ACADEMIC TECHNOLOGY SUPPORT

Transcription

1 ACADEMIC TECHNOLOGY SUPPORT Microsoft Outlook: Calendar

2 Table of Contents Microsoft Outlook Calendar Overview... 1 Objectives... 1 Scheduling Appointments and Meetings... 2 Keeping Appointments Private... 2 Create an Appointment... 2 Create a Meeting... 3 Appointment Options... 3 Printing the Calendar... 4 Share a Calendar... 4 Color Coding Appointments and Categories... 4

3 Microsoft Outlook Calendar 2010 Overview Microsoft Outlook Calendar can be an organization's best friend. Employees can maintain communication beyond telephone calls and s by sharing daily tasks, involvements, meetings, appointments and availability. MS Calendar 2010 has RSS feed selections and enhanced sharing ability. One of the most important functions of Outlook is the ability to create appointments with individuals and groups at the click of a mouse. Participants can monitor, follow and respond by submitting material for everyone involved in the meeting. A wide range of permission levels can be customized and IF necessary, a delegate can be assigned to answer and plan on your behalf as if it were you. Objectives Create a New Appointment Create a Meeting Share a Calendar Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 1

4 Scheduling Appointments and Meetings On the Home Tab select New Items and in the Drop Down pick New Meeting or Appointment. The difference in New Appointment and New Meeting is the addition of a Room Finder and the TO field. New Appointment displays a Field for the Subject, Location and Start and End Time. If other folks are to be invited to this appointment, go to the Attendees Group under the Appointment Tab. Invite Attendees opens a TO field. The Room Finder appears on the right side and the Scheduling Assistant can be displayed by selecting the Scheduling Assistant. Insert an attendee s username or address and the Scheduling Assistant will display color coded availability blocks. Blue means Busy, Diagonal Stripes means Tentative, Maroon shows Out of Office, White diagonal Stripes indicate no information available and Beige is outside of working hours. To go back to the appointment window select Appointment again. Other options available are settings related to the Responses, Reminders, Recurrence, Times Zones and Status. If the Appointment includes someone in another time zone, add their times zone information using the Time Zones icon. An additional field will appear; helping the author set the appropriate settings. Calendar owners can see two times zones if needed. Go to File Tab > Options > Calendar > Times Zones > Show a second time zone. Now it is easy to see and compare two times zones. Recurrence is full of options. When Recurrence under the Appointment Tab is selected a dialog box appears. First the appoint is shown with its begging and ending time. Next is the Recurrence Pattern. Will the appointment/meetings happen Daily, Weekly, Monthly, or Yearly? Adjust the settings to how often each Day, Week, Month or Year. For example, if a meeting is set to occur Weekly but not each Week instead each 3 weeks on Thursday. If the setting select is Monthly, you have options of the 23rd day of each Month or the 3rd Thursday of each month. Lastly, set the range with no end or to end by. Keeping Appointments Private Appointments and Meetings can be tagged. The Outlook Owner can categorize, mark important or private. A private appointment shows the status, whether busy, tentative or out of office but no details are available. A Delegate may be assigned to manage appointments and tasks. Go to the File Tab Account Settings and in the drop down pick Delegate Access. Delegates can send and receive meeting request and task requests. The Delegate can respond as if he or she was the owner of the Calendar. Select the Delegate and assign Permissions as wanted. As your Delegate, decide how much control may the Delegate have in your Outlook. Also do you want your Delegate to see Private Appointments. If you want to share your calendar with other folks and assign permissions without giving Delegate Control go to the Folder Tab and select Folder Properties. Under the Permission tab add folks and adjust permission as needed. Permission can range from Viewing to Ownership. Create an Appointment Go to the New Group on the Ribbon. Select New Appointment. You can also right click a time block in your calendar. To use the keyboard shortcut you can use CTRL+SHIFT+A. Type in a subject for the meeting. Give the meeting a description. Type in the location. Next you want to give it a time. You can assign dates to the appointment or you can select Today, Tomorrow, a Holiday, Two Weeks from a date, X number of days before a holiday and etc. To show your availability be sure to select the Show As in the Options group. If this appointment needs to recur, use the Recurrence option. The frequency is daily, 2

5 weekly, monthly and yearly. The default reminder is 15 minutes before an appointment is to occur. That can be changed as you wish. Save and Close. Appointments may be categorized as busy, free, tentative, or even out of office. This will help other folks know the status of your busy day and make it easier to schedule meetings. Create a Meeting Open Calendar and go to the Home Tab. Select New group and New Meeting. The keyboard shortcut is CTRL+SHIFT+Q. Type in a subject, location, start and end time, and if needed select the room. If you have selected ALL DAY the event will be a 24 hours event. If you need to base the meeting on some other time zone select Meeting > Options > Times Zones. You can add information about the meeting and attach files if needed. You can also use the Scheduling Assistant to assist in finding a time for the group. Add Attendees and look to see when they are available. MS Outlook tries to help you find a time that everyone is free for the meeting. A Room Finder and Suggested Times Pane appears with time suggestions. Appointment Options In addition to basic steps to creating an appointment, Outlook makes it easier to stay organized. Note the Action group. If you are in a shared calendar you can copy to your own calendar, you can look at your calendar, forward to someone else or add it to OneNote. You can Show appointments or Invite Attendees. You can also categorize, mark as private and include the level of importance. Lastly, using the Home Tab, you will be able to select the view that serves you best. You can quickly go to Today or see the next 7 days. You can view today's calendar or the work week, month, or the Schedule View. You can also share your calendar, even with those who do not have Outlook. Under the Share Group Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 3

6 you will find Calendar and Publish Online so everyone can see your calendar. In this same group you have Calendar Permissions and the Share Calendar, but remember that only works with those who are using the ETSU Exchange Server - here on the ETSU Network. Printing the Calendar The print option is found under the File Tab. Here you will find an option to print a daily style, weekly agenda, weekly calendar, monthly calendar, tri-fold and various calendar styles. If you use a planner, you can also select print options to find the Paper Style needed for your planner. For example, you may need 1/2 sheet or 1/4 sheet booklet styles. You can select Day-Timers, Day Runners, and Franklin styles. Share a Calendar Go to the Calendar Icon. Select Calendar. Select your Calendar and then select Share Calendar under the Folder Tab in the Share Group. When you select it an invitation message will open. Type in the address of the individual(s) you want to share with. At the same time you can check the box to request permission to view recipient's calendar. Also check the 'Allow recipient to view your Calendar'. Assign the Details. Share 'Availability only' or 'Limited Details' or 'Full Details.' What can others do with your Calendar? Go to the Folder Tab and select Calendar Permissions in the Properties Group. In Calendar Properties, select the Permissions Tab. Under Permissions look to see who has permission to your calendar. Select anyone and set permissions as needed, then determine what they can READ, WRITE, DELETE and OTHER or remove them. Both the Calendar Permissions and the Calendar Properties will take you to the Calendar Properties. Color Coding Appointments and Categories The Calendar owner can auto-color all appointments. Open the calendar. Go to the View Tab and View Settings. Select Conditional Formatting. Add a new Condition and assign a color. Now each time the owner adds an appointment on the calendar the default color will be selected. IF the owner would like to have appointments placed on the calendar by others he or she can create another Rule for Conditional Formatting. It matters about the order of the rules. 4

7 Looking at the image above; see that I have moved the Myra Rule above My Appointments. The Rule for my appointments, if place on top completely over powers all other conditions. So my Myra Rule will work I have to put it on top so it takes effect on select filtering criteria. Therefore, all the owners appointments auto format to the default selected color of dark blue. This completes this Guide for more information contact Barbara Chamberlain Support Contact: Barbara Chamberlain (knightb@etsu.edu; ) 5