Outlook Calendar Basics A guide for BPS in managing and sharing your Outlook calendar

The Calendar Your four month calendar will appear on the left of your screen. Each day that has an appointment will be in bold. Your X Axis toolbar will help you to input new appointments, view upcoming days, weeks and months, and organize your calendar You can share your calendar with others (keep going through this PowerPoint for further details. Jump to your mail, your contacts, or your tasks with the tool bar at the bottom-left of the page

Inserting a New Appointment Make sure the appropriate day is highlighted on the calendar to the left of the screen Click “Actions” on the X Axis Click “New Appointment” NEXT (click)

Adding an Appointment (cont.) Finally, type any information you need about this meeting here. Then click “Save and Close” Type in your subject (Meeting with Mr. Doe) and the Location (BMS) in the appropriate lines Select how often you want to be reminded of this event, and how you want to be reminded here Select the start date and time of the meeting, and below, the end date and time. You can also click “all day event to reserve the whole day

Shortcut to Adding an Appointment You can add an appointment quickly by: Highlighting the times you have an appointment (here it’s 8:00 am to 11:30 am) Once everything is highlighted, simply start typing in your notes That’s it!

Changing Your View You can change your view of the calendar by clicking “View”, then selecting “Day”, “Work Week”, “Week” or “Month” All of your appointments will come up in white boxes according to the day (X Axis) and the time (Y Axis)

Sharing Your Calendar You can share your calendar with others in your office (or district) by giving them rights to your calendar in Outlook You can choose the extent to which someone has access to your calendar Access to read only Access to schedule appointments Access to edit your calendar appointments only READ ON FOR MORE

Sharing Your Calendar Click the “Share My Calendar” option on the left-hand toolbar The “Calendar Properties Window” (left) will appear To add people to your calendar, click “Add” on the “Permissions” tab Choose from the list of BPS employees Then select their permission level by clicking the boxes that apply Finally, click “Apply” and “OK”

Choosing Permission Level You can choose how much control others have over your calendar by selecting the tabs carefully. “Create items” allows others to create new appointments “Read items” allows others to read your appointments “Create subfolders” allows others to organize your calendar “Folder owner” allows others to change folders “Edit Items” allows others to edit your calendar “Delete Items” allows others to delete from your calendar

Viewing a Shared Calendar To view a calendar that someone has shared with you: Make sure you’re in calendar mode Click “File” Then “Open” Select “Other User’s Folder” Select a name from the pop-up window Click “OK” If you’ve been given access, you can now view that calendar

Find Can’t find an important appointment in your calendar? You can search for specific appointments by using the “Find” option Type in the name of the person you have an appointment with, the place of the appointment or any other key word and you will find what you’re looking for (or it doesn’t exist in your calendar)

Need More Help? Contact Education Technology at: 505-867-7829 Click below to go back to Ed. Tech website: http://www.bernalillo-schools.org/education/components/sectionlist/default.php?sectiondetailid=4511&sc_id=1191270863&PHPSESSID=6e296a110f5e70d5ce549175e26cbf89 Training materials copyright and created by Bernalillo Public School Education Technology Department ©2006-2008. Permission to reproduce for K-12 teacher training or classroom use is given as long as authorship credit is retained.