This document provides a comprehensive guide on using Outlook's calendar features, including managing shared calendars, scheduling appointments and meetings, and tracking responses. It details how to create, edit, and delete calendar entries, as well as setting reminders and categorizing events. Additional resources and contact information for further assistance are also provided.

1. Windows
Handy shortcuts and file handling

2. Outlook
Calendaring

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