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

2. 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

3. 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)

4. 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

5. 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!

6. 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)

7. 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

8. 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”

9. 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

10. 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

11. 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)

12. Need More Help? Contact Education Technology at: 505-867-7829
Click below to go back to Ed. Tech website:
Training materials copyright and created by Bernalillo Public School Education Technology Department © Permission to reproduce for K-12 teacher training or classroom use is given as long as authorship credit is retained.