Calendar

Use your Outlook calendar to schedule appointments, meetings, and events. You can set up reminders, share your calendar with others, and invite others to meetings.

Selecting Calendar Views

Just like in other folders, you can select different views. Go to the View menu and select Arrange By>Current View and select a view as shown below.

You might want to see only active or recurring appointments. Outlook’s built-in views allow you to do this. Also, you can define your own views using this menu. In addition, you can use the icons on the Standard toolbar to select Day, Work Week, Week, or Month views. The Today button will take you to the current day whatever view you are in.

Also, if you choose to display the Advanced toolbar (go to View>Toolbars>Advanced), there is a Current View drop-down menu. For example, as shown, you could choose “Recurring Appointments” to see only those recurring items in the current view.

In addition, you can add View selection to the Navigation Pane by choosing View>Arrange By>Show Views in Navigation Pane.

Understanding Calendar Views

Day View

Day View provides one day’s detailed schedule with half-hour increments line by line, indicating free and busy times. You can double-click on a line to schedule an appointment for that time period or to see an indicated appointment, meeting, or event.

Work Week View

Work Week View shows the current work week’s hourly detailed schedule, excluding Saturday and Sunday. You switch to different weeks using the monthly calendars in the navigation pane if it's displayed or by using the Go menu and choosing Go to Date.

Week View

Week View shows the entire calendar week with Saturday and Sunday blocks condensed. Unlike in the Day and Work Week views, an hourly schedule is not provided but rather the scheduled events for each day are listed.

Month View

Month View provides a traditional calendar view, but the week begins with Monday and Sat/Sun split the last column. To view a different date or month, you can use the scrollbars, the Go to Date selection on the Go menu, or the smaller Date Navigator calendar on the Navigation Pane (Note: see below--when you clickon the month name in the Date Navigator, it brings up a six-month selection menu).

AutoPreview View

To see the first line of an appointment’s description when you point to it with the mouse, like a screen tip, choose Day/Week/Month With AutoPreview on the View>Arrange By>Current View menu or the Current View drop-down list provided on the Advanced toolbar.

AutoPreview works in any calendar view.

Active Appointments View

Selecting the Active Appointments View on the View menu shows your appointments and meetings starting with today's date separated by how often they recur. You can collapse or expand the categories for easier viewing by clicking on the plus or minus sign to the left of the word Recurrence.

Clicking on the plus sign expands the category, and clicking on the minus sign collapses it. In the example shown above, the second category with daily recurrence is expanded.

Customizing Calendar Views

Customize any calendar view by choosing View>Arrange By>Current View>Customize Current View. These options allow you to sort, filter, format, and add fields.

Creating Appointments

While working in any Outlook folder, you can schedule appointments. You don’t have to be in the Calendar folder.

Choose File>New>Appointment or click on the New button in the upper-left corner of the toolbar. While in the Calendar folder, you can just click on the New button to open the New Appointment form. If you want the time already entered, just double-click on that date and time slot in the calendar to open a New Appointment form with that information already entered.

Enter a description in “Subject”, enter the place in “Location,” and set the starting and ending dates and times. Check “All day event” if this is an event instead of an appointment. Then, if you want to be reminded, check the Reminder box and set the time you want to get the reminder. Add any notes in the space below.

Editing Appointments

Double-click on the appointment in any Calendar view to open the Appointment form and make any changes. Then click Save and Close.

You can change the time of an appointment just by dragging the appointment to the desired time on the calendar while in Day or Work Week views. You can drag appointments to different days (not times) while in Week or Month view. To copy an appointment, press the CTRL key while dragging to the new location.

Moving Appointments

To change an appointment to a different day, open the Appointment form and change the date (and time if needed). Then click “Save and Close.” If the appointment will occur at the same time on a different day, just drag it to the new date in Week or Month view.

Recurring Appointments

Click on “Recurrence” to set up a recurring appointment (you could also go to Actions on the menu and choose Recurrence). Under "Recurrence pattern," set how often the appointment repeats. Under "Range of recurrence," set the end date of there is one. Then click on OK.

Scheduling Meetings

To turn an appointment into a meeting, simply click on the Invite Attendees button on the toolbar, or to schedule a new meeting, choose File>New>Meeting Request (or click the drop-down list on the New button and select Meeting Request). The meeting request form appears as shown.

Describe the meeting in the “Subject:” box so participants know the meeting’s purpose when notified. Enter the meeting’s location and set the date and time for the meeting. If you see a warning in the gray info bar that the meeting conflicts with another appointment, click the “Scheduling” tab. A schedule grid appears graphically indicating conflicts and open times.

The horizontal blue bars indicate you are busy at that time (see the color coding indicated at the bottom of the form). The white vertical bar is the meeting time you just entered. Click on the AutoPick Next >> button to move the meeting ahead to a free time.

To add attendees, click on the To… button in your meeting request form on the Appointment tab.

This opens the Select Attendees and Resources dialog box.

The Global Address List has e-mail addresses of all employees on the campus Exchange Server. Access other lists by clicking on the drop-down list shown. The Contacts list is your address list. In the dialog box, select the names of people you want to invite from the list of names on the left. Names in bold are group addresses. Double-click on the names to add them to the invitation and then click OK. Click the Send button to send e-mails to selected attendees inviting them to the meeting

Recurring Meetings

You can change the status of any appointment or meeting to recurring by double-clicking the meeting or appointment to open the meeting form. Click on Recurrence on the form toolbar to display the Appointment Recurrence dialog box and set the appointment time options. The dialog box shows different options depending upon whether you select Daily, Weekly, Monthly or Yearly.

You can set the starting date and leave “No end date” checked as shown or end after a specified number of occurrences. You can use the drop-down “End by” menu to select a specific date or just type one in. Then click OK and click Save and Close.

To change a meeting back to a single event, click on Recurrence again to open the Appointment Recurrence dialog box and click Remove Recurrence.

Responding to Meeting Invitations

An email invitation to a meeting is shown below:

The gray status bar shows the meeting status. “Required” indicates the recipient is required to attend. “Location” and “When” indicate the place and time of the meeting.

To respond to a meeting invitation, type a note in the white area if you would like and then click on Accept, Decline, or Tentative. A response is then sent to the meeting organizer.

Tracking Responses

You can track responses by selecting the Tracking tab to see who has responded and what the response was.

You can manually change the status of an attendee’s response by clicking in the response field and selecting one of the items indicated (as shown above). You can also change the Attendance status from, for example, Required to Optional (as shown below).

You can also change attendee status using the drop down menu by the attendee name on the Scheduling tab of the meeting form.

By clicking on the envelope icon on the Attendee list, you have the options to send or not send a meeting request to this attendee.

Adding Attendees

To invite additional people to a meeting, double-click the meeting in the Calendar to reopen the Meeting form and click the Scheduling tab. Then click the Add Others button at the bottom of the form and select Add from Address Book. This opens the Select Attendees and Resources dialog box. Select the names of the people from the appropriate list and then click Require, Optional, or Resources to add them to the appropriate area. Then click OK. Click “Send Update” to send out the new invitations. You can also use the Actions menu to Add or Remove attendees.

Canceling Meetings

To cancel a meeting, open the meeting in your calendar by clicking on it. Go to Actions on the meeting menu and select Cancel Meeting.

An alert box opens indicating that attendees haven’t been notified that the meeting is canceled. You can choose to cancel the meeting with or without notifying the attendees.

Click OK. If you choose to send a cancellation e-mail, each person receives a message like the one shown below:

Attendees can click Remove from Calendar to remove the meeting from their calendars.

Sharing Calendars

If you have an Exchange account, you can allow others to view your Calendar by clicking on the "Share My calendar" link in the Calendar folder. Top open a Shared Calendar, simply click on the "Open a Shared Calendar" link in the Calendar folder.

Delegate Access

You might want to make someone your delegate so that he/she can send items on your behalf. To do this, give that person delegate access by completing the following steps:

On the Tools menu, click Options, and then click the Delegates tab.
Click Add.

In the Type name or select from list box in the Add Users dialog box, enter the name of the delegate.

In the Permission Level dropdown list, choose Editor or whatever level of access desired.

A delegate can be granted the following permissions:

Author
When you give a delegate Author permission, you allow this person to read and create items as well as modify and delete items he/she creates. For example, a delegate can create meeting requests directly in your Calendar folder, and then send these items on your behalf.

Editor
With Editor permission, you allow a delegate to do everything an Author can do, plus modify and delete the items you created.

With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the “Sent On Behalf Of” box and the delegate's name in the “From” box.

Reviewer
With Reviewer permission, a delegate can read items on another person's calendar but not create, modify, or delete items.

If a delegate needs permission to deal with meeting requests and responses only, you can select the “Send meeting requests and responses only to my delegates, not to me” check box on the Delegates tab and do not need to grant permission to your Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to your Calendar folder, because once he/she responds to the meeting on your behalf, the meeting is automatically added to your Calendar folder.

To give a delegate access to your private appointments, simply check the “Delegate can see my private items” checkbox. If you have given another person delegate access to any of your folders, you can hide personal information by opening each personal item, and then selecting the Private check box, but checking the “Delegate can see my private items” checkbox overrides this setting, allowing someone to see items you may have made Private.

Return to Course Topics.

Selecting Calendar Views Understanding Calendar Views Customizing Calendar Views Creating Appointments Editing Appointments Moving Appointments Recurring Appointments Scheduling Meetings Recurring Meetings Responding to Meeting Invitations Tracking Responses Adding Attendees Canceling Meetings Sharing Calendars Delegate Access		Search:

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	Calendar Use your Outlook calendar to schedule appointments, meetings, and events. You can set up reminders, share your calendar with others, and invite others to meetings. Selecting Calendar Views Just like in other folders, you can select different views. Go to the View menu and select Arrange By>Current View and select a view as shown below. You might want to see only active or recurring appointments. Outlook’s built-in views allow you to do this. Also, you can define your own views using this menu. In addition, you can use the icons on the Standard toolbar to select Day, Work Week, Week, or Month views. The Today button will take you to the current day whatever view you are in. Also, if you choose to display the Advanced toolbar (go to View>Toolbars>Advanced), there is a Current View drop-down menu. For example, as shown, you could choose “Recurring Appointments” to see only those recurring items in the current view. In addition, you can add View selection to the Navigation Pane by choosing View>Arrange By>Show Views in Navigation Pane. Understanding Calendar Views Day View Day View provides one day’s detailed schedule with half-hour increments line by line, indicating free and busy times. You can double-click on a line to schedule an appointment for that time period or to see an indicated appointment, meeting, or event. Work Week View Work Week View shows the current work week’s hourly detailed schedule, excluding Saturday and Sunday. You switch to different weeks using the monthly calendars in the navigation pane if it's displayed or by using the Go menu and choosing Go to Date. Week View Week View shows the entire calendar week with Saturday and Sunday blocks condensed. Unlike in the Day and Work Week views, an hourly schedule is not provided but rather the scheduled events for each day are listed. Month View Month View provides a traditional calendar view, but the week begins with Monday and Sat/Sun split the last column. To view a different date or month, you can use the scrollbars, the Go to Date selection on the Go menu, or the smaller Date Navigator calendar on the Navigation Pane (Note: see below--when you clickon the month name in the Date Navigator, it brings up a six-month selection menu). AutoPreview View To see the first line of an appointment’s description when you point to it with the mouse, like a screen tip, choose Day/Week/Month With AutoPreview on the View>Arrange By>Current View menu or the Current View drop-down list provided on the Advanced toolbar. AutoPreview works in any calendar view. Active Appointments View Selecting the Active Appointments View on the View menu shows your appointments and meetings starting with today's date separated by how often they recur. You can collapse or expand the categories for easier viewing by clicking on the plus or minus sign to the left of the word Recurrence. Clicking on the plus sign expands the category, and clicking on the minus sign collapses it. In the example shown above, the second category with daily recurrence is expanded. Customizing Calendar Views Customize any calendar view by choosing View>Arrange By>Current View>Customize Current View. These options allow you to sort, filter, format, and add fields. Creating Appointments While working in any Outlook folder, you can schedule appointments. You don’t have to be in the Calendar folder. Choose File>New>Appointment or click on the New button in the upper-left corner of the toolbar. While in the Calendar folder, you can just click on the New button to open the New Appointment form. If you want the time already entered, just double-click on that date and time slot in the calendar to open a New Appointment form with that information already entered. Enter a description in “Subject”, enter the place in “Location,” and set the starting and ending dates and times. Check “All day event” if this is an event instead of an appointment. Then, if you want to be reminded, check the Reminder box and set the time you want to get the reminder. Add any notes in the space below. Editing Appointments Double-click on the appointment in any Calendar view to open the Appointment form and make any changes. Then click Save and Close. You can change the time of an appointment just by dragging the appointment to the desired time on the calendar while in Day or Work Week views. You can drag appointments to different days (not times) while in Week or Month view. To copy an appointment, press the CTRL key while dragging to the new location. Moving Appointments To change an appointment to a different day, open the Appointment form and change the date (and time if needed). Then click “Save and Close.” If the appointment will occur at the same time on a different day, just drag it to the new date in Week or Month view. Recurring Appointments Click on “Recurrence” to set up a recurring appointment (you could also go to Actions on the menu and choose Recurrence). Under "Recurrence pattern," set how often the appointment repeats. Under "Range of recurrence," set the end date of there is one. Then click on OK. Scheduling Meetings To turn an appointment into a meeting, simply click on the Invite Attendees button on the toolbar, or to schedule a new meeting, choose File>New>Meeting Request (or click the drop-down list on the New button and select Meeting Request). The meeting request form appears as shown. Describe the meeting in the “Subject:” box so participants know the meeting’s purpose when notified. Enter the meeting’s location and set the date and time for the meeting. If you see a warning in the gray info bar that the meeting conflicts with another appointment, click the “Scheduling” tab. A schedule grid appears graphically indicating conflicts and open times. The horizontal blue bars indicate you are busy at that time (see the color coding indicated at the bottom of the form). The white vertical bar is the meeting time you just entered. Click on the AutoPick Next >> button to move the meeting ahead to a free time. To add attendees, click on the To… button in your meeting request form on the Appointment tab. This opens the Select Attendees and Resources dialog box. The Global Address List has e-mail addresses of all employees on the campus Exchange Server. Access other lists by clicking on the drop-down list shown. The Contacts list is your address list. In the dialog box, select the names of people you want to invite from the list of names on the left. Names in bold are group addresses. Double-click on the names to add them to the invitation and then click OK. Click the Send button to send e-mails to selected attendees inviting them to the meeting Recurring Meetings You can change the status of any appointment or meeting to recurring by double-clicking the meeting or appointment to open the meeting form. Click on Recurrence on the form toolbar to display the Appointment Recurrence dialog box and set the appointment time options. The dialog box shows different options depending upon whether you select Daily, Weekly, Monthly or Yearly. You can set the starting date and leave “No end date” checked as shown or end after a specified number of occurrences. You can use the drop-down “End by” menu to select a specific date or just type one in. Then click OK and click Save and Close. To change a meeting back to a single event, click on Recurrence again to open the Appointment Recurrence dialog box and click Remove Recurrence. Responding to Meeting Invitations An email invitation to a meeting is shown below: The gray status bar shows the meeting status. “Required” indicates the recipient is required to attend. “Location” and “When” indicate the place and time of the meeting. To respond to a meeting invitation, type a note in the white area if you would like and then click on Accept, Decline, or Tentative. A response is then sent to the meeting organizer. Tracking Responses You can track responses by selecting the Tracking tab to see who has responded and what the response was. You can manually change the status of an attendee’s response by clicking in the response field and selecting one of the items indicated (as shown above). You can also change the Attendance status from, for example, Required to Optional (as shown below). You can also change attendee status using the drop down menu by the attendee name on the Scheduling tab of the meeting form. By clicking on the envelope icon on the Attendee list, you have the options to send or not send a meeting request to this attendee. Adding Attendees To invite additional people to a meeting, double-click the meeting in the Calendar to reopen the Meeting form and click the Scheduling tab. Then click the Add Others button at the bottom of the form and select Add from Address Book. This opens the Select Attendees and Resources dialog box. Select the names of the people from the appropriate list and then click Require, Optional, or Resources to add them to the appropriate area. Then click OK. Click “Send Update” to send out the new invitations. You can also use the Actions menu to Add or Remove attendees. Canceling Meetings To cancel a meeting, open the meeting in your calendar by clicking on it. Go to Actions on the meeting menu and select Cancel Meeting. An alert box opens indicating that attendees haven’t been notified that the meeting is canceled. You can choose to cancel the meeting with or without notifying the attendees. Click OK. If you choose to send a cancellation e-mail, each person receives a message like the one shown below: Attendees can click Remove from Calendar to remove the meeting from their calendars. Sharing Calendars If you have an Exchange account, you can allow others to view your Calendar by clicking on the "Share My calendar" link in the Calendar folder. Top open a Shared Calendar, simply click on the "Open a Shared Calendar" link in the Calendar folder. Delegate Access You might want to make someone your delegate so that he/she can send items on your behalf. To do this, give that person delegate access by completing the following steps: On the Tools menu, click Options, and then click the Delegates tab. Click Add. In the Type name or select from list box in the Add Users dialog box, enter the name of the delegate. In the Permission Level dropdown list, choose Editor or whatever level of access desired. A delegate can be granted the following permissions: Author When you give a delegate Author permission, you allow this person to read and create items as well as modify and delete items he/she creates. For example, a delegate can create meeting requests directly in your Calendar folder, and then send these items on your behalf. Editor With Editor permission, you allow a delegate to do everything an Author can do, plus modify and delete the items you created. With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the “Sent On Behalf Of” box and the delegate's name in the “From” box. Reviewer With Reviewer permission, a delegate can read items on another person's calendar but not create, modify, or delete items. If a delegate needs permission to deal with meeting requests and responses only, you can select the “Send meeting requests and responses only to my delegates, not to me” check box on the Delegates tab and do not need to grant permission to your Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to your Calendar folder, because once he/she responds to the meeting on your behalf, the meeting is automatically added to your Calendar folder. To give a delegate access to your private appointments, simply check the “Delegate can see my private items” checkbox. If you have given another person delegate access to any of your folders, you can hide personal information by opening each personal item, and then selecting the Private check box, but checking the “Delegate can see my private items” checkbox overrides this setting, allowing someone to see items you may have made Private. Return to Course Topics.
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