Calendar. 3. In the Type name or select from list box, enter the name of a person or resource you want at the

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1 Calendar Schedule an in-person meeting 1. In Calendar, on the Actions menu, click Plan a Meeting. 2. Click Add Others, and then click Add from Address Book. 3. In the Type name or select from list box, enter the name of a person or resource you want at the meeting. 4. For each name entered, click Required Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK. 5. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees. 6. Click Make Meeting. 7. In the Subject box, type a description. 8. If you did not schedule a room, enter the location in the Location box. 9. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern. 10. Select any other options you want. 11. Click Send. Notes To send agendas or meeting minutes, attach a file to your meeting request. If attendees are located in another time zone, their busy times are adjusted to display correctly in your time zone. You can prevent the recipients from sending you responses. In the meeting request, on the Actions menu, click Request Responses to clear the check box next to it.

2 Add vacation time to other people's calendars You can use a meeting request to add your vacation to other people's Outlook Calendars. By setting your time to Free, you won't block out work time in your coworkers' calendars. Create and send your vacation meeting request to other people 1. In Calendar, on the File menu, point to New, and then click Meeting Request. 2. In the To field, choose or type the names of the people you want to be aware of your vacation time. Note If you don't choose the names from the Select Attendees and Resources box, you must type their full address, such as someone@example.com. 3. In the Subject box, type your name and then type vacation. You can also use the Subject box to specify any other type of time off. Tip You can add other text to the Subject box, such as the range of dates when you will be off. This information appears in other people's calendars without requiring them to open the meeting request. 4. In Start time, click the date when your vacation (or other time off) starts. 5. In End time, click the date when your vacation (or other time off) ends. 6. Click All day event. 7. In Show time as, click Free. 8. Click Send.

3 When you send this meeting request with Show time as set to Free, the request appears in your coworkers' Outlook Calendars at the top of each date acting as a visual reminder but not blocking out any work time. The following examples show how the meeting requests might appear in your calendar. You are not quite finished though, because most likely you want this time to show up as Out of Office in your own calendar. Create a vacation appointment for your calendar When people use the Outlook Calendar to schedule meetings and other events, they can see your availability on the Schedule tab (unless your Calendar is set as Private). Because the meeting request you just sent out to everyone indicated the time as Free (so that it wouldn't block out other people's time), you now need to set an appointment for yourself showing that you are not available on those dates and times. 1. In Calendar, on the File menu, point to New, and then click Appointment. 2. In the Subject box, type your name, and then type vacation. You can also use the Subject box to specify any other type of time off. 3. In Start time, click the date when your vacation (or other time off) starts. 4. In End time, click the date when your vacation (or other time off) ends. 5. Click All day event. 6. In Show time as, click Out of Office. 7. Click Save and Close. Note: You might consider deleting the initial meeting request that you sent to other people; however, it can be a good idea to leave it in your calendar. If you keep the request, you can easily send an update or a cancellation if your plans change.

4 Turn a message into a meeting request 1. In the Navigation Pane, drag the message you want to convert to a meeting request to the Calendar button. 2. Click Invite Attendees. 3. Enter a name or names in the To box. 4. Enter the location in the Location box. 5. In the Start time and End time lists, click the date and times. 6. Select any other options that you want. 7. Click Send. Note: You can change any type of item into another type of item by dragging it to the folder button in the Navigation Pane. Schedule an Appointment 1. On the File menu, point to New, and then click Appointment. 2. In the Subject box, type a description. 3. In the Location box, enter the location. 4. Enter start and end times. 5. Select any other options you want. 6. To make the appointment recur, click Recurrence. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. 7. Click OK. 8. Click Save and Close. Tip: In Calendar, you can also create an appointment by selecting a block of time, right-clicking, and then clicking New Appointment or New Recurring Appointment on the shortcut menu.

5 Turn an appointment into a meeting 1. Open the appointment. 2. Click Invite Attendees. 3. Enter a name or names in the To box. 4. If you did not schedule a room, enter the location in the Location box. 5. Select any additional options you want. 6. Click Send. Create an all day event An event is an activity that lasts 24 hours or longer. 1. In Calendar, on the Actions menu, click New All Day Event. 2. In the Subject box, type a description. 3. In the Location box, enter the location. 4. Select any other options you want. To indicate to people viewing your calendar that you are out of office instead of free, in the Show time as list, click Out of Office. If the event lasts longer than one day, change the values in the Start time and End time boxes. 5. To make the event recur, on the Actions menu, click Recurrence, select the options you want, and then click OK. 6. Click Save and Close. Tip: In Day/Week/Month view, you can quickly create an event by double-clicking the date heading of the day of the event.

6 Change an appointment, event or meeting 1. Open the appointment, event, or meeting you want to change. 2. Do one of the following: To change options for an item that is not part of a series 1. On the Appointment tab, change the options, such as subject, location, and time, that you want to change, and then click Save and Close. To change options for all items of a series Click Open the series, and then change any options, such as subject, location, and time, that you want to change on the Appointment tab. To change recurrence options click the Actions menu click Recurrence, change the options (such as time, recurrence pattern, or range of recurrence) that you want to change Click OK. Click Save and Close. To change options for one item that is part of a series Click Open this occurrence. On the Appointment tab, change the options you want to change, such as subject, location, and time, and then click Save and Close. Tips : In Calendar, you can drag the appointment, event, or meeting to a different date. You can also edit the subject by clicking the description text and typing your changes.

7 You can change an event into an appointment, causing the time to be blocked out in your Calendar, by clearing the All day event check box and then entering start and end times. Events are defined as lasting from midnight to midnight; clearing this check box allows you to enter specific times. Cancel a meeting The only person who can cancel a meeting is the meeting organizer. The meeting organizer is the person who sets up the meeting by choosing who to invite and sending the meeting request to those people. As an organizer, you can cancel a one-time meeting, a recurring meeting, or one or more instances of a recurring meeting. 1. Cancel a one-time meeting In Calendar, open the meeting. On the Actions menu, click Cancel Meeting. Important: If Cancel Meeting is not on the Actions menu, you are not the meeting organizer, and you can't cancel the meeting. Click Send cancellation and delete meeting. 2. Cancel a recurring meeting In Calendar, open the meeting. In the Open Recurring Item dialog box, click Open the series, and then click OK. On the Standard toolbar, click Recurrence. Important: If Recurrence is not on the Standard toolbar, you are not the meeting organizer, and you can't cancel the meeting. Under Range of recurrence, click End by, select the date that you want the meeting to end, and then click OK.

8 Note: By changing the end date of the recurring meeting, the instances of the meeting that have already occurred stay on the attendees' calendars. On the Standard toolbar, click Send Update 3. Cancel an instance of a recurring meeting In Calendar, open the instance of the recurring meeting. In the Open Recurring Item dialog box, click Open this occurrence, and then click OK. On the Actions menu, click Cancel Meeting. Important: If Cancel Meeting is not on the Actions menu, you are not the meeting organizer, and you can't cancel the meeting. In the Confirm Delete dialog box, click Delete this occurrence Notes If you are a meeting attendee that is, if the organizer invited you to the meeting you can only decline the meeting or, if allowed by the organizer, propose a different meeting time. Whether you cancel or delete a meeting, make sure that you click Send cancellation and delete meeting, and then send the cancellation to everyone you invited. It is poor meeting etiquette not to mention inconsiderate to cancel a meeting without notifying the people you invited. Make an appointment or meeting private 1. Create or open the appointment or meeting that you want to make private. 2. Select the Private check box in the lower right corner. Make an appointment or meeting recurring 1. Open the appointment or meeting that you want to make recurring. 2. On the Actions menu, click Recurrence.

9 3. Click the frequency (Daily, Weekly, Monthly, Yearly) with which you want the appointment to recur, and then select options for the frequency. 4. Do one of the following: 1. For an appointment 1. Click OK 2. Click Save and Close. 2. For a meeting 1. Click OK 2. Click Send Update. Update a meeting request 1. Change a meeting to a recurring series 1. Open the meeting. 2. On the Actions menu, click Recurrence. 3. Enter start and end times. 4. Click the recurrence pattern (Daily, Weekly, Monthly, Yearly) for which you want the meeting to recur, and then select options for the recurrence pattern. 5. Click OK, and then click Send Update. 2. Change the meeting time When viewing days, click the meeting's left move handle, or when viewing weeks or months, click on the meeting, and then drag it to a new time or to a new day in Date Navigator. 3. Add or remove attendees and resources 1. Open the meeting. 2. On the Actions menu, click Add or Remove Attendees.

10 3. To add an attendee or resource, click Add Others, click Add from Address Book, enter the name you want to add in the Type name or select from list box, and then click Required, Optional, or Resources. 4. To remove an attendee or resource, click the name you want to remove, and then press DELETE on your keyboard. 5. Click OK, and then click Send Update. 4. Change meeting attendee status 1. Open the meeting. 2. Click the Tracking tab. 3. For the attendee whose status you want to change, click the entry under Response, and then click the new status in the list. Note: You can use this procedure to manually change status information for an attendee who has not responded to your meeting request. For example, if an attendee calls you to decline your meeting invitation, you can change the attendee's Response status to Declined. If the person is a Required Attendee, and you decide to hold the meeting anyway, you can change the Attendance status to Optional Attendee. 5. Turn a meeting into an online meeting

11 Respond to a meeting request or notification 1. Open the meeting request or notification. To view your calendar, click Calendar. Note: A new meeting request will appear as a tentative on your calendar. 2. Do one of the following: a. Accept, tentatively accept, or decline 1. Click Accept, Tentative, or Decline. 2. Do one of the following: a. Send your response with no comments 1. Select Send the response now, and then click OK. b. Include comments with your response 1. Select Edit the response before sending. 2. Type your comments, and then click Send. c. Don't send a response 1. Select Don't send a reponse 2. Click OK. Note: The meeting is added to your calendar, but the organizer will not know the choice you made. If the meeting organizer did not send you the meeting request directly and you received it as a forwarded request from someone else, then you will not receive any updates to the meeting unless you respond. This is because the meeting organizer does

12 not know that you have been invited. Also, the meeting organizer will not have an accurate count of the number of people attending the meeting. b. Propose a new time 1. Click Propose New Time. 2. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees. 3. Click Propose Time. 4. Click Send. Whenever you make a counter proposal, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting. You can change this default message to say that you want to propose a new time, and that you are declining the meeting by doing the following: 1. On the Tools menu, click Options, and then click Calendar Options. 2. In the Use this response when you propose new meeting times list, click the setting you want. Note: You can also change this setting for individual meetings. In the open meeting request, on the Action menu, click either Decline and Propose a New Time or Tentative and Propose a New Time. Note: To change your acceptance later, open the item in Calendar, and select Accept, Tentative, Decline, or Propose New Time. For a request that you declined, check your Deleted Items folder, or ask the organizer to send you a new request.

13 Create recurring reminders 1. In Outlook, click Calendar. 2. On the Actions menu, click New Recurring Appointment. 3. In the Appointment Recurrence dialog box, under Appointment time, click a start time in the Start list, and then click the same time in the End list. Make sure that 0 minutes appears in the Duration list. Otherwise, Outlook blocks out time on your calendar. 4. Under Recurrence pattern, click an interval, such as Daily or Weekly, and then select the options that you want. 5. Under Range of recurrence, click a start date in the Start list, and then select a stop option. 6. Click OK. 7. In the Subject box of the Untitled - Appointment window, type a name for the reminder, and then click Save and Close. Set or remove a reminder Do one of the following: For all new appointments or meetings you will create 1. On the Tools menu, click Options. 2. To have a reminder automatically turned on or off for new appointments or meetings, select or clear the Default reminder check box. 3. If you selected the check box, enter the amount of time before the appointment or meeting that you want the reminder to appear. For existing appointments or meetings 1. Open the appointment, meeting, or series if the appointment or meeting is recurring. 2. To have a reminder turned on or off, select or clear the Reminder check box.

14 3. If you selected the check box, enter the amount of time before the appointment or meeting that you want the reminder to appear. 4. To customize the reminder sound for this appointment or meeting only, click, and then select the sound you want played. Create reminder as far in advance as you want In Outlook, you can specify reminders for appointments and meetings. The list of selections includes time intervals up to two weeks. However, sometimes you might want a reminder further in advance of an appointment. You can specify nearly any time in advance that you want. Although the list only shows choices up to two weeks, it is possible to type in a greater interval. You can specify a reminder to alert you of any upcoming item between now and Tuesday, August 31, 4500 that's a maximum advance reminder of more than 150,000 weeks or 1,000,000 days. That should suffice for most people. Open the item, select the Reminder check box, and then, in the Reminder box, type the number of days or weeks that you want followed by the unit of measure days or weeks. For example type, 3 weeks or 30 days. Note: If you do not type a unit of measure, Outlook defaults to days.

15 Add Holidays 1. On the Tools menu, click Options, and then click Calendar Options. 2. Under Calendar options, click Add Holidays. 3. Select the check box next to each country/region whose holidays you want to add to your Calendar, and then click OK. Your own country/region is automatically selected. Remove Holidays 1. In Calendar, on the View menu, point to Arrange By, point to Current View, and then click Events. 2. Select the holidays you want to remove. To select multiple rows, press the CTRL key and click subsequent rows. 3. Click Delete on the Standard toolbar. Tip: To quickly remove all of the holidays for a country/region, click the Location column heading to sort the list of events so that it displays all of the holidays for a country/region together. Opens another person s calendar You can view up to 30 calendars side-by-side in Calendar. 1. In Calendar, click Open a Shared Calendar. 2. To select another person's name from the address book, click Name or type the name in the Name box. 3. The new calendar will appear to the side of any calendar already in the view. Tip: You can quickly schedule a meeting with other people whose calendars you are viewing. On the Actions menu, point to New Meeting Request With, and then click All or any name in the list. NOTE: Custom view settings on your calendar may not display correctly if you use the side-by-side calendars feature. To ensure that your custom view settings are displayed, right-click any calendar in the list, and then click Open on the shortcut menu. The calendar will open and close any other open calendars. The view settings for the selected calendar will be in effect and for any additional calendars subsequently viewed in the side-by-side view.

16 Share my Calendar 1. In Calendar, in the Navigation Pane, click Share My Calendar. 2. Do one of the following: Allow anyone to access your Calendar 1. In the Name box, click Default. 2. Under Permissions, in the Permission Level list, click the permission level that you want. For details about permission levels, see Outlook folder permissions. You can create custom permissions by selecting the check boxes and options under Permissions. Specify the people who can access your Calendar 1. Click Add. 2. In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to. 3. Under Add Users, click Add, and then click OK. 4. In the Name box, click the name of the person you just added. 5. Under Permissions, in the Permission Level list, click the permission level that you want. You can create custom permissions by selecting the check boxes and options under Permissions. Important: If you select the Private check box on a Calendar item in Microsoft Office Outlook 2003, do not grant Read permission to your Calendar folder to anyone whom you do not want to see private items. A person who is granted Read permission to access your folders could use programmatic methods or other e- mail applications to view the details in a private item.

17 Change your Calendar work days and the start of your week By default, in Calendar, when you click Work Week, the calendar displays Monday, Tuesday, Wednesday, Thursday, and Friday. To select which days comprise your work week and to select the first day of each work week, do the following: 1. On the Tools menu, click Options. 2. Click Calendar Options. 3. Select the check boxes next to the days of the week that you want included in your work week. 4. In the First day of week box, click the day that you want. Select the days that you want included in the work week. Select the day to begin each work week.

18 Show Saturday and Sunday the same size as the other days By default, in Calendar, when you click Week or Month, the calendar displays Monday, Tuesday, Wednesday, Thursday, and Friday, and Saturday and Sunday are compressed and shown half the size of the other five days. You can change the display of the Month view so that Saturday and Sunday are shown the same size as other days of the week. You cannot modify the Week view. 1. In Calendar, right-click a blank area of the calendar grid, and then click Other Settings on the shortcut menu. 2. In the Format Day/Week/Month View dialog box, under Month, clear the Compress weekend day s check box. Print a blank calendar 1. On the File menu, point to New, and then click Folder. 2. Type a name for the folder. 3. In the Folder contains list, click Calendar Items. 4. In the Select where to place the folder list, click Calendar, and then click OK. 5. On the Go menu, click Folder List. 6. In the Folder List, click the new folder you just created. 7. On the File menu, point to Page setup, and then click the print style you want. 8. Select the print style options you want, and then click Print. Delete duplicate calendar items If you import calendar items into Outlook that are duplicates of items that already exist in your Calendar folder, and you select the Allow duplicates to be created option in the Import and Export Wizard, you can delete the duplicate calendar items after the import process is completed. Removing the duplicate calendar items is a manual process, but the following is the easiest way to do it: 1. In Calendar, select the calendar folder where there are duplicate calendar items. 2. On the View menu, point to Arrange By, point to Current View, and then click By Category.

19 3. Click the Subject column heading to arrange all calendar items by subject. 4. Hold down CTRL while you click each duplicate calendar item in the list. 5. When you have selected all the duplicate calendar items, press DELETE Note: If you do not want duplicate calendar items when you import calendar items into Outlook, select the Do not import duplicates option or the Replace duplicates with items imported option in the Import and Export Wizard.