Lesson 4: Using the Calendar

Lesson Objectives change the calendar view invite attendees and track responses create and edit appointments determine available meeting times set reminders make changes to or cancel meetings create recurring appointments create a calendar group schedule single and multi- day events show or hide calendars schedule meetings print calendars customize the calendar options Pg 95 © CCI Learning Solutions Inc.

Scheduling Items Appointment is activity that usually only involves you Meeting is appointment to which others are invited and may involve reserving resources Event is activity that may last entire day or longer When scheduling these, time in calendar can be marked as free, tentative, busy or out of office Colored bar indicates your availability Items can be color categorized for quick identification Pg 95 © CCI Learning Solutions Inc.

Scheduling Items Changing Views Regardless of which view active, thicker dark line on current date highlights within Date Navigator Click Today, on Home tab, to return to current date Use options in Go To or Arrange group of Home tab to change to different view Pg 96 Objective 3.1 © CCI Learning Solutions Inc.

Scheduling Items Using the Date Navigator Can adjust height or width of Navigation Pane Use arrows on either side of current month to move to previous or next month To change to date within six months, click current month, and click month to view To move to date in current month, click date In Month view, click date in current month to switch to Day view to show appointments for that day Any date that appears in bold indicates appointment for that date Click date to view appointments Pg 99 Objective 3.1 © CCI Learning Solutions Inc.

Scheduling Items To show more than one day at a time, drag to select the days. Press CTRL as you click individual days to show those days only To change time interval, right-click Time Bar and click interval amount Pg 100 Objective 3.1 © CCI Learning Solutions Inc.

Creating an Appointment Using the Calendar View Quickly set up appointment by entering it directly into the day Navigate to date of appointment and enter information for appointment If using Day or Week view, click at right of start time for appointment To change length of time for appointment, drag top or bottom border To move appointment to another time slot or day, click thick bar at left side of appointment and drag to new time or over date in Date Navigator To open appointment to enter details or set options for appointment, double-click anywhere in appointment box Pg 101 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Creating an Appointment Using the Appointment Window To create appointment: On Home tab, in New group, click New Appointment; or on Home tab, in New group, click New Items, and click Appointment; or press CTRL+N; or navigate to appointment, double-click in start time slot for appointment; or right-click time and click New Appointment Pg 102 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Creating an Appointment Set Show As field for status that will appear in calendar, especially if you share calendar To set up reminder for appointment, use Reminder field to select when you want to be reminded of appointment Apply Categories feature to organize appointments Set Privacy feature to prevent others from seeing details of appointment Set level of importance Pg 102 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Creating an Appointment Creating an Appointment from an Email To add message as appointment: If message open, on Message tab, in Move group, click Move, and click Calendar; or on Message tab, in Move group, click Move to Other Folder, and click Calendar, or if message in Inbox, drag to Calendar on Peeks Bar Pg 103 Objective 3.2 © CCI Learning Solutions Inc.

Creating an Appointment To respond to message and schedule appointment with sender, select message; and on Home tab, in Respond group, click Meeting New meeting invitation created with sender’s name in address field and copy of message for all recipients Will contain buttons to accept, decline or propose a different time for meeting Pg 103 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Creating an Appointment Creating a Recurring Appointment To make appointment recurring, select appointment and on Appointment tab, in Options group, click Recurrence If creating new recurring appointment, right-click time and click New Recurring Appointment Once details set, Outlook automatically inserts or schedules recurring appointment If recurring appointment, open this occurrence or entire recurring appointment Pg 104 Objective 3.2 © CCI Learning Solutions Inc.

Creating an Appointment Scheduling Events To create event: On Home tab, in New group, click New Items and click All Day Event, or right-click and click New All Day Event, or while in Day or Week view, double-click highlighted area below day of week, or while in Month view, double-click in date Pg 105 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Can schedule meeting to occur on-site or off-site via invitation Invitees can respond by choosing Accept, Tentative or Decline If choose Accept or Tentative, meeting scheduled in calendar Responses from invitees tallied in your meeting request on Tracking Page May need to reserve certain resources for meeting Resources set up and made available by organization’s network administrator or someone with administrative rights for managing Outlook services on network Pg 108 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Scheduling a Meeting To plan meetings, invite attendees and reserve resources: On Appointment tab, in New group, click New Meeting; or press CTRL+SHIFT+Q; or right-click calendar and click New Meeting Request; or create new appointment and on Appointment tab, in Attendees group, click Invite Attendees Pg 108 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Use Address Book to invite attendees instead of typing names Can specify which invitees required to attend, have option to attend or not, as well as what resources required for meeting Use Scheduling in Show group of Appointment tab to display grid showing invitee availability Pg 109 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests To add people as invitees: Click To, and in Address Book, click names and then click appropriate attendee button; or in Scheduling window, click Add Others and click Add from Address Book to select names there; or type names directly into blank fields in All Attendees list Each name displays bars to show availability to attend this meeting To switch to appointment invitation, click Appointment in Show group Use features in Meeting tab to specify details for this meeting Pg 110 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Using the Scheduling Assistant Only available if connected to Exchange server Suggestions for times and resources instantly display as Exchange server seeks and matches meeting request with invitees’ schedules Use Room Finder to determine which location or resource to assign with meeting Command available in Options group of Meeting tab once Scheduling Assistant activated Rooms need to have been set up previously by network or Global Administrator for your site Pg 111 Objective 3.2 © CCI Learning Solutions Inc.

Sending Meeting Requests Tracking Responses to Meeting Requests When open meeting invitation, will see buttons on Meeting tab to respond Choose Accept or Tentative to schedule in your calendar Choose Propose New Time to schedule in calendar until meeting accepted by meeting coordinator, or changed or confirmed by other attendees Click arrow for buttons to see further options Response buttons also appear in Reading Pane above message with same menu options Pg 111 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests If meeting request open, use Respond to choose to send response without choice for meeting To view tracking results, select meeting and then: On Meeting tab, in Attendees group, click Tracking; or open meeting and on Meeting tab, in Show group, click Tracking; or open meeting and view information bar above meeting invitation information Can also forward meeting request to someone else When that person responds to meeting, response sent to meeting organizer Pg 112 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Making Changes to Meetings Meeting originator or invited attendee may propose date and time changes Can easily update attendee list by adding or deleting people or resources Change date and/or time of meeting by editing item on Meeting tab, or using drag and drop method directly on calendar for date/time When rescheduling meeting, notify all invitees so everyone aware of change Pg 112 Objective 3.2, 3.3 © CCI Learning Solutions Inc.

Sending Meeting Requests Cancelling or Deleting a Meeting To cancel meeting with requested attendees: On Meeting tab, in Actions group, click Cancel Meeting; or right-click the meeting and then click Cancel Meeting. Pg 113 Objective 3.2 © CCI Learning Solutions Inc.

Sending Meeting Requests If no cancellation notice sent, meeting deleted from your calendar only Can delete recurring appointment as with single occurrences Activate Delete feature to select how to notify other attendees Appointments entered in own calendar do not impact anyone else’s calendar and are deleted directly to Deleted Items folder Pg 113 Objective 3.2 © CCI Learning Solutions Inc.

Sending Meeting Requests Using Meeting Notes During meeting, can start Meeting Notes command OneNote opens with blank notebook to begin entering information from meeting Pg 114 Objective 3.3 © CCI Learning Solutions Inc.

Customizing the Calendar Options Click File, click Options, and in left panel, click Calendar Pg 116 Objective 3.1 © CCI Learning Solutions Inc.

Working with Other Calendars Share calendar information with others, either individuals or work groups Person whose calendar you are sharing needs to be logged in so you can see any changes he/she might make in his/her calendar To view calendar with someone else, on Home tab, in Manage Calendars group, click Open Calendar and select option needed for new calendar Pg 117 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars To share calendar with someone: On Home tab, in Manage Calendars group, click Open Calendar and click Open Shared Calendar; or right-click My Calendars in Navigation Pane, click Add Calendar, and click Open Shared Calendar Type name of person’s calendar to share, or click Name to choose from Search Name: Contacts window Can also change Address Book to find a contact name Pg 118 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Sharing Your Calendar by Email Can share calendar with others even if not connected to Exchange server To email your calendar to someone else: On Home tab, in Share group, click E-mail Calendar; or right-click Calendar folder in Navigation Pane, click Share and click E-mail Calendar Pg 119 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Choose which options to share prior to sending by email Pg 120 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars If time span for calendar has no scheduled appointments, Outlook displays message so you can reset appropriate dates for shared calendar Pg 120 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Publishing Your Calendar Can choose to share calendar by publishing to web site that others may access by signing in and viewing your calendar To publish calendar: On Home tab, in Share group, click Publish Online, and click Publish to WebDAV Server; or right-click Calendar folder in Navigation Pane, click Share and click Publish to WebDAV Server Enter web site where calendar will be published and determine how much of calendar to be shared Pg 121 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Understanding Calendar Groups Can display or hide other calendars, or create calendar group for calendars you view frequently Group can include Internet or SharePoint calendars, or resources set up on network To create calendar group: Select names from address book or list of contacts; or save calendars currently in view with new group name. To create new calendar group: Click Home tab, in Manage Calendars group, click Calendar Groups, and click Create New Calendar Group; or right-click My Calendars in Navigation Pane and click New Calendar Group Pg 121 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Adding a Calendar to Your Calendar To add calendar: On Home tab, in Manage Calendars group, click Open Calendar and click where you will be adding calendar from; or right-click My Calendars folder (or custom calendar group), click Add Calendar and click where you will be adding calendar from Pg 122 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars To show or hide individual calendars or calendar group, click checkbox To change color of individual calendar, right-click calendar, click Color and choose color Pg 123 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars To add calendar on Exchange server, use same process Can click Share Calendar from Share group of Home tab Can choose how much of calendar to share with recipient using Details field Pg 123 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Working with Other Calendars Creating a Blank Calendar To create new blank calendar: On Home tab, in Manage Calendars group, click Open Calendar and then Create New Blank Calendar; or right-click default calendar in Navigation Pane and click New Calendar Enter name for new calendar and click which items to include Pg 124 Objective 3.1, 3.2 © CCI Learning Solutions Inc.

Lesson Summary change the calendar view invite attendees and track responses create and edit appointments determine available meeting times set reminders make changes to or cancel meetings create recurring appointments create a calendar group schedule single and multi- day events show or hide calendars schedule meetings print calendars customize the calendar options Pg 127 © CCI Learning Solutions Inc.

Review Questions Describe how you can view three months on either side of the current month. Explain the difference between a meeting and an appointment. How can you change the time interval for appointments? How can you view a summary of who has accepted a meeting request that you sent to a number of co- workers? How do you update the list of invitees to include another person? Pg 128 © CCI Learning Solutions Inc.

Review Questions If you receive a meeting invitation and tentatively accept it, but propose a different time to the organizer, will the meeting appear on your calendar? Describe two methods of deleting a meeting. Why would you want to change the default display of the days of a week? What is the purpose of creating a calendar group? How can you hide an individual calendar? © CCI Learning Solutions Inc.