Davis calendaring ppt


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Microsoft calendaring tutorial/worksheets

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Davis calendaring ppt

  1. 1. Utilizing Microsoft Outlook How to efficiently manage office calendars and schedule group meetings
  2. 2. Microsoft Outlook Calendar: What can it do for you? <ul><li>So your office has invested in a Microsoft Exchange Server, now what? </li></ul><ul><li>How do I use MS Outlook Calendar? </li></ul><ul><li>Why should I want to use MS Outlook Calendar? </li></ul><ul><li>How will using calendar may my work life easier? </li></ul><ul><li>Tell me more… </li></ul>
  3. 3. Topics to be covered <ul><li>Microsoft Outlook calendar basics </li></ul><ul><li>Setting appointments or meetings </li></ul><ul><li>Inviting other people to meetings </li></ul><ul><li>Scheduling resources needed for meetings </li></ul><ul><li>Sharing your calendar </li></ul><ul><li>Empower your support staff to help manage your calendar </li></ul><ul><li>Review of MS Outlook Calendaring </li></ul>
  4. 4. MS Outlook Calendar 101 <ul><li>What does the basic calendar look like? </li></ul><ul><li>What are my options for layout, color scheme, viewing panes, etc? </li></ul><ul><li>How do I get the calendar to do what I want? </li></ul><ul><li>What does an appointment look like? </li></ul><ul><li>What does a meeting look like? </li></ul><ul><li>Can I view more than one calendar at a time? </li></ul>
  5. 5. Basic Calendar Layout-Month view Toolbars options covered later View One month or many Show as many or as few as you like Works like any Windows Product Month, Day, Work week or Today View
  6. 6. View tools Arrange by provides you with lots of options Choose your view of the calendar-day, week or month View your calendar items by various options: currently viewed by conversation
  7. 7. Work week view Set intervals in calendar listings by right-clicking the time bar Two Month View
  8. 8. Day view Jam packed day??? See full calendar with meeting by meeting listing for each day Change time span for a work day, if needed
  9. 9. Setting calendar options Click on Tools/Calendar/Options <ul><li>On this menu, you can set </li></ul><ul><li>days in the work week </li></ul><ul><li>start & end time </li></ul><ul><li>fiscal or calendar year </li></ul><ul><li>display optional week numbers </li></ul><ul><li>change color scheme </li></ul>
  10. 10. File tools File/New Full listing of optional choices for new activities Import & Export, Archive, Page Setup, Preview, Print—all choices like MS Word Working offline is an option, if network connection is not currently available
  11. 11. Edit tools Edit tools do not have many options in calendaring—More tools available in email, tasks and contacts
  12. 12. Go tools Go Tools provides a quick “One Click” navigation option from Calendar to other Outlook Components
  13. 13. “Tools” tools <ul><li>Send and Receive </li></ul><ul><li>Find </li></ul><ul><li>Address Book </li></ul><ul><li>Empty Deleted Items Folder </li></ul><ul><li>Other options </li></ul>Tools are very important helpers for calendar or any Outlook program
  14. 14. Action tools “ Two-click” action buttons different than the “Go” menu options Allow for quick opening of new item within just Calendar
  15. 15. HELP! Help in MS Outlook operates much like MS Word and other MS Office tools Use it!
  16. 16. Toolbars-what they can do for you Toolbars help you to do what you want, quickly and with one click Toolbar shown in the Standard Toolbar Other choices are Web or Advanced Color scheme View Group Schedules View format Find tool as in other Office Applications
  17. 17. Recap of Calendar <ul><li>Change view from day, week or month </li></ul><ul><li>Change view and placement of reading pane </li></ul><ul><li>Options you can set for window format </li></ul><ul><li>Utilizing toolbars to set your preferences </li></ul><ul><li>Help can answer your questions </li></ul>
  18. 18. Setting appointments <ul><li>MS Outlook working with MS Exchange Server allows for online calendaring and scheduling </li></ul><ul><li>Set up your own meetings </li></ul><ul><li>Set up meetings for groups </li></ul><ul><li>Set meetings and invite attendees </li></ul><ul><li>Schedule time using shared resources such as meeting rooms </li></ul>
  19. 19. New Appointment/Meeting Subject:topic of the meeting Location: where meeting will occur Keep calendar listing short and put detail here Time issues: date and time meeting begins and ends or all day event Reminder notice Show time as… Can add label for type of meeting, and will color code the entry Private option: especially important with shared calendars where you want to keep meeting hidden from view: i.e. doctor’s appointments, etc.
  20. 20. Setting a group meeting Select New Meeting, then go to the “Scheduling” Tab Add other meeting attendees from your address book Use Auto Pick selection to look for next available time for meeting
  21. 21. Viewing multiple calendars to assess availability of meeting attendees This option shows multiple schedules of possible meeting attendees Allows you to look for “free blocks of time” Once again you can use “Auto Pick Next” to look for the next available time on all potential meeting attendees After you find an available time block, they you click on “Send Invitation” to send email invitation to attendees
  22. 22. Sending a meeting request Meeting attendees will receive an email like the one shown here Once you choose a choice, a response email will be generated to the meeting organizer Attendees will have the choice to Accept, Tentatively Accept, Decline or Propose a New Time
  23. 23. Accept/Decline meeting request After making your choice, click “Ok” to send If you accept, meeting is placed automatically on your calendar Decline, Propose a New Time and Tentative chosen: a new response is sent Next the attendee has the choice to send a response to the meeting invitation
  24. 24. Providing administrative support for someone via Outlook Calendar <ul><li>MS Outlook calendar allows support staff to </li></ul><ul><ul><li>Check your calendar anytime </li></ul></ul><ul><ul><li>Set meetings for you </li></ul></ul><ul><ul><li>Modify previously set meetings </li></ul></ul><ul><li>Setting permissions for extra users </li></ul><ul><ul><li>Viewing and sharing </li></ul></ul><ul><ul><li>Setting appointments for others </li></ul></ul><ul><ul><li>Other calendar sharing issues </li></ul></ul>
  25. 25. Assigning delegates to your calendar Go to the Tools/Options/ Delegates tab to view a list of Calendar delegates you can assign access to your information
  26. 26. Recap of training <ul><li>Calendar views </li></ul><ul><li>Calendar tools </li></ul><ul><li>Setting meetings </li></ul><ul><li>Reserving resources </li></ul><ul><li>Sending and accepting meeting requests </li></ul><ul><li>Sharing your calendar </li></ul><ul><li>Setting meetings for supervisors </li></ul><ul><li>Viewing and sharing multiple calendars </li></ul>
  27. 27. No MS Exchange Server? <ul><li>MS Outlook calendaring is still one of the most useful calendaring software in use today </li></ul><ul><li>Still can utilize most of the calendaring features </li></ul><ul><li>Meeting setting would be for individual calendars </li></ul><ul><li>Still add to productivity and efficiency of the office environment </li></ul>
  28. 28. Any Questions?????