Outlook Calendar Microsoft Office 2013

Transcription

1 Outlook Calendar Microsoft Office 2013 Unified Service Desk

2 Table of Contents Signing in to Calendar..3 Calendar Legend..4 Setting Calendar Preferences.5 Viewing Calendar.7 Scheduling a New Meeting 8 Scheduling Assistant.10 Calendar Groups..11 Calendar Permissions 12 2

3 Outlook Calendar will: o Manage your personal schedule o Manage your personal tasks o Schedule meetings o Provide reminders o Coordinate Group schedules o View Group schedules as one calendar o Allow someone else to oversee your calendar & tasks o Allows the scheduling of resources at the same time as people Signing in to Calendar: 1. When the Welcome to Outlook 2013 screen appears, click Next. 2. You will be prompted to add an account. Verify that Yes is selected and click Next. 3. At this point, you will see the Auto Account Setup window. If your name and address are displayed, click Next and skip ahead to Step 4. If the fields are empty, enter your full name and address. Leave the password fields empty. You will be prompted for your username and password in the next step. Click Next. A Windows Security pop-up will appear asking for your password. Click Use another account. Enter "ad\" followed by your username. (EXAMPLE: ad\jdoe27) Enter your password Click OK 4. You will see a pop-up message with a padlock icon. Check the box labeled "Don't ask me about this website again" and click Allow. 5. It may take a few seconds for Outlook to finish setting up your account. When the process completes, click Finish. Outlook will open and your inbox will be displayed. 3

4 Calendar Legend Calendar Day View Calendar Work Week View Calendar Week View Calendar Month View 4

5 Setting Preferences File-Options-Calendar Agenda Preferences o Work Time Set Start & End Times to be displayed Choose Work week to show Choose the First day of week Choose the First week of year o Calendar options Choose Default reminders Choose to allow attendees to propose new times for meetings Choose the response to use when proposing a new meeting time Change the permissions for viewing Free\Busy information Choose when sending meeting requests outside of your organization, use the icalendar format Choose to show bell icon on the calendar for appointments and meetings with reminders 5

6 o Display options Choose Default calendar color Choose to show week numbers in the month view and in the Date Navigator Choose when to Automatically switch from vertical layout to schedule view when displaying a specified number of calendars Choose when to Automatically switch from schedule view to vertical layout when displaying a specified number of calendars o Time Zones Choose Label Choose Time zone Choose to show a second time zone o Scheduling assistant Choose to Show calendar details in Screen Tip Allows short description of item on the calendar when you hover on it Choose to Show calendar details in the scheduling grid Allows the item name to appear on the calendar o Automatic accept or decline Choose how to Automatically accept or decline meeting requests: Automatically accept meeting request and remove canceled meetings Automatically decline meeting requests that conflict with an existing appointment or meeting Automatically decline recurring meeting requests o Weather Choose to Show weather on the calendar Choose to Show temperature in Celsius or Fahrenheit 6

7 Viewing Calendar Calendar-Ribbon Choices o New Create a New Appointment Involves only the user Create a New Meeting Involves reserving time with other people and/or resources Create a New Item such as an message, appointment, meeting, contact, task or all day event o Go To Show Today in the Calendar Show Next 7 Days o Arrange (Note: Outlook displays the users last calendar viewed setting) Show the Daily Show the Work Week Show Week Show Month Show Schedule View (Horizontal layout) o Manage Calendars Open Calendar Add shared calendars from other people, departments and rooms, or create a new calendar Calendar Groups Create a new calendar group, add a department calendar or save the currently selected calendars as a new calendar group o Share Calendar Forward the selected calendar to another person in Share Calendar Choose to share this calendar with other people Publish Online Choose to share this calendar with other people by publishing it online Calendar Permissions View and edit the sharing permissions for this folder o Find Free text Search People or lookup in the Address Book 7

8 Scheduling a New Meeting When scheduling a meeting, an invite will be sent to the involved individuals New Meeting-Ribbon Choices o Actions Choose to Delete a meeting View Your Calendar Forward Calendar o Show Set up details for appointment Scheduling Assistant Search the best time for your meeting by checking other people s calendars o Meeting Notes Meeting Notes Use OneNote to add notes to this meeting or open notes already associated with this meeting o Attendees Cancel Invitation Address Book Open the Address Book to look for names, phone numbers, and addresses. Check Names Check the names and addresses you have typed to make sure that it is possible to send messages to them. Response Options Choose to receive responses from the invited attendees Choose to allow new time proposals from the invited attendees o Options Show As Change how the time for this item is marked on your calendar Reminder Choose when to be reminded of this item Recurrence Schedule this item to repeat regularly Time Zones 8

9 o Tags Choose to show or hide the time zone controls Room Finder Find a meeting room Categorize Categorize this item. Categories applied will be applied to all current and future times in the conversation Mark this item as private so that other people cannot see the details of it Set this item as high priority Set this item as low priority o Zoom Zoom to the level that s right for you o Add-ins Insert an app into your document and use the web to enhance your work New Meeting Body o Select Attendees and Resources from Global Address List (Note: the first time you search for a person, enter their full name or address.) o Enter the Meeting Subject o Optional: Search Rooms to Select (Room Finder will show Suggested times for the chosen room) o Choose meeting Start Day and Time o Choose meeting End Day and Time o Compose a message to the attendees 9

10 Scheduling Assistant Find the best time for your meeting by checking other people s calendars o Add Attendees to check availability o Add Rooms to check availability-room finder gives suggested times o Choose the start time and date for meeting o Choose the end time and date for meeting o Click send to the invitation from Scheduling Assistant 10

11 Calendar Groups Calendar Groups are combined schedules of individuals\resources that a user views frequently. Calendar Groups allow for easy access and scheduling of time for an entire group. Create a new calendar group, add a department calendar or save the currently selected calendars as a new calendar group o Enter the name for the new calendar group o Search and select the names and rooms to be included in this calendar group o New Calendar Group as well as individual members and resource names are now added to the Folder Pane for easy access 11

12 Calendar Permissions View and edit the sharing permissions for this calendar o Add Names or Rooms that should have Permissions to your calendar o Remove Names or Rooms that should not have Permission to your calendar o Change/Set Permission Levels- Full permission means the user can Read, Edit, and Delete appointments\meetings The following three Full permission levels allow the granted person to delete files in the calendar you give them access to: Owner Full permission to the selected calendar Publishing Editor Grants Full permission to the calendar, but it does not change who owns the calendar Editor Grants Full permission The following two Permission levels allow the granted person to edit/delete only the appointment/meetings they have created: 12

13 Publishing Author Similar to Publishing Editor, except the granted user cannot delete appointments or meetings you have created Author Similar to Editor, except the granted user cannot delete appointment or meeting that you have created The following four Permission levels grant minimal access to your calendar: Non-editing Author The user can create appointments/meetings but cannot edit anything Reviewer The user can see the calendar Contributor The user can create appointments/meetings None The user has no permissions o Choose Read permissions None Free/Busy time Free/Busy time, subject, location Full Details o Choose Write permissions Create items Create subfolders Edit own Edit all o Choose if user is able to Delete items None Own All To update any changes or additions to the Calendar Properties, click the Apply button, and then click OK. 13