Working with Calendars

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1 Working with Calendars Add an Appointment or Meeting to a Calendar You can add appointments and meetings to your calendar. Appointments are those items that you schedule only for yourself. For example, you may want to add a doctor appointment to the calendar (and you would probably set this to private so others can t see your personal calendar items). A meeting, on the other hand, is an event that involves additional people, such as a staff meeting. Outlook Instructions 1. Open Outlook. 2. In the Navigation pane, click the Calendar icon. 3. On the ribbon, click the Home tab. 4. On the Home tab, click the New Appointment button. 5. For the Subject field, type a description to identify the appointment or meeting. Example of an appointment: Family Doctor Example of a meeting: Staff Meeting 6. For the Location field, you can leave this blank or type the location of the appointment/meeting. 7. For the Start Time fields, select the desired start date and start time for the appointment/meeting. 8. For the End Time fields, select the desired end date and end time for the appointment/meeting. 9. If desired, click the Private button (on the ribbon) so that identifying information will not be displayed about the appointment/meeting if someone views your calendar. 10. If this is a reoccurring appointment or meeting, click the Recurrence button on the ribbon. a. At the Appointment Recurrence dialog box, make the appropriate choices regarding the repeating appointment/meeting. Then click OK. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 1

2 11. Do one of the following: If this is an appointment a. Click the Save & Close button. The appointment will now appear on your calendar. b. You have completed the process for creating an appointment. Do not follow the remaining steps. If this is a meeting a. Click the Invite Attendees button on the ribbon. b. Click in the To field and type the address(es) of the people you wish to invite. c. Click the Scheduling button in the ribbon. This view allows you to see when attendees are free or busy. You can use this information to help determine the best meeting date and time. d. Click the Send button to send the meeting invitation. You have completed the process for creating a meeting and sending an invitation to meeting participants. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 2

3 UCS Instructions 1. Open a web browser and navigate to 2. Login with your user ID and password. 3. Click on the Calendar tab. 4. On the Calendar toolbar, click the New button. 5. From the menu, select: Appointment. 6. For the Subject field, type a description to identify the appointment or meeting. Example of an appointment: Family Doctor Example of a meeting: Staff Meeting 7. For the Location field, you can leave this blank or type the location of the appointment/meeting. 8. For the Start Time fields, select the desired start date and start time for the appointment/meeting. 9. For the End Time fields, select the desired end date and end time for the appointment/meeting. 10. If desired, click the box next to Private so that identifying information will not be displayed about the appointment/meeting if someone views your calendar. 11. If this is a reoccurring appointment or meeting, click the drop-down arrow for Repeat and select the appropriate choice. 12. Do one of the following: If this is an appointment a. Click the Save & Close button. The appointment will now appear on your calendar. b. You have completed the process for creating an appointment. Do not follow the remaining steps. If this is a meeting a. Click the Scheduler Show button. It looks like this:. This view displays a time line for the selected date along with vertical markers to indicate the start and end times of the meeting. When you add an attendee, it shows the free and busy times for that person. You can use this information to help determine the best meeting date and time. You can toggle this view off by clicking the Scheduler Hide button. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 3

4 b. In a blank field under the column, All Attendees, type either the address or the name of the person you wish to invite. From the pop-up list, select the desired person. c. Repeat the above step as many times as needed to add other attendees. d. If there are scheduling conflicts, adjust the date and/or the start and end times as appropriate. e. Click the Send button on the Calendar toolbar to send the meeting invitation. You have completed the process for creating a meeting and sending an invitation to meeting participants. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 4

5 Overview of Sharing Calendars You may choose to allow other people to view and/or to edit your calendar. For example, you may want to share your calendar with a staff assistant. When sharing your calendar, you specify what type of role (i.e. access) to grant to that individual. The available roles include: Reviewer Can only view your calendar. Delegate Can view, edit, add, and delete items from your calendar. Administrator Can view, edit, add, delete, accept, decline, and administer calendar items. Obviously, you need to be cautious about granting this type of access. Share Your Calendar You can share your calendar with internal users, i.e. Penn State employees who have accounts on the UCS server. Outlook Instructions 1. Open Outlook. 2. In the Navigation pane, click the Calendar icon. After you click on Calendar, a new pane opens which is called My Calendars. This pane lists your calendars and any other calendars that are shared with you. 3. In the My Calendars pane, right-click on the calendar you wish to share with someone else. 4. From the shortcut menu, select: Properties. 5. Click on the Sharing tab. 6. Click the Add button. 7. For the Share With option, select: Internal. Internal refers to Penn State employees who have accounts on the UCS server. 8. Click OK. 9. In the Search User window, select: More Columns. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 5

6 10. Click the Address Book drop-down menu and select: Global Address List. 11. In the Search box, type the address of the person you wish to share your calendar with. 12. Click the Go button. The name of that person is now displayed. 13. Click OK or double-click on the person s name. 14. Click the drop-down arrow for Permission Level and select the appropriate option. Options include: Reviewer Can only view your calendar. Delegate Can view, edit, and delete items from your calendar. Administrator Can view, edit, add, delete, accept, decline, and administer calendar items. Use this option with caution. 15. If you do not want the person to see your private appointments, do not put a checkmark in the box for: Allow users to see private appointments. 16. Click OK. An message is sent to the person to let them know that you are sharing a calendar with them. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 6

7 UCS Instructions 1. Open a web browser and navigate to 2. Login with your user ID and password. 3. Click on the Calendar tab. 4. In the Calendars pane, right-click on the calendar you wish to share with someone else. 5. From the menu, select: Share Calendar. 6. For the Share With option, select: Internal Users or Groups. Internal refers to Penn State employees who have accounts on the UCS server. 7. In the box, type the address of the person you wish to share your calendar with and press the ENTER key. 8. In the Role section, select the appropriate option. Options include: Viewer Can only view your calendar. Manager Can view, edit, add, and delete items from your calendar. Administrator Can view, edit, add, delete, accept, decline, and administer calendar items. Use this option with caution. 9. If you do not want the person to see your private appointments, do not put a checkmark in the box for: Allow user(s) to see my private appointments. 10. Click OK. An message is sent to the person to let them know that you are sharing a calendar with them. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 7

8 View a Shared Calendar People may wish to share their calendar with other individuals. If someone shares a calendar with you, you will receive an notification. Then you can decide whether to accept or decline that share invitation. Outlook and UCS Instructions: Accept a Shared Calendar 1. Exit from Outlook (if opened). 2. Open a web browser and navigate to 3. Login with your user ID and password. 4. Click on the Calendar tab. 5. In the Calendars pane, click: Find Shares. 6. At the Add Shared Folder dialog box Click the drop-down arrow for the Include option and select: Calendar Shares Only. 7. In the Find Shares box, type the person s address. 8. Click the Search button. 9. Click the box next to the calendar that you want to view as a shared calendar. 10. Click the Add button. 11. If you are using the UCS mail client: You are now finished setting up a shared calendar. You do not need to continue with the remaining steps in this section. OR If are using Outlook: Continue following the steps in this section. 12. Logoff from the UCS web client. 13. Open Outlook. 14. Click the UCS tab. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 8

9 15. Click the Share Status button on the ribbon. 16. Click the box next to the person s address for which you want to view a shared calendar. 17. Click OK. The shared calendar for that person is now listed under the My Calendars pane. To view their calendar, click in the box next to that person s calendar. CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 9

10 Outlook Meeting Requests: Best Practices Has this ever happened to you You ve been invited to a meeting, but you never saw the meeting request? Or, you saw the meeting on your calendar, but then it disappeared? If you found yourself in either of these situations, then check out these tips to help reduce the chances of this happening again. 1. Process meeting requests and updates from your In box. Choose to accept, accept as tentative, or decline a meeting request from your In box. After you do so, the meeting request will be moved to Trash. Although you can perform these same actions from the calendar view, it will leave the meeting request in your In box. (If you have a delegate, this person could be confused as to whether or not you took any action for that meeting since the request is still in the In box.) 2. Make a choice about the meeting. Do not delete a meeting request. Instead choose to accept, accept as tentative, or decline each meeting request that you receive, especially if it s an update to a meeting request that you previously accepted. If you choose to decline a meeting request, the meeting will be deleted from your calendar. 3. Do not move meeting requests. Do not move a meeting request from your In box to a different folder before you accept or decline the request or before the meeting appears in your calendar. Why? Because after a meeting request arrives in your In box, Outlook automatically adds the meeting to your calendar and marks it as tentative. Outlook does this in case you don't see the request in your In box. But you still need to choose to accept, accept as tentative, or decline the request. In addition, if you (or a rule that you create) moves an incoming meeting request from your In box before Outlook can process the request, the meeting never appears on your calendar. The result? A missed meeting. Source: ( HA aspx) CDudas\P:\My Documents\Office Documents\Seminars\How-To-Guides\Outlook\Calendars\Calendars.Docx\ \Revised \Page 10

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