1. Lesson 4: Using the Calendar

2. 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
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3. 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
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4. 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
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5. 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
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6. 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
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7. 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
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8. 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
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9. 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
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10. Creating an Appointment
Creating an Appointment from an
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
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11. 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
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12. 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
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13. 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
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14. 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
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15. 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
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16. 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
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17. 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
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18. 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
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Objective 3.2
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19. 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
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20. 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
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21. 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
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22. 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
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23. 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
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24. 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
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25. Customizing the Calendar Options
Click File, click Options, and in left panel, click Calendar
Pg 116
Objective 3.1
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26. 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
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27. 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
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28. Working with Other Calendars
Sharing Your Calendar by
Can share calendar with others even if not connected to Exchange server
To your calendar to someone else:
On Home tab, in Share group, click Calendar; or
right-click Calendar folder in Navigation Pane, click Share and click Calendar
Pg 119
Objective 3.1, 3.2
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29. Working with Other Calendars
Choose which options to share prior to sending by
Pg 120
Objective 3.1, 3.2
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30. 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
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31. 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
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32. 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
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33. 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
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34. 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
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35. 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
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36. 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
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37. 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.

38. 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
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39. 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?
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