Outlook 2016: Calendar. American University Office of Information Technology Training Unit

Transcription

1 Outlk 2016: Calendar American University Office f Infrmatin Technlgy Training Unit

2 Schedule a Meeting... 3 Schedule a meeting with ther peple... 3 Make it a recurring meeting... 3 Schedule an appintment... 4 Manage Anther Persn's Mail and Calendar items... 5 Set r Remve Reminders... 9 Add Hlidays t Yur Calendar Share an Outlk Calendar with Other Peple Change the Appearance f Yur Calendar... 15

3 SCHEDULE A MEETING Schedule a meeting with ther peple Send a meeting request t set up a time t meet with thers and t track wh accepts the request. 1. In Calendar, click New Meeting. 2. In the Subject bx, tell yur recipients what the meeting is abut. 3. In the Lcatin bx, tell yur recipients where this meeting will be held. 4. In the Start time and End time lists, click the meeting start and end times. If yu check the All day event bx, the event shws as a full 24-hur event, lasting frm midnight t midnight. 5. In the meeting request, type any infrmatin yu want t share with the recipients. Yu can als attach files. 6. Click Scheduling Assistant. The Scheduling Assistant helps yu find the best time fr yur meeting by analyzing when recipients are available. 7. Click Add Attendees, and then type the recipients' names, addresses, r resurce names (separated by semiclns) in the Required, Optinal, r Resurces bxes. Yu can search fr attendees by typing in the Search bx, and then clicking G. Click the name frm the results list, and then click Required, Optinal, r Resurces. Vertical lines represent the start and end times f the meeting. Yu can click and drag the lines t a new start and end time. The free/busy grid shws the availability f attendees. 8. After yur attendees are added, t switch back t the meeting request, n the ribbn, click Appintment. 9. Unless yu want t make this a recurring meeting, click Send. Make it a recurring meeting 1. Click Meeting > Recurrence. 2. Chse the ptins fr the recurrence pattern yu want, and then click OK. When yu add a recurrence pattern t a meeting request, the Meeting tab changes t Meeting Series. 3. T send the meeting request, click Send.

4 SCHEDULE AN APPOINTMENT Appintments are activities that yu schedule in yur calendar that d nt invlve inviting ther peple r reserving resurces. By designating each appintment as busy, free, tentative, r ut f ffice, ther Outlk users knw yur availability. Create an appintment 1. In Calendar, click the Hme tab. 2. In the New grup, click New Appintment. Alternately, yu can right-click a time blck in yur calendar grid and click New Appintment. 3. In the Subject bx, type a descriptin. 4. In the Lcatin bx, type the lcatin. 5. Enter the start and end times. TIP: Yu can type specific wrds and phrases in the Start time and End time bxes instead f dates. Fr example, yu can type Tday, Tmrrw, New Year s Day, Tw Weeks frm Tmrrw, Three days befre New Year's Day, and mst hliday names. 6. T shw thers yur availability during this time, n the Appintment tab, in the Optins grup, click the Shw As bx and then click Free, Wrking Elsewhere, Tentative, Busy r Out f Office. 7. T make the appintment recurring, n the Appintment tab, in the Optins grup, click Recurrence. Click the frequency (Daily, Weekly, Mnthly, Yearly) with which the appintment recurs, and then select ptins fr the frequency. Click OK. NOTE: Adding a recurrence t an appintment changes the Appintment tab t say Appintment Series. 8. By default, a reminder appears 15 minutes befre the appintment start time. T change when the reminder appears, n the Appintment tab, in the Optins grup, click the Reminder bx arrw and then click the new reminder time. T turn the reminder ff, click Nne. 9. On the Appintment tab, in the Actins grup, click Save & Clse. TIP: Duble-click any blank area n the calendar grid t create a new appintment.

5 Change an appintment 1. Open the appintment that yu want t change. 2. D ne f the fllwing: Change ptins fr an appintment that is nt part f a series Change the ptins, such as subject, lcatin, and time, that yu want t change. Change ptins fr all appintments in a series Click The entire series, and then change any ptins that yu want t change. T change recurrence ptins, n the Appintment Series tab, in the Optins grup, click Recurrence, change the ptins and then click OK. Change ptins fr ne appintment that is part f a series Click Just this ne. On the Appintment Series tab, change the ptins that yu want. 3. On the Appintment r Appintment Series tab, in the Actins grup, click Save & Clse. TIP: In Calendar, yu can drag the appintment t a different date. Yu als can edit the subject by clicking the descriptin text, pressing F2, and then typing yur changes. Make an existing appintment recurring 1. Open the appintment that yu want t set t recur. 2. On the Appintment tab, in the Optins grup, click Recurrence. 3. Click the frequency Daily, Weekly, Mnthly, Yearly with which yu want the appintment t recur, and then select the ptins fr the frequency. 4. On the Appintment Series tab, in the Actins grup, click Save & Clse. MANAGE ANOTHER PERSON'S MAIL AND CALENDAR ITEMS There are tw ways t wrk with anther persn's Outlk flders sharing flders and entrusting smene t act n yur behalf. Flder sharing lets ther peple access ne r mre flders. Hwever, it des nt include permissins fr them t act n yur behalf. Fr example, a persn wh can access yur flders can t reply t messages r respnd t meeting requests fr yu. Using Delegate Access, yu can give smene permissin t act n yur behalf. Fr example, yu might have an assistant that yu want t create and respnd t meeting requests fr yu. Sme assistants might als mnitr a manager's Inbx and send n behalf his r her behalf. NOTE: The prcedures in this article assume yu have granted smene Delegate Access permissins. In this article

6 Add anther persn's mailbx t yur prfile If yu frequently wrk with smene else's Exchange flders, yu prbably will want t add the ther persn's Exchange mailbx t yur Outlk prfile. Ding s will autmatically pen the ther persn's mailbx every time yu pen Outlk. The ther mailbx appears in the Flder Pane beneath yur Exchange mailbx flders. NOTE: The persn wh is sharing a mailbx must grant yu Flder visible permissin n the rt flder f the Exchange mailbx. Instructins fr granting Flder visible permissin As the manager, d the fllwing in Outlk: 1. Right-click the rt flder f the mailbx, and click Flder Permissins. 2. Click the name f the delegate. 3. Under Permissins, under Other, select the Flder visible check bx. 4. Click OK. As the delegate, d the fllwing in Outlk: 1. Click File > Accunt Settings > Accunt Settings. 2. On the tab in the list, click the Exchange accunt type, click Change, and then click Mre Settings. 3. On the Advanced tab, under Open these additinal mailbxes, click Add, and then enter the mailbx name f the persn whse mailbx that yu want t add t yur user prfile. If yu d nt knw the mailbx name, ask the persn wh granted yu Delegate Access permissins. Open anther persn's flders 1. Click File > Open & Exprt > Other User's Flder. TIP: T avid this step in the future, see the instructins n hw t add anther persn's mailbx t the Flder Pane in the Add anther persn's mailbx t yur prfile sectin f this article. 2. In the Name bx, enter the name f the persn wh granted yu Sharing r Delegate Access permissins, r click Name t select frm a list. 3. In the Flder type list, click the flder that yu want t pen.

7 Send r respnd t meeting requests n behalf f anther persn T give the delegate sufficient permissins t accept meeting requests fr the manager, the manager must d the fllwing: 1. Click File > Accunt Settings > Delegate Access. 2. Click Add, then type r select, the delegate s name, and then click Add. 3. D ne f the fllwing: In the Delegate Permissins dialg bx, give the delegate Editr (can read, create, and change items) permissins in the manager's Calendar flder. Click OK t clse the Delegate Permissins dialg bx, then select the check bx at either My delegates nly, but send a cpy f meeting requests and respnses t me r My delegates nly. T respnd t meeting requests 1. Open the ther persn's Inbx if his r her meeting requests are nt sent t yu directly. 2. Open the meeting request. 3. Click Accept, Tentative, r Decline. T send a meeting request 1. Open the ther persn's calendar. 2. On the Hme tab, in the New grup, click New Meeting. 3. Enter the attendees, subject, lcatin, and start and end times as yu rdinarily d. Create r reply t an message n behalf f anther persn 1. In Mail, click Hme > New On the Optins tab, in the Shw Fields grup, click Frm. 2. In the Frm bx, type the name f the persn n whse behalf yu are sending the message. 3. Add recipients, a subject, and the cntents f the message as yu typically d. T reply t an message 1. In the ther persn's mailbx, select the message that yu want t reply t n behalf f yur manager. 2. Click Hme (If yu have pened the message, click Message), and then click Reply, Reply All r Frward.

8 1. On the Optins tab, in the Shw Fields grup, click Frm. 2. In the Frm bx, type yur manager's name. T select the name frm a list in the Address Bk, click Frm. If yu dn t see the Frm buttn and bx, click Optins > Frm. 3. Add recipients, a subject, and the cntents f the message as yu typically d. Send an message n behalf f a grup If yu have been assigned Send As permissins fr a grup in yur rganizatin s Address Bk, yu can send and it will appear t be sent frm that grup. 1. In Mail, click Hme > New On the Optins tab, in the Shw Fields grup, click Frm. 2. In the Frm bx, type the name f the grup n whse behalf yu are sending the message. 3. Add recipients, a subject, and the cntents f the message as yu typically d. Save sent items in anther persn's Sent Items flder When messages and meeting requests are sent by a delegate n behalf f a manager, a cpy f each item is saved in the delegate's Sent Items flder. As an alternative, the manager can grant permissins t his r her Sent Items flder t the delegate. The delegate can then mve r cpy the items frm his r her wn Sent Items flder t the manager's Sent Items flder. The manager shuld d the fllwing: 1. In the Flder Pane, right-click the Sent items flder. 2. Click Prperties. 3. On the Permissins tab, click the name f the delegate. 4. Under Permissins, in the Permissin level list, click Editr (can read, create, and change items). 5. Click OK. If yu have added the manager s mailbx t yur prfile, the manager's Sent Items flder appears in the delegate's Flder Pane under Mailbx - manager.

9 SET OR REMOVE REMINDERS In Outlk 2016 fr Windws, yu can set r remve reminders fr different items, such as messages, meetings, and appintments. Fr all new appintments r meetings 1. At the bttm, left crner f the screen, click Calendar. 2. T turn default reminders n r ff fr all new appintments r meetings, under Calendar ptins, select r clear the Default reminders check bx. 3. If yu select the check bx, enter hw lng befre the appintment r meeting when yu want the reminder t appear. Fr existing appintments r meetings 1. Open the appintment r meeting. NOTES: If the Open Recurring Item bx appears, d ne f the fllwing: T set the reminder fr just ne appintment r meeting in a series, select Just this ne, and click OK. T set the reminder fr all the appintments r meetings in a series, select The entire series, and click OK. 2. On the Appintment Occurrence (r Appintment Series) r Meeting Occurrence (r Meeting Series) tab, click the dwn arrw in the Reminder list, and select hw lng befre the appintment r meeting yu want t get a reminder. 3. T turn a reminder ff, select Nne. NOTE: Fr all-day events, the default reminder time is 18 hurs in advance. Althugh yu can't change the default fr all f the all-day events that yu create, yu can change the reminder time n each appintment. messages 1. Open the message. 2. On the Hme tab, click Fllw Up, and then click Add Reminder.

10 TIP: Yu can quickly flag messages as t-d items by using reminders. Right-click the Flag Status clumn in the message list. Or if yu have the message pen, n the Message tab, in the Tags grup, click Fllw Up, and then clickadd Reminder. 3. In the Custm dialg bx, select r clear the Reminder check bx. If yu select the check bx, enter the date and time when yu want the reminder t appear. 4. Click OK. ADD HOLIDAYS TO YOUR CALENDAR When yu first use Outlk 2016 fr Windws, there aren t any hlidays n the Calendar. But yu can add hlidays fr ne r mre cuntries. 1. Click File > Optins > Calendar. 2. Under Calendar ptins, click Add Hlidays. 3. Check the bx fr each cuntry whse hlidays yu want t add t yur calendar, and then click OK. If a cuntry's r regin's hlidays are already added t yur calendar, the bx fr the cuntry is checked in the Add Hlidays t Calendar dialg bx. If yu click OK, the hlidays are added and duplicates are created.

11 Delete r hide all hlidays fr a cuntry Click File > Optins > Calendar. Under Calendar ptins, click Add Hlidays. Uncheck the bx fr the cuntry whse hlidays yu want t delete r hide in yur calendar, and then click OK. Delete certain hlidays 1. In Calendar, click View > Change View > List. 2. Select the hlidays r ther events yu want t delete. T select multiple rws, press the Ctrl key, and then click the Calendar icn t select mre rws. 3. Click Hme > Delete. TIP: T quickly delete all f the hlidays fr a cuntry, click the Lcatin clumn heading t srt the list f events s all f the hlidays fr a cuntry are gruped tgether. SHARE AN OUTLOOK CALENDAR WITH OTHER PEOPLE When a clleague at anther cmpany wants t schedule a meeting with yu and they can t see yur Outlk calendar, yu can send a snapsht f yur calendar r, better yet, an invitatin t subscribe t yur calendar in an message. If yu have an Office 365 r ther Exchange-based accunt, yu can als send a sharing invitatin t ther users s they can view yur calendar in their wn Calendar list. Share yur calendar in an 1. Click Calendar. 2. Click Hme > Calendar. 3. In the Calendar and Date Range bxes, pick the calendar and time perid yu want t share. Fr example, chse Tday nly r fr the Next 7 days.

12 4. Set any ther ptins yu want, and then click OK. 5. In the new that pens, add wh yu want the message t g t in the T field, add a message if yu want, and click Send. The persn yu sent yur calendar t will see a snapsht f yur calendar in the message. The message als includes an attached icalendar (.ics) file that they can pen in Outlk r anther calendar prgram. When the recipient clicks the icalendar file, Outlk displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appintments r meetings between the tw calendars, and find a time that wrks fr bth f yu. Share yur Office 365 calendar with peple inside r utside yur rganizatin If yu have an Office 365 r ther Micrsft Exchange-based accunt, and yu want t share yur calendar with smene wh is inside r utside yur rganizatin, yu can give them permissins t view yur calendar. Share yur calendar with peple inside yur rganizatin 1. Click Calendar. 2. Click Hme > Share Calendar.

13 3. In the that pens, type the name f the persn in yur rganizatin that yu want t share yur calendar with in the T bx. In Details, specify the level f details that yu want t share with the persn in yur rganizatin, and then click Send. 4. The persn in yur rganizatin receives the sharing invitatin in , and then clicks Open this calendar. The shared calendar displays in the persn s Calendar list. Share yur calendar with peple utside yur rganizatin 1. Click Calendar. 2. Click Hme > Share Calendar. 3. In the that pens, type the address fr the persn utside f yur rganizatin that yu want t share yur calendar with in the T bx. In Details, specify the level f details that yu want t share with the persn utside f yur rganizatin, and then click Send.

14 4. The persn in yur rganizatin receives the sharing invitatin in , and then clicks Open this calendar. 5. The shared calendar displays in the persn s Calendar list. If yu receive an errr when yu try t share mre details that are supprted by the sharing plicy settings in yur rganizatin, cntact the persn that manages yur accunt. Change permissins after yu have shared yur calendar with ther peple Yu can change calendar sharing permissins. 1. Click Calendar. 2. Click Hme > Calendar Permissins. 3. On the Permissins tab, make any changes t the calendar sharing permissins. 4. Click OK.

15 CHANGE THE APPEARANCE OF YOUR CALENDAR Outlk lets yu change yur calendar view t suit yur wn situatin and wrking style. Fr example, yu can quickly switch between day, week, r mnth views, r change yur wrk week start day and time. Yu can als change yur Outlk calendar s fnt size and style, r chse a different backgrund clr. Change the calendar time perid T quickly switch between day, week, r mnth views: On the Calendar Hme menu, in the Arrange grup, select the view yu want. TIP: If yu switch t anther flder r clse Outlk, yur current Calendar view is saved autmatically. T change wrk hurs, wrk days, r yur calendar start day: 1. G t File > Optins > Calendar. 2. Under Wrk Time, d any f the fllwing: T set yur wrk days, select the check bxes next t the days f the week that yu want. T set the first day f the week, in the First day f week bx, select the day that yu want. T set the first week f the year, in the First week f year bx, select the ptin that yu want. T set the beginning and end f yur wrk day, enter times in the Start time bx and the End time bx. Change the calendar clr r fnt T change the backgrund clr f the calendar yu re viewing: 1. On the View tab, click Clr. 2. Select the clr that yu want. IMPORTANT: Changing the clr in the Calendar des nt affect hw yur schedule is displayed in the T-D Bar. T change the default backgrund clr fr all calendars: 1. G t File > Optins > Calendar. 2. Under Display Optins, select Default calendar clr, select the clr that yu want, and then select the Use this clr n all calendars check bx. T change the calendar fnt: 1. On the View tab, in the Current View grup, select View Settings, and then select Other Settings. 2. Use the buttns t chse the fnts and sizes that yu want t use. Yu can chse the days f the week that are a part f yur wrk week, the time when yur wrk day starts and ends, and the day f the week that yu want t be the start f yur week. By default, the wrk week is defined as Mnday thrugh Friday with a wrk day f 9 A.M. t 5 P.M. The first day f the week is Sunday.

16 T change yur wrk days and times, d the fllwing: 1. Click the File tab. 2. Click Optins. 3. Click Calendar. 4. Under Wrk time, d ne r mre f the fllwing: T change yur wrk hurs In the Start time and End time lists, click the start time and end time f yur wrk day. This is primarily used fr yur free/busy time availability fr meeting requests frm ther peple. T set yur wrk week Select the check bxes fr the days that are a part f yur wrk week. Clear the check bxes fr the days that are nt a part f the wrk week. T set the first day f the week T set the first week f the year In the First day f week list, click a day. In the First week f year list, click an entry.