Getting started with outlook calendar

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Short class on the basics of outlook calendar specifically for those within UGA.

Short class on the basics of outlook calendar specifically for those within UGA.

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  • 1. Summer Tech:Manage yourTime withOutlook/Calendar
  • 2. Objectives• How to get started with the calendar• How create a meeting and setmeeting reminders• How to check availability andschedule a meeting in Classroom A orAdmin• How to share your calendar and setprivacy• How to publish your calendar to theweb• How to create ToDO lists• Tips for syncing your calendar toGoogle calendar and using mobile
  • 3. Some useful things to dowith the calendar:• Set recurring events – birthdays,bill payments, regular meetings --appear on the date every year.• Set reminders for regular dutieslike monthly statistics, end ofthe year deadlines, etc.• See when others are availablebefore you schedule a meeting.• Schedule classroom and meetingspaces within the libraries.• Share your calendar.
  • 4. Outlook CalendarTo access the OutlookCalendar, open youremail and click onCalendar.You can also use the calendar usingthe web view of email(for UGA)https://my.uga.edu/LiveSSO/
  • 5. Calendar navigation• Views: Day, week, month• Details: low, medium, high• Go to a particular day, see event• Toolbar/Navigation: hide, popout• Outlook today: Day at a glance• Search calendar
  • 6. Top menu toolbar•File:New (calendar event, etc. – same as New button on next level); Open (sharedcalendars; etc.); Close all (handy!); Save; Save as webpage; Folder (changesharing permissions); Import/Export(syncing) ; Page setup (for printing); Printstyle (use page setup for configuration); Archive (usually just do as prompted)•Edit:Move to a folder, categories (assign colors to certain types of events)•View:Sort by any number of views (recurring events, etc – we’ll look at thisseparately).•Go:Mail, Calendar, appointments•Tools:Send/receive (can send all draft items); Account settings (need for mobile,syncing, possibly other tools); Customize (Toolbars); Options (will look atthis separately – but set defaults for most everything!)•Actions: New meetings, etc.
  • 7. Viewing/Sorting AppointmentsView, Arrange By, and Current View
  • 8. Options
  • 9. Navigation toolbar•Hide/popout navigation usingarrows•Top menu•Change display of calendar•Schedule (New)•Print calendar•Cancel•Set colors for events•Search for contacts; searchcalendar•BOLD dates = scheduled•Share calendars•See shared calendars•Publish out to the web•Work with contacts, mail,and tasks
  • 10. Meetings vs. appointments – which touse?• Appointments:– Generally do not involve other people, although you can inviteothers– Do not workspaces• Meetings– Can involve others ; responses will appear in your inbox– Schedule a meeting room– Has a scheduling assistant to help you see who is available– Have a virtual workspace• Events– Typically last 24 hours or longerThe main difference is how much options youneed; meetings will guide you through theprocess of setting up a meeting with others;appointments will not; otherwise very similar
  • 11. How create a meeting and setmeeting remindersOR:Click Actions>New AppointmentClick Actions>New meeting
  • 12. Click on To: to get a directory search; find the names you need andclick on Required (if you want them to attend and the meetingdepends upon it); Optional (if the meeting can occur without them,as a fyi)Add Location (class/meeting space), search Main to find thenames for the Main Lib Admin Conf Rm or MainLib Lab A in theLocation field or via the popup screen under To: on theResources.Even easier> :use scheduling assistant!Note: We set our reminderhere and how we want it toappear – we can be free orbusy too which is helpful forscheduling todos.
  • 13. Here you click on AddAttendees OR under AllAttendees click to addnew attendees.Then add your room.Note: we can seeDeborah’s availabilityhere….
  • 14. The Appointment WindowWE can invite attendees butwe do not as many featuresavailable as a meeting (orjust use schedulingassistant!)
  • 15. Recurring AppointmentsClick Options, then recurrence, thenset your appointment information.
  • 16. So what happens when you get areminder?
  • 17. Practice1. Create a new meeting calledHoliday meetup - for July 4.Assign it to a category. Inviteme.2. Navigate between thecalendar views to see howthe appointment isdisplayed.
  • 18. Checking availability• How to check availability and schedule ameeting in Classroom A or Admin
  • 19. Checking Availability of other attendeesOnce you have added attendees, thecalendar will show you their availability –provided that the individual uses Outlookfor his/her calendar and has Free/Busyoptions established.
  • 20. To check availability andadd a meeting to MainLib Admin Conf Rm orMainLib Lab A treatthem as an attendee.
  • 21. How to share your calendar and set privacyMy calendars: Always bringsyou back to your calendaralthough you may need tochange the view.People’s calendars: whoshares with meOther Calendars: Openshared calendar: Search byperson’s name (must besharing with you already)
  • 22. How to share your calendar and set privacy:set privacy first Options: Calendar Options: Free/Busy
  • 23. How to share your calendar and set privacy:set privacy first
  • 24. Publishing your calendar
  • 25. Mobile & Sync with Google CalendarInstructions are here for android:http://wiki.eits.uga.edu/help/index.php/Setting_Up_an_Android_Device_for_UGAMailInstructions are here for Iphone:http://wiki.eits.uga.edu/help/index.php/Setting_Up_iPhone_4_for_UGAMailSync with Google Calendar•You will need MicrosoftExchange if you do not have it(System support request)•For the purposes of setting upsync with Google, outlook isemail even if you only sync yourcalendar•Info here about Google Sync•http://support.google.com/a/bin/answer.py?hl=en&answer=2716936
  • 26. Export/importManually load your calendaror contactsFile: Import and ExportChoose your correct format
  • 27. ToDo Lists/TasksIn Outlook, Tasks cancomprise your “To Do” list.Tasks can be date specificor non-specific.To create a new task,choose Tasks from theNavigation menu.
  • 28. Creating a TaskClick the Newbutton…Or double-click on anyblank line inthe task list.A new taskwindow willopen.
  • 29. New TaskLet’s explore this screen.You’ll find it similar toappointments and otherOutlook functions.
  • 30. Viewing TasksTime to experiment again! Choose each of thedifferent views on the left and watch the task listchange on the right.Click on a task, mark it complete or change itcategory, and experiment again.
  • 31. Practice & Help
  • 32. Summer Tech:Manage yourTime withOutlook/Calendar