Task Preview Pane. Navigation Panes. Your Appointments & Meetings. The Calendar Ribbon

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1 Outlook 2010 Calendar The Calendar Ribbon This replaces the dropdown menus in 2003 and older versions of Outlook. Click on various Tabs at top of the screen to access more features and options. Your Appointments & Meetings Double-click on an existing appointment to see details. If you double-click in an empty area of the calendar, you can create a new appointment or meeting. Tabs Sections Top Pane Middle Pane Bottom Pane Navigation Panes A mini calendar is displayed at the top of the pane. The center area displays all calendars to which you have access (including calendars you create. In the bottom area of the pane, click a button to choose what you want to view, such as Mail, Calendar, Contacts, etc. Task Preview Pane A preview pane of any tasks you have created for yourself. Double-click on a Task to see the details. Or, you can click once on the Tasks Button in the Navigation Pane to see, edit or add tasks. PAGE 1

2 Calendar Views Use Outlook s various Views to see your appointments and meeting in carious formats. Daily Schedule: Weekly Schedule: Monthly Schedule: PAGE 2

3 Create a New Calendar Event /Appt. You can create a calendar appointment that is just for you, or for an event/ meeting with others. 1. In Calendar, on the Home Tab, in the New section, click Appointment. You can also Double-click any blank area on the calendar grid to create a new appointment. 2. In Untitled Message box, enter your information, then click Save & Close. 3. On the Appointment Tab, in the Options section, click the Show As box and then click Free, Tentative, Busy or Out of Office. By designating each appointment as busy, free, tentative, or out of office, other Outlook users know your availability. 4. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence, and choose a frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK. Adding a recurrence to an appointment changes the Appointment tab to say Recurring Appointment. To cancel a recurring appointment, open the appointment, click on Recurrence and click Remove Recurrence. PAGE 3

4 Appointment & Meeting Options Reminders By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment Tab, click the Reminder dropdown arrow and then click on the new reminder time. To turn the reminder off, click None. Private Appointment Other CCSF employees may access aspects of your calendar (i.e., if someone needs to find a common time to schedule a meeting). If you would like to hide details about an appointment, you can click the Private icon (the little gold lock in the Tags section on the Appointment Tab. Appointment Priority When scheduling an appointment or a meeting, you have the option to set a higher or lower Priority on the meeting. The option for this is on the Appointment Tab under the Tags Section. Organize by Color Categories You can also organize your calendar by assigning your various events color categories. On the view Tab, click on an existing appointment or meeting, then from the Meeting Tab, click ion the Categorize button and choose a color. PAGE 4 Always click Save & Close whenever you are finished choosing your options.

5 Calendar a Group Meeting In addition o creating a Calendar item just for you, you can also create a meeting 1. Start by clicking the New Meeting button on the Calendar Home Tab. 2. On the New Meeting screen, enter your meeting information. Use the To button to find contacts. 3. To add a document (such as an agenda) to your meeting invitation, click Attach File button. Find your document, click on it, then click Insert. 4. If the meeting is to occur on a regular basis, add a Recurrence from the Meeting Tab (see page 2 for more information on how to make a meeting into a recurrent event). PAGE 5

6 Calendar a Group Meeting con t 5. If you select the recurring option, your meeting appointment will now include information about the recurrence, and Outlook will populate your calendar with all of the future meeting dates. PAGE 6

7 Track Invitee Responses You can use the Scheduling Assistant to help you find a time when all attendees are available. You can also Track invitee responses to see who will attend or not. Finding a Common Free Time: Once you have included all of your invitees name, click on the Meetings Tab, then click Scheduling Assistant and you will see the Free / Busy Scheduling Grid, which shows the availability of attendees: The green vertical line represents the start of the meeting. The red vertical line represents the end of the meeting. Slide/Drag the vertical lines (or the scroll bar at the bottom) to see more times and find free times. Track Invitee Responses to Your Meeting: The Tracking button is only visible if you are the meeting organizer. 1. On the Meeting tab, click the Tracking button to see how your invitees have responded so far to your meeting request. When an attendee receives a meeting invitation, they have three options to respond: Accept Tentatively Accept Decline Accepted Attendees also have the option to: Edit the Response Before Sending Send the Response Now Do Not Send a Response PAGE 7

8 Create a Group Calendar If you meet with the same group regularly, you may want o create a special calendar just for that group of people. Create the Calendar 1. On the Home Tab, in the Manage Calendars section, click the Calendar Groups button, then click Create New Calendar Group. 2. Give the Group Calendar a name, then click OK. 3. On the next screen you can add people to the group by double-clicking their names, then click OK.. 4. On the next screen, you ll see the list of everyone in your group. Click the little Calendar icon next to each person s name to request access to their calendar. PAGE 8

9 Create a Group Calendar, con t Share the Group Calendar the Members of that Group 5. On the Home Tab, in the Share section, click the Share Calendar button. 6. Enter the names of the people you want to share access to this calendar with in the To field. Choose how much detail you want the other members of the group to be able to see. Optional: You can also request to see their calendars from this screen if you didn t do so on step 4. PAGE 9

10 Group Calendars, con t You may want someone to help manager your appointments and meetings, by allowing them to have specifics permissions to read and/or edit Appointments on your calendar. 1. On the Home Tab, in the Share section, click the Calendar Permissions button. 2. In the Calendar Properties window, click Add button to add the people you want to grant permission to access and/or edit your calendar. Double-click on the name of each person to whom you want to grant permission 3. Back on the Calendar Properties window, click the dropdown menu next to Permission Level to choose what sort of permissions you want to allow. Then, choose various specific permissions to grant. 4. First click Apply then click OK. If you want to give different permission to different people, repeat these steps for each person (or group of people) who will varying permissions. PAGE 10

11 Notes PAGE 11

12 Getting Help Introduction to Outlook Workshop: If you have never attended one of ITS Introduction to Outlook workshops, you can sign up for one of the workshops at homepage and clicking CCSF s New System Training page. On the next page, you will see a link to register for one of our many workshops. Workshops are offered both in morning and afternoon on a variety of days and at several CCSF campuses. We are unable to accommodate the many requests for individual tutoring, so if you cannot make it to one of the workshops, check out some of the options below. Outlook Help Drop-in: Visit the website for information about Drop-in Help sessions. We usually schedule drop-in sessions between morning and afternoon structured workshops. Learn at Your Own Pace: On the CCSF s New System Training website ( you will find several documents and short tutorial videos from Microsoft to help you learn how to use the new system. or Call: For technical issues and questions (such as lost passwords, not arriving, etc.), call the CCSF HelpDesk at PAGE 12