Outlook Calendar Training

1. Outlook Calendar Training Stefanie SimsITS—Crockett MS

2. TEKS Alignment • Teachers can use an online calendar. Students and parents can access it for items such as reading assignments, home work assignments, and general information about your classroom. • One way an online calendar can be used to support TEKS in a Reading classroom is to post a daily “sponge” warm up activity that students can respond to in writing. • 6.11.B  Reading/literary response. The student expresses and supports responses to various types of texts. The student is expected to interpret text ideas through such varied means as journal writing, discussion, enactment, and media (4-8).

3. Blackboard Calendar • Instructor’s blackboard courseControl PanelCourse CalendarAdd Event • When students login to Blackboard, the date & event will appear on their welcome screen or they can go to Instructor’s blackboard courseCourse ToolsCalendar

4. www.localendar.com • Instructor must create an account • Can be imported into a web page • Post class events, home work, etc.

5. www.google.com/calendar • Requires account • You can invite others to view or post as public

6. What Microsoft says about using your Outlook Calendar as a teacher… • The following slides are from Microsoft Office OnlineHomeProductsOutlookOutlook 2003 Help and How toOutlook for your jobEducation • http://office.microsoft.com/en-us/outlook/HA012073141033.aspx

7. Manage your class calendar with OutlookApplies to: Microsoft Office Outlook 2003 • As a teacher, you have many demands on your time — from school administrators, colleagues, parents, and students, not to mention your own personal life. Taking the time to organize your calendar and plan can help alleviate the stress of juggling and prioritizing daily tasks while meeting the needs of all involved. • One of the best tools to help manage your schedule is the Calendar in Microsoft Office Outlook 2003. Spending an hour or two to organize your Outlook Calendar is time well spent. If done properly, an organized Calendar can save you a lot of time throughout the year.

8. Organize events by color • One simple way to organize your Calendar is to categorize entries by color. • To begin, think about how you spend a typical workday, and divide it into categories. Assign each category a color and corresponding label in your Outlook Calendar. Labels might include Parent Meeting, Education Conference, School Holiday, Workshop, as well as one label for each subject you teach. As all teachers know, a good amount of time is spent in staff meetings or district committee meetings — Calendar items for these should each have their own color as well. Also, be sure to choose a color for items related to personal business. • By using the Outlook Calendar view add-in, you can filter your Calendar so that it displays items that are related only to one or more color labels. This is particularly helpful when you're trying to view all items related to one subject you teach, for example, or to see a general overview of your school year.

9. Set up recurring events • Next, think about the events, meetings, or appointments that recur regularly. For example, you may have a staff meeting on the first Wednesday of each month. By making the staff meeting recurring in your Calendar, you can schedule all of your staff meetings for the entire year with one entry. • Finally, find all days that are different from the regular workday, such as school holidays. Because you've already entered some recurring events, if they happen to fall on a holiday, you'll want to go in the Calendar and delete the item from that date. Be sure to delete the single occurrence and not the entire series of events.

10. Plan for day-long events • It's best to enter school holidays, field trips, and teacher workshop days as All Day Events in your Outlook Calendar. You can also use this option to flag a day (such as a conference), and then as the date approaches, you can enter more specific information. • An All Day Event displays a banner at the top of the given date while still permitting you to enter additional appointments or meetings for that day. For example, you may know in September that your class has a field trip to a museum on May 20. You can enter the field trip as an All Day Event for May 20 to flag the day. As more information is available, you can enter information such as when you expect the bus to arrive, when the tour begins, when the students will eat lunch, and when the bus returns to school.

11. Use your Calendar as a unit plan or lesson plan book • At the beginning of the year, it may seem like you have all the time in the world to get through the intended curriculum for your subject. However, as you get closer to the end, you might find that you're running out of time. Using the Calendar to schedule your units and lessons will give you milestones, so you won't run out of time when June arrives.

12. Add unit overviews to your Calendar • First, think about the units of study that you need to cover during the year. If this seems like a daunting task, consider mapping out one quarter at a time. Let's say you have six units for the first quarter in Science and five units for the first quarter in Math. Determine how long each of these units will take. If you're using a textbook, this information is often included in the teacher's guide. • To place this information in your Calendar, use the All Day Event feature, and be sure to assign each unit a unique color and label. This will create a banner above the start date on your Calendar for each unit and show you when the previous unit must end. • To view on your Calendar only the units you'll be working on at any given time — and no other appointments, meetings, etc. — add a Unit Plan view, again by using the Outlook Calendar View add-in. Using the add-in, identify the units that you want to see. This will provide you with a filtered view of your Calendar that shows how all units overlap — especially helpful if you do integrated teaching across subject matters. Also, consider providing copies of this unit plan overview to your students to help them plan their time as well.

13. Assign tasks to units • If there are tasks necessary to a particular unit — such as scheduling the library for class research time or making copies — use Tasks in Outlook to list and schedule them. • If, for example, you take your students to the computer lab during a particular unit, add "Reserve computer lab" to your TaskPad, give yourself a due date, and assign a reminder. If your school has its library, computer lab, or other rooms set up in Outlook as resources, you can

14. Add daily lessons to your Calendar • Adding lessons to each day in your Calendar may seem like an extraordinary measure. However, it will be very useful in creating substitute plans, reminding absent students what they missed, and serving as a reminder for the next school year. Essentially, your Calendar can replace your lesson plan book. To make the task of adding lessons to your Calendar more manageable, consider breaking it down by month, by unit, or by quarter. When adding lessons to your Calendar, remember to assign each lesson item a color and label so that you may filter your Calendar as necessary; otherwise, your Calendar will look crowded.

15. Schedule or accept invitations to district-wide events • If everyone in your district is using Outlook for their scheduling needs, your Calendar becomes even more useful. Schools and districts can use Outlook to schedule meetings and district-wide events, as well as to reserve the required facilities. If, for example, you're trying to schedule a meeting among all of the eighth-grade science teachers in the district, you can use Outlook to find out what is the available time that everyone has in common. • If you receive a meeting request, you can opt to accept or decline the request. If you accept the request, the meeting is automatically added to your Calendar. (Be sure to assign the appropriate color and label after the meeting is in your Calendar.)

16. Get started now, and save time later • The task may seem daunting at first, but maintaining your Calendar in Outlook can save you a lot of time in the future. Take the time to set it up at the beginning of the school year. Stay committed throughout the year to adding, deleting, and moving items. And always be sure to assign items a color and label so that you can easily filter views and get the most out of your Calendar.

17. Calendar Entries

18. View: a way to display items in an Outlook Calendar View Display

19. Appointment Section of your Calendar Date Navigator

20. Appointment Form Text Boxes Text Box Information to Enter

22. Edit Labels/Color Code Calendar Click on IconEdit LabelsType in Titles of your Choice or keep standard labels

23. Category • A category is a keyword or phrase that you can assign to related items so that you can easily track the items in ViewArrange by Category Note: to get back to calendar view: ViewArrange byCurrent ViewDay/ Week/Month

24. Meeting Organizer Sends Meeting Request to Participants Meeting entered in organizer’s calendar Participants open meeting request and choose a reply option Accept Tentative Decline Propose New Time Calendar Meeting entered in calendar Calendar Displayed Reply sent to Meeting Organizer

25. The Meeting Form • The meeting form is used to invite participants to a meeting. It consists of three tabs: • The Appointment Tab allows you to enter a subject, a location for the meeting, start and end time, and any other information regarding the meeting • The Scheduling Tab allows you to coordinate the meeting to fit the schedules of attendees • The Tracking Tab displays the meeting participants and their replies. This sections is not visible until the Meeting form is sent to the participants

27. To track meeting responses: • Display the Calendar • Display the date on which the meeting is scheduled. • Double Click the meeting to open it • Select the Tracking tab. • 5. Click the Close button to close the meeting form.

28. How to Print the Calendar • With the Calendar open, on the Standard toolbar, click the Print button to display the Print dialog box. • From the Print Style list box, select a Calendar style. • In the Print Range box, specify the start date and end date. • If necessary, select other print options. • If desired, click Preview to display Print Preview • If necessary, click Print to return to the Print dialog box. • Click OK to print the Calendar.

29. Calendar Options • Calendar Work Week: Including workdays, the first day of the week and year, as well as work start and end times. • Calendar Options for changing calendar display and color options and for adding Holidays. • Advanced Options, that include using an alternate calendar, setting free/busy options, scheduling resources, and altering and adding time zone information.

30. ToolsOptionsCalendar Options

31. Share Calendars

32. Permission Level Roles

33. Anything else? • If we have time, we can look at TASKS and Contacts and Public Folders • Is there anything else that you would like to learn?