SlideShare a Scribd company logo
Windows 
Handy shortcuts and file handling
Outlook 
Calendaring
Calendar view 
• View your (shared) calendars 
• Select which calendars you want to view 
• Quick view 
• Navigate between days or months 
• Arranging views 
• Change to day/week/month view
Manage your calendars 
• Create a new calendar 
• Right click an existing calendar 
• Select ‘New Calendar’ 
• Select folder 
• Delete an existing calendar 
• Right-click an existing calendar > Delete 
Calendar 
• Open / share calendar 
• See LnL – Share info with your colleagues 
• (Ex. 1)
Appointments (1) 
• = Scheduled activity 
• New 
• Home > New > New Appointment 
• <CTRL + N> 
• Double-click or right-click on a (free) 
timeslot in your calendar 
• Select a range > right click > New 
Appointment 
• Basic information 
• subject, location, start time, end time, all 
day event, body text
Appointments (2) 
• Options 
• Show As: 
• Free/busy information 
• Accessible information for others without 
sharing your calendar. 
• Reminder 
• Visual notification with sound 
• Set the reminder time before the start of the 
appointment (or meeting) 
• Recurrence 
• e.g. team meeting every week 
• (Ex. 2)
Meetings (1) 
• = Scheduled activity (appointment) 
with invites to others 
• Create 
• Home > New > New Meeting 
• Convert an appointment to a meeting 
• Click “Invite Attendees” button in appointment 
window 
• Response options 
• Request responses 
• Allow new time proposals 
• (Ex. 3)
Meetings (2) 
• When send 
• Meeting is added to your calendar (as organizer) 
• Meeting is added to the calendar of your attendees 
(awaiting response) 
• Mail invite is send to your attendees 
• See topic ‘Respond to meetings’ 
• Responses are sent to the organizer (e-mail) if 
‘Request Responses’ is activated
Respond to meetings 
• When a meeting is send 
• Mail invite is send to every recipient 
• Possible responses 
• Accept 
• Tentative (maybe) 
• Decline 
• E-mail with invite is deleted and calendar item is 
deleted 
• Propose new time 
• Is sent to the organizer 
• When accepted, all invitees will receive an 
updated invite request 
• Possible to auto suggest time 
• (Ex. 4)
Edit and update meetings 
• Double click an existing meeting 
• Update information 
• Send updated invite 
• A new e-mail with updated information is sent to 
your invitees. 
• When you change the receipients: 
• Send the update to changed attendees or to all 
• Cancel a meeting 
• Send Cancellation 
• (Ex. 5)
Propose new time 
• Proposal is sent to the organizer 
• When accepted, all invitees will 
receive an updated invite request 
• Possible to auto-suggest suited 
timeframe 
• (Ex. 6)
Track meeting responses 
• Open meeting > view the response 
pane 
• Open meeting > Show > Tracking 
• List of required and optional attendees 
and their responses 
(Ex. 7)
Scheduled view 
• When 
• View free/busy information from other 
persons within the college 
• See free timeslots on shared calendars 
• Add Attendees 
• Type name or select from the address book 
• Set optional or required 
• Add start and end time 
• View availability status 
• When not available -> possible to choose 
from the sugested times
Tag and categorize items 
• Appointment/meeting > Tags 
• Make private 
• You are the only one who can see the 
appointment details 
• Even if your calendar is shared 
• Others can see free/busy info 
• Categorize 
• Select meeting or appointment 
• Calendar Tools > Tags > Categorize 
• e.g. vacation, absence, team meetings 
• See LnL – Outlook Miscellaneous
Q&A 
Future questions? 
• ICT intranet 
 Training 
 ICT Service Lunch ‘n Learn 
• Helpdesk 
http://ict.coleurope.eu 
helpdesk.be@coleurope.eu 
Tel 050 47 70 00

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Lunch 'n Learn - Outlook: calendaring

  • 1. Windows Handy shortcuts and file handling
  • 3. Calendar view • View your (shared) calendars • Select which calendars you want to view • Quick view • Navigate between days or months • Arranging views • Change to day/week/month view
  • 4. Manage your calendars • Create a new calendar • Right click an existing calendar • Select ‘New Calendar’ • Select folder • Delete an existing calendar • Right-click an existing calendar > Delete Calendar • Open / share calendar • See LnL – Share info with your colleagues • (Ex. 1)
  • 5. Appointments (1) • = Scheduled activity • New • Home > New > New Appointment • <CTRL + N> • Double-click or right-click on a (free) timeslot in your calendar • Select a range > right click > New Appointment • Basic information • subject, location, start time, end time, all day event, body text
  • 6. Appointments (2) • Options • Show As: • Free/busy information • Accessible information for others without sharing your calendar. • Reminder • Visual notification with sound • Set the reminder time before the start of the appointment (or meeting) • Recurrence • e.g. team meeting every week • (Ex. 2)
  • 7. Meetings (1) • = Scheduled activity (appointment) with invites to others • Create • Home > New > New Meeting • Convert an appointment to a meeting • Click “Invite Attendees” button in appointment window • Response options • Request responses • Allow new time proposals • (Ex. 3)
  • 8. Meetings (2) • When send • Meeting is added to your calendar (as organizer) • Meeting is added to the calendar of your attendees (awaiting response) • Mail invite is send to your attendees • See topic ‘Respond to meetings’ • Responses are sent to the organizer (e-mail) if ‘Request Responses’ is activated
  • 9. Respond to meetings • When a meeting is send • Mail invite is send to every recipient • Possible responses • Accept • Tentative (maybe) • Decline • E-mail with invite is deleted and calendar item is deleted • Propose new time • Is sent to the organizer • When accepted, all invitees will receive an updated invite request • Possible to auto suggest time • (Ex. 4)
  • 10. Edit and update meetings • Double click an existing meeting • Update information • Send updated invite • A new e-mail with updated information is sent to your invitees. • When you change the receipients: • Send the update to changed attendees or to all • Cancel a meeting • Send Cancellation • (Ex. 5)
  • 11. Propose new time • Proposal is sent to the organizer • When accepted, all invitees will receive an updated invite request • Possible to auto-suggest suited timeframe • (Ex. 6)
  • 12. Track meeting responses • Open meeting > view the response pane • Open meeting > Show > Tracking • List of required and optional attendees and their responses (Ex. 7)
  • 13. Scheduled view • When • View free/busy information from other persons within the college • See free timeslots on shared calendars • Add Attendees • Type name or select from the address book • Set optional or required • Add start and end time • View availability status • When not available -> possible to choose from the sugested times
  • 14. Tag and categorize items • Appointment/meeting > Tags • Make private • You are the only one who can see the appointment details • Even if your calendar is shared • Others can see free/busy info • Categorize • Select meeting or appointment • Calendar Tools > Tags > Categorize • e.g. vacation, absence, team meetings • See LnL – Outlook Miscellaneous
  • 15. Q&A Future questions? • ICT intranet  Training  ICT Service Lunch ‘n Learn • Helpdesk http://ict.coleurope.eu helpdesk.be@coleurope.eu Tel 050 47 70 00