Here is my slide about creating Calendar CS110 Assignment: <a> Zaman University, Cambodia </a>

1. BEGINNER: HOW TO CREATE, MANAGE, AND
SHARE CALENDARS IN OUTLOOK 2013

2. BEGINNER: HOW TO CREATE, MANAGE, AND SHARE
CALENDARS IN OUTLOOK 2013
• Unless you’re living a life free of responsibilities, the sun probably rises and settles on your daily
calendar. If you don’t know what’s going on a daily basis, you can quickly find yourself lost in a maze of
missed appointments and surprise meetings.
• Let’s talk about Outlook’s Calendars because outside of e-mail, (perhaps even more so at times), being
organized and productive relies on the ability to manage events and get stuff done. One of the things
that Outlook does with great aplomb, perhaps better than most other applications, is calendaring.
Outlook’s calendar functions are second-to-none when it comes to creating, modifying, and sharing
events.
• This article will focus primarily on the simple stuff. We’ll show you how to create and manage your
calendars, add appointments, meetings, and also share them with others in your address book for easy
collaboration. By the time we’re done, we’ll show how beyond using Outlook for the basics like e-mail
or contacts and address books, you can incorporate the calendar into your busy life and improve your
home or small office.

3. • Whenever you use Outlook, you’ll have its calendaring capabilities at your disposal. Even if you don’t
have an email account set up, you can still use Outlook for the rest of its features. The calendar works
best, however, if you can take advantage of its collaborative capabilities, so using an email account
assures you’re able to send meeting invites and receive attendee notifications.
• Regardless, here’s your basic, everyday calendar, i.e. the default calendar associated with your default
Outlook profile. This is the monthly view, but you can use the functions on the Arrange tab to change
the view.

5. • For example, below is the work week view (versus the whole week view). It’s very simple, with the
weather (you can set it to your town), and a search box. If you have any meetings or appointments,
you’d see them here, and you can skip to the previous or following week by clicking the “Previous
Appointment” or “Next Appointment” buttons, respectively, along the calendar edges.
• Let’s move on a
bit and focus on
how to change
your calendar’s
arrangement to
better suit your
specific or
particular needs.

6. FLEXING YOUR CALENDAR’S MUSCLE
• You can do quite a bit to change your
calendar’s arrangement and appearance.
If you check out the View tab below, you
see a whole assortment of styles that you
can employ for a calendar that suits your
organizational needs.
• Check out the following
calendar. We’ve made some
minor changes to its
appearance. For one, you
can change the color, which
is a subtle but nice touch.

7. • The View tab lets you add several other views to accentuate the mode you’re in. For example, there’s
the To-Do Bar, which lets you add calendars, people, and tasks to the right-hand column (see above).
This To-Do Bar is customizable to the mode you’re in, so even if you’ve got the tasks and calendar
enabled, as in the above screenshot, if you switch to your inbox, you will need to re-enable the To-Do
Bar.
It’s a good idea to play
around with the View
tab in each mode
because they’ll not all be
exactly the same. For
example, the Reading
Pane isn’t much use in
the calendar view, but
it’s definitely a great
addition to you inbox.

8. • Similarly, check out a daily calendar view with the Daily Task View enabled. You can see
here you daily calendar with your due tasks below.
• We’ll talk a great deal more about tasks in an upcoming article, but now let’s focus on
everything you might want to know about appointments and meetings.

9. ADDING APPOINTMENTS AND MEETINGS
• Let’s look at setting up
appointments and
meetings. In the following
example, we’re organizing a
pizza party. The subject of
course, is the nature of the
appointment, and while a
pizza party isn’t necessarily
an “appointment,” you get
the idea. You can then add
other specifics such as
where the pizza party is
taking place, and its start
and end times.

10. • You can type in names by
hand, or click the “To”
button to add attendees
from your address book. If
you haven’t set up an
address book
yet, we can tell you how to
add and manage
contacts as well as import
contacts from other
sources, like Gmail.
• There’s a lot of space (technically unlimited) to add notes, instructions, or directions to the event. Of
course, it’s not much of a party if you don’t have other people there. So we’ll need to invite some
attendees. Once you invite people, it’s no longer considered an appointment. Instead, Outlook changes
it to a meeting. In the following screenshot, we see our new appointment turned meeting.

11. • If you request a response
(rather than simply
putting the word out and
leaving it at that), then
invitees will have a
chance to RSVP. Note, this
works wonderfully with a
Microsoft product such as
an Outlook.com e-mail
account, where you’re
given response options
directly in the message.
• You can cut straight to the chase and simply click “New Meeting” from
the Ribbon’s Home tab. When you’re inviting attendees, you have the
option of requesting further Response Options.

12. • In Gmail, you’ll be able to act on an invite in pretty much the same way. However you respond, it will be
sent to the event organizer and automatically added to their Outlook.
• Now that we’re clear
on appointments and
meetings, we’ll move
on to modifying and
canceling them because
change is inevitable,
and sometimes our
best laid plans fall
through.

13. MODIFYING OR CANCELING MEETINGS AND TRACKING
RESPONSES
• Something has come up, and we need to move our pizza party to Saturday night. This is no problem for us
but what about our attendees? Well, their plans are entirely up to them, but Outlook at least makes it easy
to alert them to changes.
• To modify a meeting and alert your
attendees, first open the event from
your Outlook calendar and make the
changes you need. In this case, we’re
just moving the meeting back one
day. Note, that you can click “Send
Update” and your invitees will be
updated on the change.

14. • At this point, if any attendees had previously accepted your invitation, they will need to re-accept it.
• Now might be a good time to show how to track your meeting’s progress. Click the “Tracking” button
and from here you can see your meeting’s progress. Right now, only one invitee has accepted so maybe
this Saturday isn’t such a good time.

15. • Uh oh, again something has just come up and we need to cancel the
meeting. Simply click the “Cancel Meeting” button. Your invite will now
change and you will get a “Send Cancelation” button to click and send out
the bad news.
• It’s as easy as that, your previous invitees will receive an updated email and the
event will be removed from your Outlook calendar.

16. EVENTS
• With your appointments-turned-meetings
entered and saved, you’ll see it on your
calendar. When you hover over it, you’ll see the
pertinent details. At this point, if everything is
good, you can leave it and move on to other
things.
• If, however, you want to
change or delete it, you can
open it by either double-
clicking it or using the
appropriate action on the
Ribbon, which here is the
“Open” button.

17. • You can also access many of the same ribbon controls from the right-click context menu.
• With your meeting or appointment open, note the Options tab, which will let you affect
some changes such as changing your status (Busy, Tentative, Out of Office, etc.), set a
reminder, change the time zone, and finally set the event as a recurring one.

18. • Recurring events are common, such as a weekly meeting or quarterly earnings event, or just lunch with
a friend, so it’s good to know how to set them. As you can see from the screenshot, this should be
pretty easy to work out. You can set the time of the appointment, the pattern, and of course the range
or how long the recurrence will occur.
• You see in the following image, we’ve set up a recurring
event for every Monday at 1:00pm, which will continue
indefinitely.

19. • It’s important to remember that while meetings and appointments do have several key differences, they
still look and can be modified the same way, so all the options you see for appointments will be the
same for meetings.

20. ATTACHING A FILE OR DOCUMENT TO A CALENDAR
ITEM
• Let’s imagine you’ve made an appointment, such as to take your pet to the vet, or to get your oil
changed, and in either case, you have a document or image you want to attach to it so you don’t forget.
• In the following example, we’re
getting our oil changed finally,
and we’ve got a coupon for it. You
could print out the coupon and
try to remember it beforehand, or
you could simply attach it to the
appointment so when Outlook
reminds you, the coupon is right
there so you can print it while
you’re thinking about it.

21. • In order to do this, you want to click the “Attach File” and then browse to the location where it is saved.
You can either insert the file as is, paste it inline as text, or insert the location of the file as a hyperlink.
In this instance, we’re just going to attach the PDF as is.
• Of course, this is going to be a highly useful feature if you need to share documents for a business
meeting, send out study materials to students, or whenever the situation might call for supplementary
information.

22. MANAGING AND SHARING CALENDARS
• Managing calendars will let you accomplish two things. You can open calendars from various sources,
and you can create and save calendar groups.
• If you click the “Open Calendar” button, you can create a calendar from
several sources including from the Internet, or you can create a blank
calendar. One advantage of creating a blank calendar is that you’re able
to keep your work and home life separate.

23. • Being able to drag events across calendars means that if you’ve spent time adding an appointment or
meeting, if you later decide it needs to be on a different calendar, you don’t need to recreate the
events.
• In the following screenshot, you see several calendars have been created, and we’ve also created a
special group for work. You can actually drag events from one calendar to another; you see how we
have an entry for a weekly meeting in the two calendar we’ve selected to show.

24. • Finally, you can share calendars, which should be pretty self-explanatory, of note though is the ability to
e-mail a calendar. We covered this briefly in a previous article, this is simply another way to accomplish
it. Here in the following screenshot, you see what happens when you use this option.

25. • You can specify which calendar you share, the date range (from a single day to the whole calendar),
level of details to share (simple availability, limited, and full details), and then there’s a few Advanced
options you can use.
• Sharing in this way means that you can quickly, easily, and seamlessly disseminate your calendar
information with other Outlook users, as well as integrate calendars sent to you.

26. CALENDAR OPTIONS
• There’s quite a few calendar options to
sort through (though not quite as
many as with e-mail). Most of these
options are intended to configure the
calendar to work more effectively with
your professional and personal needs.

27. • For example, you can change your work hours and work week, add holidays, change the time zone, set
the default color, and even choose between Fahrenheit and Celsius. Work your way through them at
your leisure and try out what works best for you.
• The calendar features in Outlook are top-notch and if you work in an organization with a central
Exchange server, then you’re likely familiar with how you can collaborate on shared calendars, see
events, and more. All of this seamlessly works within your own local Outlook installation for added
power and convenience.
• At home, it’s nice to have a calendar with so many features in the same program. There’s no need to
switch from an e-mail app to your calendar app, you can schedule events and quickly invite participants
with just a few clicks of the mouse button, and much more.
• But, that’s enough talking from us. Why don’t we hear from you now? Let us know your thoughts or
lend your comments in our discussion forum.

28. • Original Article: http://www.howtogeek.com/203258/beginner-how-to-create-manage-and-share-
calendars-in-outlook-2013/
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