Maintain Executive Calendar SLIDES April 2019 U.S. Army Soldier Support Institute Maintain Executive Calendar SLIDES April 2019

Terminal Learning Objective ACTION: Maintain Executive Calendar CONDITIONS: In a classroom environment, given access to a computer, Microsoft® Office software, a printer, supervisor's instructions, and standard office supplies and equipment. STANDARD: Complete the following without error: 1. Prepare an executive calendar. 2. Set-up appointments. 3. Perform Outlook 2013 Calendar functions. Learning Domain: Cognitive – Apply GLO 5. Soldiers and Army Civilians demonstrate proficiency in mission command staff tasks. This includes the Operations Process (Plan, Prepare, Execute, and Assess), Synchronize Information related Capabilities, Knowledge/Information Management, and Cyber-Electromagnetic Activities . GLO 13. Soldiers and Army Civilians support Army policies, programs, and processes. GLO 14. Soldiers and Army Civilians are technically and tactically competent.

Establish an Executive Calendar Determine what type of calendar you will be using: Automated Paper Both If using a paper calendar, you may be required to keep two books: One for your supervisor A Master Calendar on your desk 2019

Maintain Executive Calendar Basics Desk Top SOP Reoccurring appointments Priority appointments Supervisor guidelines for scheduling As you receive requests gather all information pertaining to appointments. Subject / time / length Location / uniform Point of contact with telephone and email address If spouse is included Any other information pertinent to your supervisor.

Check on Learning Q. Who must you consult with when you begin to maintain an executive calendar in your office? A. Your supervisor. Q. Why should you consider using a paper calendar? A. Keep a paper calendar as a backup in case of electrical outages or problems with your personal computer or network. Q. What important data do you need to know before deciding on if you should schedule an appointment? A. Subject, time, length, location, uniform, POC, if spouse is included.

Set-up an Appointment

Screen Appointments Before Appointments are set-up, ask the following questions: Is it appropriate to schedule the appointment? Does the appointment have a fixed time or is the time flexible? Is it a standing appointment? Should it be scheduled the same time everyday, week, month, etc.? Can another member of the staff take the appointment? (e.g., Deputy Cdr, Chief of Staff, CSM, S-1, etc.) Throughout the day, update your supervisor’s calendar and check to see if he / she has added anything without notifying you.

Appointment Preparation Steps when making preparations for the appointment: Ensure all the people involved know when and where the appointment is scheduled. Collect proper background information no later than the day before the appointment (biographical sketches, briefing slides, order of events for ceremonies, etc.) Ensure the correct uniform is ready. Coordinate travel arrangements.

At the end of the day…. Remind your supervisor of the next day’s appointments. Ensure all changes to the calendar have been properly made. Cross off the previous day’s schedule. Secure paper calendar in a locked desk drawer or file cabinet. NOTE: It is VERY important to keep the calendar accurate and secure because it is considered an official document and can be subpoenaed as evidence in court.

Check on Learning Q. What is meant by a “standing appointment?” A. A recurring appointment that is set-up at a fixed time and interval (i.e., open door daily at 1130). Q. What does using time management mean pertaining to scheduling? A. Allow travel time and breather time between appointments. Q. What are four important things to do at the end of the day? A. Ensure all changes are posted, close out the day’s schedule, cross off the previous day’s schedule, and secure calendar in locked storage device.

Perform Outlook Calendar Functions

Sharing a Calendar (1 of 3) Give Permissions to Others to View Your Outlook Calendar in Office 2013 1. Before someone can view your calendar, you must first give them permissions to do so. To do this, open Outlook and click on the Calendar View on the bottom left of Outlook. 2. Select and highlight Calendar from your calendar list on the left side of Outlook calendar view. 3. From the top ribbon bar, click on Calendar Permissions. The Calendar Properties box will appear. Click the Add button.

Sharing a Calendar (2 of 3) 4. The Add Users box will appear. In the Address Book field, select Global Address List from the drop-down menu. In the Search box, type the last name of the person you want to view your calendar. Click the Go button. Highlight the name in the results and click twice. It will appear next to the Add button. Click OK.

Sharing a Calendar (3 of 3) 5. The Calendar Properties box will appear. By default, the person you have chosen to view your calendar will only have Free/Busy time permission. This allows him or her to only see that you are busy or free and does not allow them to see or add details of an appointment. To give more permissions, click on the Permission Level drop-down menu, choose the level of permission, and click Apply and/or OK. You’ll be able to see what different permission levels do by selecting them before you click Apply and OK. Boxes are checked under Read and Write, depending on the level of permission.

View Others’ Outlook Calendars (1 of 2) Now the person whom you shared your calendar with will be able to open your calendar by following the next set of directions. 1. Within Outlook, click on the Calendar view icon toward the bottom left of your screen. 2. In the ribbon at the top of your screen, click on Open Calendar and from the drop-down menu, select From Address Book. 3. A dialog box will appear. From the Address Book field, select Global Address List. Under the Search field, enter the last name of the person who has given you permission to view his or her calendar. Click Go. Highlight the name in the results and click twice on it. The name will appear next to the Calendar button as it does in the following example for oet-help. Click OK.

View Others’ Outlook Calendars (2 of 2) 4. The calendar will now appear within Outlook in your list of Shared Calendars. You can choose to view it by checking the box in front of the calendar’s name (see oet-help example below).

Recurring Appointments / Events (1 of 5) Click the Appointment or Event you want to repeat. The Appointment or Event is highlighted. Click the Recurrence Button in the Ribbon.

Recurring Appointments / Events (2 of 5) The Appointment Recurrence dialog box appears. Click the Start text box and enter the starting time. Outlook assumes that your appointment is 30 minutes long unless you tell it otherwise by entering an ending time as well. Click the End box and enter an ending time if you feel the need.

Recurring Appointments / Events (3 of 5) In the Recurrence Pattern section, click the Daily, Weekly, Monthly, or Yearly option button to select how often the appointment recurs. In the next part of the Recurrence Pattern section, choose how many times the appointment occurs.

Recurring Appointments / Events (4 of 5) In the Range of Recurrence section, enter the first occurrence in the Start box. Choose when the appointments or events will stop: No End Date (infinity) End After (a certain number of occurrences) End By (a certain date).

Recurring Appointments / Events (5 of 5) Click the OK button. The Appointment Recurrence dialog box closes and your recurring appointment or event is saved.

Print a Calendar showing Appointments and Meetings (1 of 2) Print a Calendar showing Appointments and Meetings When a calendar is printed in Outlook 2013, either the current day, week, or calendar month is printed. You can print specific dates by using the Date Navigator to select the dates you want. 1. In Calendar, click File > Print. 2. Under Settings, click the print style you want. As you click print styles, the preview window changes to match the style. To print the complete details of appointments and meetings, click Weekly Agenda Style or Calendar Details Style.

Print a Calendar showing Appointments and Meetings (2 of 2) Print a Calendar showing Appointments and Meetings 3. To set other print options, such as the paper orientation or the fonts used, click Print Properties. 4. To print specific pages or change the date range to print, under Printer, click Print Options. 5. To print the details of private appointments, ensure Hide details of private appointments isn’t checked. 6. Click Print.

Self-Development Training https://www.youtube.com/watch?v=RVrFYwmy1_o

Check on Learning Q. Under Settings, what are the different Calendar print styles available? A. Daily Style Weekly Agenda Style Weekly Calendar Style Monthly Style Tri-fold Style Calendar Details Style Q. What do you have to do before someone else can view your calendar in Outlook 2013? A. Share the calendar by granting permissions and setting calendar properties. Q. What are your options for setting a Recurring Appointment / Event end date? A. No End Date (infinity) End After (a certain number of occurrences) End By (a certain date)

Terminal Learning Objective ACTION: Maintain Executive Calendar CONDITIONS: In a classroom environment, given access to a computer, Microsoft® Office software, a printer, supervisor's instructions, and standard office supplies and equipment. STANDARD: Complete the following without error: 1 Prepare an executive calendar. 2. Set-up appointments. 3. Perform Outlook 2013 Calendar functions.