Outlook and Calendaring

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1 Outlook and Calendaring The Outlook Calendar Environment... 2 The Different Calendar Views... 3 Creating Appointments/Events/Meetings in Your Calendar... 4 Creating an Appointment the Speedy Way... 4 Creating a Meeting and Inviting Guests... 4 Checking if a Guest is "Free" or "Busy"... 5 Booking a Meeting Room... 6 Scheduling Meetings for a Whole Team of People... 7 Making Recurring Appointments... 8 Responding to Meeting Requests... 9 Rescheduling Meetings and Proposing New Times... 9 Reminders and Private Activities...10 Granting Others Permissions to your Calendar...10 Changing or Removing Sharing Permissions...11 Outlook Customizing the To-Do Bar...13 Using Folders...14 Create and Send a New Message...14 Display the Bcc Field...15 The Global Address List...15 Add an Attachment to a Message...16 Printing a Message...16 Sort Messages...16 Instant Search...16 Flag a Message for Follow Up...17 Create A Signature...17 Delete a Message...17 Empty the Deleted Items Folder...18 Empty the Deleted Items Folder on Exit...18 Outlook 2007 Contacts Create a New Contact...19 Create a New Distribution List...19 Add the Current Sender s Address to your Contacts...19 Create a New Distribution List from an To Change Address Book Preferences P age

2 Rather than relying on a series of menus, Microsoft Office 2007 now uses the "Ribbon" to organize important functions. The Ribbon is a series of tabs categorized into logical Groups of text labels and replaces the Menu of previous Office versions. In Outlook 2007, the Ribbon offers the same functional commands as previous versions of Outlook, but it takes time to get used to: The Outlook Calendar Environment The Calendar and Scheduling component of Outlook is fully integrated with your Outlook and Contacts. With Calendar, you can create Appointments and Events, organize Meetings, and book meeting rooms and other resources. To access Calendar, click on the icon just below the Mail icon in the modules area on the left of your screen: 2 P age

3 The Different Calendar Views There are three views of the Calendar - the Day view, the Week view, and the Month view. To access the different views, click the appropriate icon at the top of your screen, just under the menu bar. Within the Week view, you can select Work Week to hide the weekends (or, if you prefer, hide other days: you can configure which days are hidden through the Tools Options menu. Four Calendar View Options Apart from the Calendar views just mentioned (Day, Week, Month), there is also the Calendar View options located under the View menu. They allow you to turn on or off the Navigation Pane, To-Do Bar, Reading Pane, and Daily Task List. The Navigation Pane The Navigation Pane includes the Date Navigator and also allows you to Open Shared Calendars among other options. Note that when a shared calendar is open, a left-pointing arrow appears next to the name of the calendar. Clicking on this arrow will overlay the two calendars on top of each other, allowing you to see at a glance when there are conflicts. Like the other features mentioned in this section, the Navigation Pane can be enabled if it's not visible by going to the View menu. The To-Do Bar The To-Do Bar appears on the right side of the screen and lists tasks as well as upcoming calendar events. It's a way to see, at a glance, what things have to be done in the near future. Like the other features mentioned in this section, the To-Do Bar can be enabled if it's not visible by going to the View menu. 3 P age

4 The Reading Pane UCLA ENTERPRISE MESSAGING The Reading Pane allows you to preview calendar event descriptions and information much in the same way you do with . Depending on the way you use your calendar, the Reading Pane could be extremely useful. Like the other features mentioned in this section, the Reading Pane can be enabled if it's not visible by going to the View menu. The Daily Task List The Daily Task List appears below your calendar and shows tasks beneath the days that they are due/refer to (note that the Daily Task List is not available for the Month view). This allows you to see if there's a day coming up with multiple tasks, and gauge the workload you'll have on a certain day or over a week. It's a "big picture" view, like the To-Do Bar, but is more closely tied with the calendar view itself. Like the other features mentioned in this section, the Daily Task List can be enabled if it's not visible by going to the View menu. Navigating to a Particular Date To navigate to a particular date, click on that date, using the Date Navigator (by default, it's on the topleft). To select a different month than the ones displayed, click on the left or right arrows to maneuver to the correct month. Creating Appointments/Events/Meetings in Your Calendar Common Calendar Terminology An Appointment involves only your schedule and time and does not require other attendees and resources. Appointments are the default calendar item. An Appointment becomes an Event, when it lasts longer than 24 hours. An Appointment becomes a Meeting when you invite other people or resources. Creating an Appointment the Speedy Way 1. Using the Date Navigator, navigate to the day that you want the appointment. 2. Highlight the time of the appointment by clicking and dragging through the time slots to include the start and end time. 3. After the correct time is selected, release the mouse and type a Subject for your activity. That name will be displayed on your calendar view. 4. Press Enter twice. 5. Use the form that pops up to finish creating the desired appointment, including entering a location, description, etc. Creating a Meeting and Inviting Guests Invitations to meetings scheduled in Outlook are sent via . They will appear in your Outlook Inbox. 1. Select the time of your meeting by clicking and dragging through the start and end time slots. 2. Right-click and choose "New Meeting Request." 3. Click on the To:... button and choose the people you want to include. 4 P age

5 You can include people from the Global Address list, your contacts file and/or any valid address. Also note that non-outlook clients will receive the meeting request as an message in whichever client they use. Note: If you make the meeting request, then you are the Meeting Organizer and only you can reschedule this meeting. Another way of creating a meeting: you can also choose New Meeting Request from the New menu drop down, or add an appointment, change it to a meeting by clicking on Invite Attendees, and choose the invitees by using the To.. button. Checking if a Guest is "Free" or "Busy" After inviting your guests and booking a meeting room, you can check if they are free or busy during the proposed meeting time by doing the following: 5 P age

6 1. Click the Scheduling button (next to the Appointment button) 2. Review Free/Busy time for invited attendees. In this view, blue bars indicate busy time in the attendee's calendar. 3. Move the Meeting time to the next available time block for all attendees with your mouse or by using the AutoPick Next button. The top bar indicates Free/Busy time for all invited attendees. 4. If you want to add more attendees, you can type attendee names in the next available row or click Add Others in the lower left hand side of the screen to browse the Global Address List. Note: Those outside the EM community will not display Free/Busy information. Special Note: A faster alternative is the View Group Schedule feature (see Scheduling Meetings for a Whole Team of People, below). Viewing a group schedule enables you to view a group of people s free/busy schedule all at once, and quickly schedule your meeting. Group schedules can also be created for resources such as conference rooms. Booking a Meeting Room To book a meeting room when creating a meeting, follow steps 1-4 above, with one additional step. 1. After you've created a meeting and Invited Attendees, click on the Appointment button and then click on To... to open up the Select Attendees and Resources window. 2. After you have invited all the guests in the "Select Attendees and Resources" window, scroll through the list until you find the Resource you want to use. 3. Highlight the room that you want to use by single-clicking it. 4. Next, click the Resources button in the middle. 6 P age

7 Important: Do not double-click on the meeting room! If you do, it will be listed along with the Required guests. The room scheduling function will not work correctly unless the meeting room is listed in the Resources window. If you accidentally double-click the meeting room name, simply highlight it and delete it from the Required window. Scheduling Meetings for a Whole Team of People If you frequently schedule meetings with the same team members, finding a free slot in everyone s calendar can be challenging. It can also be irritating to keep adding all of your team members to the To line of your meeting request. Defining and using a Group Schedule makes this task easier. Here s what to do: 1. Define a group schedule. a. In Calendar view, click the Actions menu, and then click View Group Schedules... b. Click the New button, assign a name to the new Group Schedule, and click OK. c. Add your teammates in the Group Members column (just as you would in a meeting request). d. Click Save and Close. 2. Use your group schedule to create a meeting request. a. From Calendar view, click Actions, and then click View Group Schedules from the menu bar. b. Click the group schedule that you defined from the list, and click Open. Now you can see the free/busy information from all your teammates without having to select them individually in a meeting request. c. Find a free slot and select it. 7 P age

8 d. Click Make Meeting, and then click New Meeting with All. A new meeting request opens, prefilled with all your teammates on the To line. Making Recurring Appointments Making a recurring appointment is really simple, but a recurring meeting is a complicated thing because you have other people's calendars to consider. First, make a one time appointment. Then click Recurrence... Make the choices you need and click OK to make the appointment recurring: 8 P age

9 When you select this meeting (or one of its occurrences), you have the option of editing the occurrence or the series. Editing an occurrence allows you to change the details of one particular meeting without affecting the entire series. Similarly, editing the series allows you to make sweeping changes, like deleting the whole series, or changing all the meetings en masse. Deleting will delete past and future recurrences. Special Note: It is highly recommended to set an end date for recurring appointments; for example, the end of the fiscal year. When it is time to renew, copy the Appointment to the next occurrence and reset a new end date. Responding to Meeting Requests Meeting Requests will be delivered into your Inbox: you can Accept, Tentatively Accept, Reject, or Propose New Time. Accepting Meeting Requests: When you click accept, it offers you the opportunity to send a response or not. The request is then transferred from your Inbox to your calendar as an appointment organized by the sender. The original mail request is transferred to your deleted items folder. If you double-click the appointment, you can review who else was invited and their attendance status. Tentatively accept puts the meeting tentatively into your calendar, while rejecting an invitation lets the person know that you aren't available at that time. Always make sure that Outlook sends a response; if you select "Don't send a response" or otherwise opt-out of sending a response, the meeting organizer will have no way of knowing if you've accepted or not. Rescheduling Meetings and Proposing New Times The Meeting Organizer can reschedule a meeting by opening the calendar item and changing the time of the meeting. Outlook also has an option for non-organizers to propose a new time for meetings they have been invited to. Upon clicking the "Propose New Time" button, a form opens where you can select the new time. You select the time and click Propose Time and send. This sends the request to the organizer, who will decide on the proposal. 9 P age

10 Reminders and Private Activities UCLA ENTERPRISE MESSAGING By default, Outlook has a 15 minute reminder on all appointments in the calendar. This default is configurable by clicking Tools Options. In addition to a global default setting, each appointment has its own setting option for the reminder that will override the default. Note that on the Meeting tab, in the Options Group of the appointment screen there is a Lock icon to mark the appointment as Private. Turning on this option makes it so that only the organizer can see the details of the appointment: Granting Others Permissions to your Calendar (Calendar Sharing) In general, users can see whether you are free or busy when they try to create a meeting with you. If you want them to see what you are doing (usually your team should know this) you would grant them Reviewer permission to your calendar. You use the Delegates functions when you have people do things on your behalf (for most people, this is not applicable). To share your default Calendar: 1. Click the Share My Calendar... link in the Calendar Navigation Pane. 2. Fill out the form: enter the name of the person you want to grant access to view your calendar; click the check box to grant the recipient permission to view your calendar; and request permission to view their calendar (optional). 10 P age

11 To view someone's calendar who has granted you permission (first time only): Click File Open Other User's Folder, click to and browse for their user account. Be sure to select their Calendar folder. After you've opened someone else's calendar for the first time, you should see it under "People's Calendars" in the Calendar Navigation pane: To ask someone else to share their Calendar with you: 1. In the Calendar pane, click Open a Shared Calendar. 2. Click Name, and select that person from the GAL whose Calendar you d like to share. 3. Click OK twice. 4. Click Yes and Send. 5. Check your messages to see if the person allowed you to share the Calendar by: a. Opening the message b. Clicking <Person s Name> - Calendar in the manage Message Group After you access a shared Calendar for the first time, the Calendar is added to the Navigation pane. The next time you want to view the shared Calendar, you can click it in the Navigation pane. Changing or Removing Sharing Permissions To change or remove sharing permissions from your Calendar: 1. On the Navigation pane, right-click your Calendar folder: 11 P age

12 2. Choose Change Sharing Permissions to open the Calendar Properties dialog box. Changing Default Calendar Options From Calendar, click the Tools menu Options to change or customize Outlook's basic settings. Some of these options may be different than what you desire. The first option is the default Reminder and the second option is how much Free/Busy time you publish. (As a default setting, Outlook publishes two months of Free/Busy time to the Exchange server). To shut off or customize the default reminder, click Tools Options and either clear the default reminder checkbox, or click the drop down list box and change the reminder interval. To change how much Free/Busy information is published in advance, click Tools Options; click Calendar Options; then click Free/Busy Options, and type in the number of months (for instance, six) you would like to publish your Calendar information on the Exchange server. 12 P age

13 Outlook The first time you start Outlook, the Inbox will display. It includes the: Navigation Pane Mail List Reading Pane To-Do Bar Customizing the To-Do Bar You can customize your To-Do bar to show or hide the Date Navigator, Appointments section, or the task list. You can also specify how many months or appointments to display. 13 P age

14 The To-Do Bar Options dialog box To change To-Do bar options: 1. Choose View > To-Do Bar > Options 2. Change the options to your preferences. 3. Click OK. Using Folders You can use folders to organize your messages. To create a new folder: 1. In the Mail Navigation Pane, right-click the folder where you want to create a new folder. 2. Select New Folder 3. In the New Folder dialog window, type the name of the new folder and navigate to the desired location in the folder hierarchy. To move mail into a folder: 1. Select the mail message and drag it to the desired folder, or 2. Right-click and drag the message for Move and Copy options. 3. Right-click the message and select Move to Folder. Create and Send a New Message There are several ways to create new messages. From the Mail window, select one of the following methods to create a new message. 1. Click the New button on the toolbar, or 2. Select File > New > Mail Message from the Menu Bar. In the New Message window: 3. Enter the recipient s address in the To: field (required), the Cc: field (optional), or the Bcc: field using any of the following methods: a. Check Mail button b. Click the To: button c. Or, click the Address Book button to select the name from the Global Address list. 14 P age

15 To use the Check Names button: Type the First and Last Name of the recipient in the To field and click the Check Names button. Outlook automatically looks up and resolves the name from the Global Address Book or Contacts list and addresses the . To use the To: or Cc: button: From the new blank message window, click the To button to open the Global Address List. Search for the recipient s name, select it from the resulting list and click the To-> button to enter it in the recipient field. Click OK. Click the Address Book: From the new blank message window, click the Address Book button and follow the method above using the Global Address List. Display the Bcc Field In the Mail folder on the Navigation Pane: 1. Click New to open a new message > 2. Click the Options tab >Show Bcc. The Global Address List The Global Address List contains the names and addresses of the UCLA Campus Faculty and Staff. It can also contain EM Departmental Listings, Resources and distribution lists of those departments. 1. Right-click any name in the Address Book 2. Select Properties to display more information such as phone number or office address. 15 P age

16 Add an Attachment to a Message UCLA ENTERPRISE MESSAGING To add an attachment to a message: 1. Open a New message. In the Message tab, in the Include group, click the Attach File button. 2. In the Insert File dialog box, navigate to and select the file you wish to attach. 3. Click the Insert button. Attachments can also be inserted from the Insert tab. Printing a Message To print a message: 1. Click the Office Button > Print, or 2. Right-click the message and select Print, or 3. Click File > Print from the Menu Bar. 4. To print directly to the default printer with no changes, click the Print button on the Standard Toolbar. Sort Messages You can sort your messages in the Inbox by clicking on a Column Heading. To sort your messages by a single field: 1. Click once on the column heading to sort in ascending order. 2. Click the column heading again to reverse the sort order (descending) Other sorting options available: 1. On the Menu Bar select View > Arrange By. 2. Selecting both Date and Show in Groups will sort the messages by date and group them under Today, Yesterday, Last Week, etc. Instant Search You can rapidly search for keywords or other criteria to locate items in your , calendar, contacts, or tasks, saving you valuable time. 1. Type a keyword in the Instant Search box above your list, then click the magnifying glass. 2. Expand the Search box by using the chevrons on the right to add more search criteria. 3. Expand your Search results to your desktop or all mail items by using the arrow to the right of the magnifying glass. 4. Clear the Search by clicking the X that replaced the magnifying glass. 16 Page

17 Flag a Message for Follow Up Use flags as reminders to follow up on an issue or as reminders. You can set flags based on Today, Tomorrow, This Week, Next Week, No Date or Custom. Some of the ways to set a Follow Up Flag are: 1. While in the Inbox, right-click on the message, select Follow Up, and select a flag color, or 2. While in the Inbox, right-click on the ghosted flag icon to the right of the message, or 3. While in the Inbox, click the Follow Up button in the Standard Toolbar, or 4. With the message open, in the Options group, click the Follow Up button. Create a Signature To create a signature: 1. In a new, blank message, under the Insert tab, in the Include group, click the Signature button. 2. On the resulting down menu click Signatures 3. On the Signatures tab, click New. 4. Type a name for your signature and click OK. 5. In the Edit Signature box, type the text you wish to include in your signature. 6. Under the Choose default signature section, do the following: a. Based on your preferences, select the signature to apply to the New messages and/or the Replies/forwards lists. Delete a Message To delete a message you have received: 1. Select the message(s) you wish to delete and 2. Click the Delete button, or 17 P age

18 3. Select Edit > Delete from the Menu Bar, or 4. Press the Delete Key on the keyboard, or 5. Right-click the message you wish to delete and select Delete, or 6. While viewing the message, in the Actions group, click the Delete button. UCLA ENTERPRISE MESSAGING Empty the Deleted Items Folder Items deleted from your inbox and other folders are moved to the Deleted Items folder. To remove items from the Deleted Items folder: 1. In the Navigation Pane, right click the Delete Items folder and select Empty Deleted Items Folder, or 2. Select Tools > Empty Deleted Items Folder from the Tool Bar. Empty the Deleted Items Folder on Exit To have your Deleted Items folder emptied each time you exit or close Outlook: 1. On the Menu Bar Select Tools > Options > Other tab 3. Place a check in the Empty the Deleted Items Folder upon exiting check box. 18 P age

19 Outlook 2007 Contacts Your personal addresses are saved as Contacts. To access your Contacts folder: 1. Click the Contacts button in the Navigation bar, or 2. Right-click the Contacts button and select Open in New Window. 3. Under Current View on the Advanced Toolbar, select your desired view: Create a New Contact: 1. From the Contacts folder, click the New button on the Standard Toolbar. 2. Enter any information you wish to retain. 3. Click the Save & Close button. Create a New Distribution List: 1. From the Contacts folder, click the New button down arrow on the Standard Toolbar. 2. Select Distribution List. 3. Type a name for the new list in the Name: field. 4. On the Distribution tab, in the Members group, click the Select Members button. 5. From the GAL or your personal Contacts folder, select the names of the individual or group you wish to add to the Distribution List. 6. Click the Members button to add them to the list. Add the Current Sender s Address to your Contacts: 1. While viewing the message 2. Right-click the sender name on the From Line. 3. Select Add to Outlook Contacts from the resulting shortcut menu. 4. Click Save & Close. Create a New Distribution List from an 1. While viewing the message 2. On the To: or Cc: fields select the addresses to add. (Use your SHIFT key). 3. Right-click those selected addresses and select Copy, or 19 P age

20 4. Press Ctrl-c to copy them to the clipboard. 5. Click the Office button. 6. Under Create New Outlook Item select Distribution List UCLA ENTERPRISE MESSAGING 7. Type a name for the new list in the Name: field. 8. On the Distribution List tab, in the Members group, click the Select Members button. 9. Click in the field to the right of the Members -> button. 10. Press Ctrl-v to paste the names you copied. To Change Address Book Preferences: The Outlook Address Book includes both the GAL (Global Address List) and your personal Contacts folders. When you first open the Address Book the GAL is displayed. You can change the default Address Book and set other preferences, such as which address book to search first when addressing a message. 1. From the Standard Toolbar menu, click the Address Book button. 2. Select Tools > Options. 3. Use the drop-down menu button to change the value for Show this address list first: 4. Use the up or down arrows to change the search order. 20 P age

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