-mail message was brought into the edit box on the Appointment form. At this point, you can add this to your Calendar as an Appointment, Meeting, or Event. Appointment: The Subject defaults from the Subject of the e-mail message. Enter Location, Start time, End time, and then click on the Save and Close button. Meeting: The Subject defaults from the Subject of the e-mail message. Enter Location, Start time, End time, and then click on the Invite Attendees button. Locate the attendees based on the Meeting instructions. Then click on the Save and Close button. All Day Event: The Subject defaults from the Subject of the e-mail message. Enter the Location. Then, click in the All day event checkbox. Adjust Start time (Date). Click the Save and Close button. Ver. 2010.06.27 Page 62 pstrain@uakron.edu
Lesson 5: Printing Outlook Calendar offers many options for you to print your Calendar. There are options for Daily, Weekly, Monthly, Tri-fold, as well as others. Furthermore, you will have the ability to define styles and add headers and footers in order to create your desired Calendar printout appearance. Steps 1. Select the File tab on the Ribbon. Ver. 2010.06.27 Page 63 pstrain@uakron.edu
2. Click on the Print tab in the left frame. In the Settings frame, you can select how you want your Calendar to print. Your options are: Daily Style Weekly Agenda Style Weekly Calendar Style Monthly Style Tri-Fold Style Calendar Details Style 3. After you make your selection, click on the Print button to send the Calendar to the default printer. Ver. 2010.06.27 Page 64 pstrain@uakron.edu
4. If you would like to make adjustments, such as number of copies or to change the printer, you can click on the Print Options button. You can also use the Page Setup button to make changes to margins, page orientation, add header/footers and more. 5. Make changes and then use the Print button. Ver. 2010.06.27 Page 65 pstrain@uakron.edu
Printing Examples Daily Ver. 2010.06.27 Page 66 pstrain@uakron.edu
Weekly Agenda Ver. 2010.06.27 Page 67 pstrain@uakron.edu
Weekly Calendar Style Ver. 2010.06.27 Page 68 pstrain@uakron.edu
Monthly Tri-Fold Style Ver. 2010.06.27 Page 69 pstrain@uakron.edu
Calendar Detail Style Ver. 2010.06.27 Page 70 pstrain@uakron.edu
Lesson 6: Accessing Outlook Calendar from the Web When you do not have access to your local drive on your computer, you can still access your Outlook e-mail via the Internet and via the Exchange Server. Please note that that there are some differences in appearance and capabilities of the web-based Outlook depending upon the browser used and the view selected by the user. Note: You have an email quota of 500MB. The following is a brief list of features that are not available via the Web-Access (Internet) version of Outlook: Creation and usage of Delegates Personal Folders 1. To reach the web-access version of Outlook begin by opening a browser. In the address field, enter: https://exchange.uanet.edu/exchange Note: You will only see this box the first time you log on to the Web Access. Ver. 2010.06.27 Page 71 pstrain@uakron.edu
2. Adjust the setting on this page as necessary. Click on the OK button. 3. Enter your UANET ID in the User name field as well as your Password. Note: The options under Security are defined as this by Microsoft: This is a public or shared computer: Select this option if you use Outlook Web Access on a public computer. Be sure to log off when you have finished using Outlook Web Access and close all windows to end your session. This is a private computer: Select this option if you are the only person who uses this computer. Your server will allow a longer period of inactivity before logging you off. Note: The option for Use Outlook Web Access Light is defined as this by Microsoft: The Light client provides fewer features and it is sometimes faster. Use the Light client if you are on a slow connection or using a computer with unusually strict security settings. If you are using a browser other than Internet Explorer 6 or later, you can only use Light client. Ver. 2010.06.27 Page 72 pstrain@uakron.edu
4. Click on the Log On button. The default view, the Inbox, displays. 5. You can manage your messages using the toolbar above the Inbox. You have buttons that will allow you to create a new message, turn the Reading Pane on or off, make each message a single line to conserve space, delete, move a message, and check for new messages. If you have the Reading Pane turned off, you will also see options for Reply, Reply to All, and Forward. 6. If you click on the New button, you will be able to add/create several Outlook items. Ver. 2010.06.27 Page 73 pstrain@uakron.edu
7. If you have the Reading Pane turned on, you will have the Reply, Reply to All, and Forward buttons available directly in the Reading Pane Preview, and therefore, there is no need to formally open a message to reply to the sender. 8. If you click on the Calendar banner in the Navigation Pane, you will advance to your Outlook Calendar. Ver. 2010.06.27 Page 74 pstrain@uakron.edu
9. If you create a meeting, the Meeting Form opens. When you need to determine a good time for all attendees, you can use the Scheduling Assistant. Click on the Scheduling Assistant tab. You can adjust the time using the green and red bars, but you can also use the right side pane, which provides a list of times that work. You can click on any of the time slots to select. Ver. 2010.06.27 Page 75 pstrain@uakron.edu
10. You also have the ability to make some changes to how your Outlook Web Access works. In the blue banner at the top of the Outlook Web window, click on the button for Options in the top right corner. In the Navigation Pane, you have several Options to click on that will present new options in the right frame. Some of the features you have available are: Messaging: Signatures, Message Format, Message Tracking, and Reading Pane Options. Spelling: Spelling Options and Language Settings Calendar Options: Calendar Options, Calendar Work Week, Reminder Options and Automatic Calendar Processing. Out of Office Assistant: Create a reply for inside the organization and a different reply for outside the organization. Ver. 2010.06.27 Page 76 pstrain@uakron.edu
Rules: Create new rules or edit existing rules. Junk E-Mail: Manage Safe Sender and Block Sender Lists. Deleted Items: Empty Deleted Items at Sign-off and Recover Deleted Messages. 11. Click on the Mail banner to return to the Inbox. 12. When you are finished using Outlook on the web, log off. To log off, click on the Log Off button in the top right corner of the Outlook Web window. Ver. 2010.06.27 Page 77 pstrain@uakron.edu