Outlook 2007: Calendaring in Outlook
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1 Outlook 2007: Arizona Board of Regents, 2010 THE UNIVERSITY OF ARIZONA v.1.00 For information and permission to use our PDF manuals, please contact PDFs available at
2 COPYRIGHT & TRADEMARKS Copyright 2010, Arizona Board of Regents
3 Table of Contents About this Brown Bag Demonstration...iv Resources...iv Meeting Maker to Outlook Crosswalk... 1 Glossary... 4 Page iii
4 About this Brown Bag Demonstration This UAConnect brown bag demonstration is designed to help you become familiar with how to use the Outlook Calendar functionality. This demonstration is generic by necessity, and will provide you with the information needed to navigate the Calendar module in Microsoft Outlook. For information on workshops in which you can learn more about Outlook, as well as other brown bag demonstrations, please go to the Workshops and Training Team website at Resources UAConnect Services For information about UAConnect and the services being offered please visit UAConnect Project Site UAConnect is the new faculty/staff and calendaring service, to be implemented across campus To view information pertaining to UAConnect, please visit The 24/7 IT Support Center The 24/7 is the first point of contact for many IT applications and services at the University of Arizona. They use the Remedy Action Request System to track Support Requests and to route issues to the appropriate IT support groups within UITS when necessary. For information refer to the website at Page iv
5 Meeting Maker to Outlook Crosswalk Meeting Maker Functionality I used to: Create Activity/Meeting Create Banner Print Schedule Share Calendar Edit Favorite Proxies Cancel Event Set Work Week Options Outlook Calendar Functionality Now, how do I? File > New Appointment > New Meeting Request Right click on calendar date; choose New All Day Event or New Recurring Event. File > Print Choose Printer and Print range (Date) information. Navigation Pane > Share My Calendar Navigation Pane > People s Calendars Check or uncheck shared calendars. View calendars on top of each other in overlay view: Navigation Pane > People s Calendars Right-click with mouse and choose View in Overlay Mode Undelete a deleted event: Edit > Undelete Select the appointment or meeting, right click and choose Delete. If it is a recurring appointment the dialog box will prompt you to delete the appointment for that date or for all dates. Tools > Options > Calendar > Select checkboxes for Calendar work week Page 1
6 Meeting Maker to Outlook Crosswalk Meeting Maker Functionality I used to: Autopick Meeting Times For Attendees Set Preferences Outlook Calendar Functionality Now, how do I? Actions > Plan a Meeting Choose Add Others button Use the AutoPick Next button to select available time for all attendees. Tools > Options > Preferences tab > Calendar Options button Create To Do Item Export as HTML View User Info Use Labels Change Calendar Views View Group View Proposals Receive Reminders View/Edit Address Book To Do List File > New > Task File > Save as Web Page Tools > Address Book > Global Address List File > New > Appointment Choose Categorize button Menu option: View Or, use button bar at top of the calendar window Actions > View Group Schedules New Proposals will arrive in your Inbox View > Reminders Window Tools > Address Book View > To-Do Bar > Normal Page 2
7 Holidays Tools > Options > Calendar Options Choose Add Holidays button, select United States Export Calendar with Comma Separated Values: File > Import and Export > Export to a File > Choose Next then the Comma Separated Values format you prefer. Create a new calendar: File > New Calendar Add or remove a second time zone: Tools > Options > Calendar Options > Select Time Zone button Check Show an additional time zone, create the time zone Label, i.e. EST, and then select a Time zone, for example, Eastern Time (US & Canada). The two time zones will show side by side In the Day and Week calendar views. Archive Calendar Items: File> Archive Select Calendar then Archive items older than date. Select the Archive File path. Page 3
8 Glossary Location vs. Resource UAConnect Microsoft Outlook Location - the room or meeting space Resources - equipment UAConnect - the new faculty/staff and calendaring service, to be implemented across campus To provide the most integrated, feature-rich service, UITS has contracted with Microsoft for their Business Productivity Online Suite (BPOS), a collection of Exchange 2007 applications hosted by Microsoft, including , calendaring, mobile device synchronization, messaging, and conferencing. For more, see Features & Benefits on the menu at left. Outlook - an application for managing messages, address lists, engagements and appointments. Note: Part of Microsoft Office (Versions 2003, 2007 and 2010); not to be confused with Outlook Express. Outlook Web Access (OWA): Outlook Web Access (OWA) originally called Exchange Web Connect (EWC) is a webmail service of Microsoft Exchange Server 5.0 and later. The web interface of Outlook Web Access resembles the interface in Microsoft Outlook. Outlook Web Access comes as a part of Microsoft Exchange Server. To access OWA please visit Page 4
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