This document provides an overview of how to use Outlook calendar to manage your time. It describes how to create meetings and appointments, set reminders, check availability of attendees, share your calendar, and sync with mobile devices. It also covers creating to-do lists, setting recurring events, and using different views. The objectives are to help users get started with Outlook calendar's core functions to stay organized.

1. Summer Tech:
Manage your
Time with
Outlook/Calendar

2. Objectives
• How to get started with the calendar
• How create a meeting and set
meeting reminders
• How to check availability and
schedule a meeting in Classroom A or
Admin
• How to share your calendar and set
privacy
• How to publish your calendar to the
web
• How to create ToDO lists
• Tips for syncing your calendar to
Google calendar and using mobile

3. Some useful things to do
with the calendar:
• Set recurring events – birthdays,
bill payments, regular meetings -
-appear on the date every year.
• Set reminders for regular duties
like monthly statistics, end of
the year deadlines, etc.
• See when others are available
before you schedule a meeting.
• Schedule classroom and meeting
spaces within the libraries.
• Share your calendar.

4. Outlook Calendar
To access the Outlook
Calendar, open your
email and click on
Calendar.
You can also use the calendar using
the 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 (shared
calendars; etc.); Close all (handy!); Save; Save as webpage; Folder (change
sharing permissions); Import/Export(syncing) ; Page setup (for printing); Print
style (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 this
separately).
•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 at
this separately – but set defaults for most everything!)
•Actions: New meetings, etc.

7. Viewing/Sorting Appointments
View, Arrange By, and Current View

8. Options

9. Navigation toolbar
•Hide/popout navigation using
arrows
•Top menu
•Change display of calendar
•Schedule (New)
•Print calendar
•Cancel
•Set colors for events
•Search for contacts; search
calendar
•BOLD dates = scheduled
•Share calendars
•See shared calendars
•Publish out to the web
•Work with contacts, mail,
and tasks

10. Meetings vs. appointments – which to
use?
• Appointments:
– Generally do not involve other people, although you can invite
others
– 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 longer
The main difference is how much options you
need; meetings will guide you through the
process of setting up a meeting with others;
appointments will not; otherwise very similar

11. How create a meeting and set
meeting reminders
OR:
Click Actions>New Appointment
Click Actions>New meeting

12. Click on To: to get a directory search; find the names you need and
click on Required (if you want them to attend and the meeting
depends upon it); Optional (if the meeting can occur without them,
as a fyi)
Add Location (class/meeting space), search Main to find the
names for the Main Lib Admin Conf Rm or MainLib Lab A in the
Location field or via the popup screen under To: on the
Resources.
Even easier> :use scheduling assistant!
Note: We set our reminder
here and how we want it to
appear – we can be free or
busy too which is helpful for
scheduling todos.

13. Here you click on Add
Attendees OR under All
Attendees click to add
new attendees.
Then add your room.
Note: we can see
Deborah’s availability
here….

14. The Appointment Window
WE can invite attendees but
we do not as many features
available as a meeting (or
just use scheduling
assistant!)

15. Recurring Appointments
Click Options, then recurrence, then
set your appointment information.

16. So what happens when you get a
reminder?

17. Practice
1. Create a new meeting called
Holiday meetup - for July 4.
Assign it to a category. Invite
me.
2. Navigate between the
calendar views to see how
the appointment is
displayed.

18. Checking availability
• How to check availability and schedule a
meeting in Classroom A or Admin

19. Checking Availability of other attendees
Once you have added attendees, the
calendar will show you their availability –
provided that the individual uses Outlook
for his/her calendar and has Free/Busy
options established.

20. To check availability and
add a meeting to Main
Lib Admin Conf Rm or
MainLib Lab A treat
them as an attendee.

21. How to share your calendar and set privacy
My calendars: Always brings
you back to your calendar
although you may need to
change the view.
People’s calendars: who
shares with me
Other Calendars: Open
shared calendar: Search by
person’s name (must be
sharing 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 Calendar
Instructions are here for android:
http://wiki.eits.uga.edu/help/index.php/Setting_Up_an_Android_Device_for_UGAMail
Instructions are here for Iphone:
http://wiki.eits.uga.edu/help/index.php/Setting_Up_iPhone_4_for_UGAMail
Sync with Google Calendar
•You will need Microsoft
Exchange if you do not have it
(System support request)
•For the purposes of setting up
sync with Google, outlook is
email even if you only sync your
calendar
•Info here about Google Sync
•http://support.google.com/a/bin/
answer.py?hl=en&answer=2716
936

26. Export/import
Manually load your calendar
or contacts
File: Import and Export
Choose your correct format

27. ToDo Lists/Tasks
In Outlook, Tasks can
comprise your “To Do” list.
Tasks can be date specific
or non-specific.
To create a new task,
choose Tasks from the
Navigation menu.

28. Creating a Task
Click the New
button…
Or double-
click on any
blank line in
the task list.
A new task
window will
open.

29. New Task
Let’s explore this screen.
You’ll find it similar to
appointments and other
Outlook functions.

30. Viewing Tasks
Time to experiment again! Choose each of the
different views on the left and watch the task list
change on the right.
Click on a task, mark it complete or change it
category, and experiment again.

31. Practice & Help

32. Summer Tech:
Manage your
Time with
Outlook/Calendar