Calendars and Appointments

1. Calendars and Appointments SkillPort course: Using the Calendar for Appointments, Events, and Meetings in Outlook 2010

2. Calendar In Outlook there are three types of calendar events. Appointments, Meetings and Events. Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. Type an appointment directly into the calendar date at the correct time or use New Appointment from Home tab in Calendar View.

3. Appointments In the New Appointment dialog box, set the appointment to show as Free, Tentative, Busy, or Out of Office. Use Recurrence to setup as a recurring appointment. You can include a reminder time. Private can hide details of appointment no matter who has shared (proxy) access to view your calendar. When complete click Save and Close.

4. Events Events are items that are all day and can be over several days. Create an event two ways: click in the calendar header to create an event or Home tab > New Items and select All Day Event. Calendar Header

5. Meetings A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox. To create a meeting, select New Meeting from the Home tab New group.

6. Meetings In the meeting dialog box click the TO: button to select attendees from the address book. Enter the subject in the meeting dialog box. Use the ROOMS button to select room resources for the meeting. Do a busy search of all attendees by clicking on Scheduling Assistant.

7. Busy Search In the Scheduling Assistant the meeting time is indicated by a green line for start time and a red line for stop time. Each individuals availability will display on the schedule. Suggested times (right) show no conflicts for the time you selected at the bottom of the dialog box. Attendance status can be viewed for any meeting in the Scheduling Assistant. Deactivate the checkbox next to attendees name to remove them from list. Use time slots at bottom of scheduling assistant to change date and time for the meeting. Click Send when you are ready to execute the meeting appointment.

8. Changing a meeting You can change a meeting by double-clicking on the meeting in the calendar view. Adjust the meeting time, date, etc. Click Send Update. Change an Appointment to a Meeting Change an appointment to a meeting by double-clicking the appointment in the calendar view. Then select scheduling assistance to add attendees and room location. The appointment will automatically be changed to a meeting.

9. Accepting Meetings You can respond to a meeting as: Accept, Tentative, Decline, Propose New Time and Respond. You can accept in three ways: Choose to Edit the Response before Sending – add your message to the response. Choose Send the Response Now – accept without adding a personal response. Do not Send a Response – will add the meeting to your calendar but will not notify meeting organizer of your attendance status.

10. Propose New Time You can tentatively accept or decline a meeting and propose a new time for the meeting. Use the schedule grid, AutoPick or Meeting Start and Ends time to propose a new time. AutoPick will search for the next meeting time that all attendees are available and allows you to propose it as a new meeting time. Click the Propose Time button. Click the Send button at the meeting mail request. The meeting organizer can choose to accept or decline the proposed meeting time.

11. Accepting Proposed New Time When you accept a new proposed meeting time a Send Update email will automatically allow you to email all meeting attendees of the update. All attendees will be required to respond to the update to let you know their attendance status. To decline a new time proposal open the proposed new time email and simply reply. Use delete to remove the proposed new time request.

12. Creating Additional Calendars • You can create more than one calendar in Outlook 2010. By default you begin with one calendar. • The college strongly encourages all employees to indicate their availability throughout their work day in their default calendar. • This will insure that meetings can be scheduled based on actual availability.

13. Creating Additional Calendars • You can create more than one calendar in Outlook 2010. By default you begin with one calendar. • To create additional calendars click Open Calendar in the Manage Calendars group. Select Create New Blank Calendar from the dropdown menu. • Enter a name for the calendar. We will create a Personal calendar in this example. Click OK.

14. Viewing Multiple Calendars • The new calendar ‘Personal’ appears in your My Calendars list. • To delete a calendar, right click on the name of the calendar and select delete. • You can view multiple calendars at one time by checking the checkbox next to the calendars.

15. Multiple Tab Calendars • You can collapse several calendars into a tabbed calendar. • Use the arrow at the left side of each calendar tab displayed to collapse viewable calendars into a tabbed overlay calendar. • Use the X to close calendars.

16. Sharing Calendars • Open the selected calendar you want to share. If you have several open the one you want to share needs to be the active (forefront) calendar. • Select Share Calendar from the Share group on the Home tab. • Use the To: button to select a recipient. Check whether you want to request permission to view recipient’s calendar or to allow the recipient to view your calendar. Availability only will show items as free, busy, tentative, out of office.

17. Creating Calendar Groups • If you have permission to view your department members calendars you can create a Calendar group to contain those members. • Select Calendar Groups, and name the group (1) . Then select the members from the Global address list (2). All the calendars will be displayed as one calendar with each individual’s calendar displayed horizontally (3). 1 2 3