What are my options for layout, color scheme, viewing panes, etc?
How do I get the calendar to do what I want?
What does an appointment look like?
What does a meeting look like?
Can I view more than one calendar at a time?
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
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
Work week view Set intervals in calendar listings by right-clicking the time bar Two Month View
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
Setting calendar options Click on Tools/Calendar/Options
On this menu, you can set
days in the work week
start & end time
fiscal or calendar year
display optional week numbers
change color scheme
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
Edit tools Edit tools do not have many options in calendaring—More tools available in email, tasks and contacts
Go tools Go Tools provides a quick “One Click” navigation option from Calendar to other Outlook Components
Send and Receive
Empty Deleted Items Folder
Tools are very important helpers for calendar or any Outlook program
Action tools “ Two-click” action buttons different than the “Go” menu options Allow for quick opening of new item within just Calendar
HELP! Help in MS Outlook operates much like MS Word and other MS Office tools Use it!
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
Recap of Calendar
Change view from day, week or month
Change view and placement of reading pane
Options you can set for window format
Utilizing toolbars to set your preferences
Help can answer your questions
MS Outlook working with MS Exchange Server allows for online calendaring and scheduling
Set up your own meetings
Set up meetings for groups
Set meetings and invite attendees
Schedule time using shared resources such as meeting rooms
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.
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
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
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
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
Providing administrative support for someone via Outlook Calendar
MS Outlook calendar allows support staff to
Check your calendar anytime
Set meetings for you
Modify previously set meetings
Setting permissions for extra users
Viewing and sharing
Setting appointments for others
Other calendar sharing issues
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
Recap of training
Sending and accepting meeting requests
Sharing your calendar
Setting meetings for supervisors
Viewing and sharing multiple calendars
No MS Exchange Server?
MS Outlook calendaring is still one of the most useful calendaring software in use today
Still can utilize most of the calendaring features
Meeting setting would be for individual calendars
Still add to productivity and efficiency of the office environment