MICROSOFT OUTLOOK 2011 WORK WITH CALENDAR, APPOINTMENT AND MEETING

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1 MICROSOFT OUTLOOK 2011 WORK WITH CALENDAR, APPOINTMENT AND MEETING Lasted Edited:

2 Introduce Calendar... 3 Change the display of the Calendar... 4 Change the view of the Calendar... 4 Navigate Calendar... 6 Create Appointments... 7 Create a new Appointment... 7 Customize the Appointment Quickly make or change date and time of an appointment Create Meetings Create a New Meeting Edit a Meeting Using Scheduling Assistant Change or cancel the time of the meeting Respond to a meeting Invitation Set Events and Holidays Add major holidays to calendar Hide the Holiday calendar Remove major Holidays from Calendar Set birthday events or other personal events Print Calendar The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com Lasted Edited:

3 Introduce Calendar The Calendar feature allows you to create appointments and organize meetings. Click on Calendar icon on the Navigation Bar On the Navigation Pane you can view a small calendar, drag the bar under the calendar down, to view up to three months. Clicking on any day on this calendar will show that day in the Reading Pane Lasted Edited:

4 Change the display of the Calendar From the Ribbon, go to Home tab Arrange group Select one of the following view options: Day View a daily view Work View Monday Friday view Week View a weekly view includes Saturday and Sunday Monthly View a month view Change the view of the Calendar From the Ribbon, go to Organize tab Select a desired view options for example List view (recommended) Grid view shows your appointments by Day, Work week, Week, and Month Day Lasted Edited:

5 Work Month Lasted Edited:

6 List view shows your calendar events will be put into a list. To organize your list, right click on any heading field, select which fields you wish to show Navigate Calendar From the Ribbon, go to Home tab and do any of the following: To go back to today s date, click on Today button To go to a specific date, click on View Date button click on the date you wish to view Lasted Edited:

7 Create Appointments Create a new Appointment Do one of the following: Click on the Calendar icon on the View Switcher. Do one of the following: From the Ribbon, go to Home tab Appointment Right click on a day you wish to create an appointment choose New Appointment Press COMMAND( )+ N Click on the Mail or Contacts icon on the View Switcher. Do one of the following: From the Ribbon, go to Home tab click New button choose New Appointment Lasted Edited:

8 From the Menu Bar, go to File menu point to New click on Appointment In the Appointment dialog box, do the following: In the Subject box, enter in the name of the appointment Change the date and time by doing any of the following: Manually enter the date next to Starts or Ends Click on the little calendar next to the box to click on the date from a calendar. Type in the time in the next box Lasted Edited:

9 Click on the Duration list down arrow to automatically set the end time of the appointment Check the box next to All Day Event to make the event last all day In the white box under the ribbon you can type in any notes or information you need to know about the appointment Click Save & Close button Lasted Edited:

10 Customize the Appointment Click on the appointment on the Calendar In the appointment window, under the Appointment tab, choose appropriate settings for the appointment: Status allows you to change your status from Free, Tentative, Busy, or Out of Office Reminder- select if, and when, you want a reminder for the event to pop up on your screen Recurrence to schedule recurring activities, such as a weekly meeting Click on the blue arrow to choose from a list of options Click on Custom to create a custom recurrence such as every Wednesday and Thursday Time Zones select what time zone this meeting applies to (Outlook will let you know the local time of the meeting) Lasted Edited:

11 Categorize to put the event into a category By categorizing events you can choose which calendars you wish to see in calendar view For example, you can choose to view only calendar events under the Family category, or you can view Work and Family events but not others Private to block anyone, even delegates allowed to see your calendar, from viewing the details of the appointment Lasted Edited:

12 Quickly make or change date and time of an appointment To quickly make appointments, in Day, Work or Week view, click on the start time and drag your mouse down to the end time To quickly change the time and date of an appointment, In Day, Work or Week view, click on a appointment and drag it to the new time Lasted Edited:

13 Create Meetings When you create a meeting, Outlook sends out an to the other parties involved so that they will know the details about the meeting Create a New Meeting Click on the Calendar icon on the View Switcher From the Ribbon, go to Home tab click on Meeting In the Meeting dialog box, do the following: In the To box, enter invitees address you wish to invite Enter in the Subject, Location, and Start and End dates and times Under Message tab, type the message you wish to send those invited to the meeting in the blank field Lasted Edited:

14 Edit a Meeting Using Scheduling Assistant In the Meeting dialog box, do the following: From the Ribbon, under Meeting tab, click the Scheduling button Click the Scheduling Assistant tab next to the Message tab All of your invitees will be displayed, and if they are a part of your calendar network you will be able to see if they are free during the meeting time Lasted Edited:

15 Click on the round purple button to the left of the person s name to specify their attendance Required Optional Resource (such as a meeting room) Remove The green bar on the calendar represents the start time and the red bar is the end time. If you see that one of the attendees is busy during the time selected, you can grab the grey handle at the top and drag the meeting time to a free slot Click on the Request Responses button on the Meeting tab in the ribbon to request that the invitees respond as to whether or not they will attend Lasted Edited:

16 When you are finished click Send to send the invitation The responses from invitees will be send to the Inbox to notify the result Change or cancel the time of the meeting On the Outlook Calendar, double click on the meeting schedule In the meeting dialog box, do one of the following: Change the time of the meeting in Start time and End time Click Scheduling Assistant tab drag the meeting to a new time From the Ribbon, go to Meeting tab click Cancel Meeting Lasted Edited:

17 Click Send Update to send the update regarding to the meeting Respond to a meeting Invitation Double click on the meeting invitation to open it Click any of the options such as Accept, Tentative or Decline button choose on any of these options Respond With Comments opens an message that allows you to type a response regarding your choice Respond Without Comments responds by simply saying you either Accept or Decline the event Do Not Send a Response ignores the invitation Lasted Edited:

18 Set Events and Holidays In Outlook Calendar, an event is a day when something special is happening that doesn t necessarily preclude users from creating meetings and appointments. Although Outlook Calendar can automatically insert major holidays, other personal events such as birthdays or the start of the new semester are required to be scheduled manually Add major holidays to calendar From the Menu Bar, go to File menu click on Import In the Import dialog box, do the following: Select Holidays option click the right blue arrow on the bottom of the window Lasted Edited:

19 A list of countries and major religions will appear, click on which country and or religion that applies to you Click the next arrow to add the holidays to the calendar Click Finish button A new category will appear in the Navigation Pane called Holidays and the holidays that you have imported will appear in the calendar Lasted Edited:

20 Hide the Holiday calendar Click on the Calendar icon on the View Switcher In the Navigation Pane, deselect the Holiday check box Remove major Holidays from Calendar Click on the Calendar icon on the View Switcher Click in the Search Box in the upper right corner From the Ribbon, under the Search tab, click the Advanced button Click on Item Contains drop down choose Category Click on the category for the specific holiday calendar you imported, such as Holiday United States Select all the events Lasted Edited:

21 From the Ribbon, go to Search tab click Delete Set birthday events or other personal events Manually create an appointment Categorize it into the Holidays Category From the Ribbon, go to Event tab click on Recurrence choose Custom to set it as a recurrent event In the Appointment Recurrence dialog box, do the following: Click Repeats drop down list choose Yearly Click OK Lasted Edited:

22 Print Calendar Click on Calendar icon on the View Switcher From the Menu Bar, go to File menu click Print In the Print dialog box, do the following: Click the blue arrow to expand the dialog box Select options such as selecting which printer to use or how many copies to print Lasted Edited:

23 Under Print options, choose a desired option: Print all events Just the events in the categories - that have been pre-selected in the Navigation Pane Click the Styles click down arrow select the view format that you wish to print: Day Work Week Week Month In Start Date and End Date text box, select the dates you wish to print Under Task options, select Include Tasks and Flagged Items checkbox to include specific flagged items Under Page options, select to print the calendar with Page Numbers or in Black and white Click Print button Lasted Edited:

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