Microsoft. Outlook 2007 Calendar Management Tools For. Jerry Maletsky Dash Designs Consulting Technology Training And Consulting

Microsoft 1 Outlook 2007 Calendar Management Tools For Jerry Maletsky Dash Designs Consulting Technology Training And Consulting

Microsoft Outlook 2007 Calendar Management Tools For The Haas School of Business, University of California Revised: February 12, 2010 Copyrights and Trademarks 2010, Dash Designs Consulting, Jerry Maletsky San Rafael, CA 94903 email: jerry@dashdesignsconsulting.com web site: www.dashdesignsconsulting.com Dash Designs Consulting gives permission to the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author. Any mention or use of Microsoft, University of California, or any third party products is hereby acknowledged by Dash Designs Consulting to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned parties.

CALENDAR MANAGEMENT TOOLS WITH MICROSOFT OUTLOOK 2007 Table of Contents Chapter 1: Viewing Calendar And Making Appointments... 1 Creating and Editing Appointments... 7 Assigning Categories To Appointments... 13 Making Appointments Private... 17 Creating Recurring Appointments... 19 Chapter 2: Arranging and Managing Meetings Through Calendar... 23 Responding To Meeting Requests... 25 Tracking Meeting Responses... 26 Cancelling A Meeting... 27 Chapter 3: Sharing Your Calendar... 29 Setting Permissions for Sharing Calendars... 31 Viewing Shared Calendars... 35 Using Calendar Overlay Mode... 36 Sending Calendars Via Email... 37 Connecting and Viewing Web Calendars... 39 Chapter 4: Printing Calendar Appointments... 43 Chapter 5: Using Tasks With Calendar... 47 Creating Tasks With Calendar... 47 Organizing Your Tasks In Week View of the Calendar... 49 Adding Tasks In Week View of the Calendar... 50 Displaying The To-Do Bar In Your Calendar... 51 Marking Tasks Completed In Your Calendar... 53 Chapter 6: Optional Calendar Topics... 55 Creating Appointments From Email... 55 Setting Calendar Options... 56 Creating Your Own Custom Calendar... 57 Displaying Additional Time Zones... 59 Locating Similar Calendar Items... 61

1 Viewing Calendar And Making Appointments Outlook To-Do Bar The To-Do Bar provides viewing access to upcoming appointments, meetings, and tasks (to-do lists) as well as a calendar navigation area. Just as with the Navigation Pane, the To-Do Bar can be collapsed or expanded on the screen. In addition, the To-Do Bar can be turned on or off in the View menu. The To-Do Bar is divided into several areas. Calendar Navigator - change the month being viewed Appointments - Task List - upcoming scheduled appointments list of task due by day Expand/Collapse Button Calendar Navigator Upcoming Appointments Upcoming Tasks 1

1 Entering Into Calendar Using the Navigation Pane, you can view your Outlook Calendar as well as other Outlook components. Clicking on the calendar navigation bar below will allow you to access your calendar. In addition, you can use the Go menu, Calendar command. Go menu: Calendar command Reading Pane 2

1 The Calendar Interface The Calendar feature in Outlook 2007 allows users to create and manage appointments and meetings. There are 3 main Calendar Views. They are Day, Week, and Month. Tasks due that day can appear in Daily and Week Views Calendar - Daily View 3

Outlook 2007 Calendar Introduction 1 The Calendar Interface Tasks (To-Do list items) will display for the appropriate days in Week View. Tasks due that day will display at the bottom of each day in Week View. The Tasks window can be minimized to hide these tasks. Calendar - Weekly View Planning Meeting 4

1 The Calendar Interface In the Month View, more or less detail about the appointments can be viewed by selecting Low, Medium, or High in the Details area. Calendar - Month View - High Details 5

1 The Calendar Interface Calendar - Month View - Medium Details 6

1 Creating An Appointment The Calendar Appointment Entry Screen provides an easy interface to create appointments and set options for that appointment. That could include recurring appointments, changing time zones, categorizing, and setting up meetings. Steps: Activate the Calendar area (see page 2) Perform one of the following commands Click File menu: New: Appointment Click the New button on the Toolbar Right-Click (or double-click) a time slot on any preferred day Press <Ctrl+Shift+A> (keyboard shortcut) Enter a Subject and Location (location is optional) Uncheck All Day Event option (if necessary) and set Start Date and Time and End Date and Time Enter any notes (if necessary) in the Text Area Click Save and Close button (Event Tab) to save appointment 7

1 The Calendar Appointment Entry Screen 8

1 Showing Time Allotment and Reminders In the new calendar appointment screen you can set how your time is viewed by others. By using the Show As option list you can set your time to be viewed as Busy, Free, Out of Office, or Tentative. In addition, you can set a reminder for this appointment by setting the Reminder box. 9

1 Setting Reminders For Appointments Just like an alarm clock emits an alert that it s time to get up in the morning, Outlook s Reminder Window can alert you to upcoming appointments. Each time you start Outlook the Reminders window will appear with upcoming or past due appointments. You can open that appointment item, set a snooze interval, or dismiss that appointment from the reminders box. Steps: Setting A Reminder For An Appointment Open the appointment, if necessary Open the Reminder box (see previous page) and select the preferred time frame Click the Save And Close button (Appointment tab) when finished. 10

1 Editing An Appointment Occasionally you may need to change the date and/or time of an appointment. In addition, you can update the location as needed. Steps: To edit an appointment perform one of the following tasks... Double-Click the preferred appointment Right-Click the preferred appointment and select Open Click File menu: Open: Selected Items Select appointment and press <Ctrl+O> Make changes as needed (i.e. dates and times, subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment 11

1 Deleting An Appointment You can delete appointments as necessary. Deleted appointments are removed from your calendar and placed in the Deleted Items folder and may remain there until that folder is emptied. You can also Undo a deleted appointment prior to the next task completed. Steps: To Delete an appointment perform one of the following tasks... Right-Click the preferred appointment and select Delete Select appointment and click Edit menu: Delete Select appointment and press <Del> Deleted Items Folder Note: You can restore that appointment by activating the Deleted Items folder and dragging the item to the Calendar Navigation button. 12

1 Assigning A Category To An Appointment Outlook 2007 allows you to categorize your appointments by color and type. This can help visually identify types of appointments. For example, staff meetings can be assigned a category named Meetings that is blue in color and training dates can be assigned a category named Training in red. Steps: Open the appointment (if necessary) Click the Category command button Select a Category from the list or click All Categories (bottom) Meetings In the All Categories box, you can Select one or more categories (check boxes) Click Rename button to assign a custom name Assign a shortcut key to that category Click New button to create a new category with other colors Click OK button to assign that category Click Save and Close button (Appointment Tab) to save appointment 13

1 Assigning A Category To An Appointment All Categories Dialog Box Meetings New Category Dialog Box Opened Appointment With Category Categorized Appointment In Month View 14

1 Automatically Assigning A Category To Appointment Types Using the Automatic Formatting command, Outlook 2007 allows you to automatically assign a category to a new appointment based on that type of appointment. For example, using keywords that you pre-set (i.e. staff meeting ) in a new appointment Outlook can automatically assigned a chosen category color to that appointment. Steps: Right-click the appointment Click the Automatic Formatting command Click Add button In the Name box, replace Untitled with a name for this category In the Color box, select a color for this category To set when to apply this category, click the Condition... button In the Search for the word(s) box, type a key word or phrase you would use in naming an appointment like this (i.e. staff meeting) Click OK button Click OK button again to set the automatic formatting of this category Automatic Formatting Command 15

1 Automatically Assigning A Category To Appointment Types Automatic Formatting Dialog Box Click Add Button to Add A New Automatic Formatting Category Setting Conditions on the New Category 16

1 Marking An Appointment Private You may be entering personal as well as business appointments in your calendar. In that case, you can mark an appointment private so people designated to see you calendar appointments can t see the specifics of that appointment but can see that you have that time blocked out. A Lock icon displays next to the corresponding private appointment. Steps: To mark an appointment private, perform one of the following tasks... Open the preferred appointment and click the Private command (Appointment Tab) then click Save and Close button (Appointment Tab) to save appointment changes Right-Click the preferred appointment and select Private 17

1 Marking An Appointment Private Private Appointment In Day View Lock Icon 18

1 Creating Recurring Appointments Anytime you have appointments that occur at a regular interval such as a weekly staff meeting, a quarterly review, or someone s yearly birthday or anniversary you can create a recurring appointment. You can set how that time is shown in your calendar (i.e. busy, free) and a reminder can be set to run prior to each recurrence. Steps: Open the preferred appointment (if necessary) or start a new one Click the Recurrence button (Appointment Tab) In the Appointment Recurrence dialog box you can set the following Start Time End Time Recurrence Pattern (i.e. Daily, Weekly, Monthly, Yearly) Set the day of the week the recurring appointment is to happen Range of Recurrence (i.e. Start Date and End Date (if any) Click OK when finished Make additional changes to the appointment as needed (i.e. subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment 19

1 Creating Recurring Appointments Recurrence Command in Appointment Window Appointment Recurrence Dialog Box Recurring Appointment Icon 20

1 Editing Or Deleting Recurring Appointments When you edit or delete an appointment that is part of a recurring series Outlook will ask you if you want to edit or delete the entire recurring series or just that specific date. For example, perhaps a weekly staff meeting was cancelled for that week you would want to delete just that appointment while leaving the remainder of the recurring appointments intact. 21

1 Creating All Day Events When you want to set an appointment to cover a one or more days without setting a time slot you can check the All Day Event option. The appointment will appear at the top area of that Day in the Daily or Weekly View. 22

2 Arranging and Managing Meetings Through Calendar Setting Up A Meeting Meetings can be scheduled with others in the calendar entry screen. The Invite Attendees button or the Scheduling button can be used to set up meetings. The Scheduling button allows you to view the prospective attendees schedule in a timeline format so that you can make certain they are available. Once a meeting has been accepted by the invitees that appointment is automatically placed in their calendars. Steps: To Schedule A Meeting Start a new appointment in Calendar Click the Invite Attendees button and select the prospective attendees or resources (i.e. conference rooms) from the Address book or Contacts list Enter the Subject, Location, and Start and End Dates and Times Type a message and click Send button 23

2 Setting Up A Meeting Steps: To View Prospective Attendees Schedule Timeline Prior To Sending In the appointment window, click the Scheduling button Scroll through to view attendees timeline schedule If there are conflicting times to the proposed appointment, Note: In the bottom section of this window you can add additional invitees, use AutoPick to find a common available time for all participants, and re-set starting and ending times. In addition, there is a legend to describe whether that person is available (i.e. busy, free) 24

2 To Respond To A Meeting Request When you are invited to a meeting you will receive an email message with that information. When you open that message Outlook will display buttons to acknowledge that meeting request. You can Accept, Decline, Tentatively Accept, or even Propose New Time for that meeting. If you accept the meeting request a new appointment will be added for that meeting in your calendar. Steps: Open the message Click the appropriate button to respond Outlook will ask the user if they want to type a reply Click Send when completed 25

2 Tracking Meeting Responses You can track how invitees have responded to your meeting request by using the Tracking button in the original meeting form window. The message window will change to a summary list of all attendees and their response. 26

2 Cancelling A Meeting Request If the meeting you requested needs to be cancelled Outlook will send messages to all attendees as soon as you delete that appointment. That appointment will then be removed from your calendar as well as the attendees when they receive and open the generated message Steps: Delete the message Outlook will open the message Click the Send Cancellation button 27

2 Cancelling A Meeting Request Send Cancellation Message Window Attendee s Remove Cancelled Meeting From Calendar Window 28

3 Sharing Your Calendar Sharing Your Calendar With Others With Outlook 2007 you can share your calendar in several ways. You or your organization can allow others to open your calendar and view your appointment schedule. Whether a person can just view your appointments or make changes and add new appointments to your calendar are set with permissions either granted by you or your organization. You can view multiple calendars at the same time in Outlook 2007. For example you can view your calendar as well as your manager s or your group s calendar. Steps: To Open A Shared Calendar Click the Open A Shared Calendar option in Calendar Navigation Pane Type that person s name or click the Name button to select that person from the Global Address List of your company The shared calendar will appear next to your calendar To Share A Calendar Click Share My Calendar option in the Calendar Navigation Pane Type the person(s) or click the To: button to select those people from the Global Address List of your company Enter a subject for the email Check the Allow recipient to view your Calendar option If preferred, Check the Request permission to view recipient s to Calendar option (this will grant you permission to see their calendar) Add any additional message text Click Send button to send this request 29

3 Sharing Your Calendar With Others Calendar Navigation Panel Bill Smith Mary Jones Sam Williams Marketing Group Note: Source of the above screen shots is Microsoft Help System 30

3 Setting Permissions On How Others Can Use Your Calendar When you share a calendar (as on the previous page) the person who has been given permission has only the ability to view your calendar. However, using the Change Sharing Permissions command, you can customize how someone who has permission to view your calendar can interact with it. For example, you can give permissions to co-workers or subordinates that allow them to add or change appointments in your calendar. Steps: To Set Sharing Permissions To A Calendar Select the Calendar in the Navigation Pane Click File menu, Folder command, Change Sharing Permissions Click the Permissions tab (if necessary) Click the Add button and select the required users or group Back in the Permissions tab, select the user s name In the Permission Level list, set the appropriate level of permission to assign to this user or group (see page for explanation of permissions) After selecting the Permission level, set any further customization in the area below (i.e. Read, Write, Delete Items, Other) Click Apply button to update permissions Repeat for each necessary user or group Click OK button to complete this process 31

3 Setting Permissions On How Others Can Use Your Calendar Change Sharing Permissions Command Add button (for users/groups) Set Permission Level Set Custom Levels of Permissions 32

3 Setting Permissions On How Others Can Use Your Calendar Setting Permission Levels Permission Level Free/Busy Time Owner Publishing Editor Users Can Can view free/busy time settings. Can t add or edit calendar items. Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. Create, read, modify, and delete all items and files, and create subfolders. Editor Publishing Author Author Contributor Reviewer Custom Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files that you create. Create and read items and files, and modify and delete items and files that you create. Create items and files only. The contents of the folder do not appear. Read items and files only. Perform activities defined by the folder owner. None You have no permission. You can t open that person s calendar. 33

3 Setting Permissions On How Others Can Use Your Calendar 34

3 Viewing Shared Calendars Multiple calendars can be viewed side-by-side or in Overlay mode. Overlay mode is a new feature of Outlook 2007 that allows you to view two or more calendars on top of each other to better see if there are overlapping appointments. Steps: To View Or Not View A Shared Calendar Click the that shared calendar checkbox in Calendar Navigation Pane The shared calendar will appear next to your calendar Side by Side Calendars Bill Smith Mary Jones Marketing Group 35

3 Viewing Shared Calendars In Overlay Mode Overlay mode is a new feature of Outlook 2007. It allows you to view multiple calendars on top of each other and see overlapping appointments. Steps: To View Multiple Calendars In Overlay Mode Activate that shared calendar Click the Overlay Arrow on that calendars tab 36

Calendar Snapshot in Recipient s Email C H A P T E R 3 Sending Calendars Via Email A new feature in Outlook 2007 allows you to send snippets of your calendar to others via an email message. Microsoft calls this a calendar snapshot. You can control whether a recipient can view your actual appointments or just see whether Steps: Click Send a Calendar via Email option in Calendar Navigation Pane Enter the name(s) of the people to which to send the calendar Select the calendar (if there is more than one) to send In the Date Range box set the range of dates to send In the Detail list, select the viewing permissions for recipients If necessary, click Show button to add additional options (i.e. Show/Hide Private items) Click OK button when finished Click Send button (in email) to send the calendar snapshot 37

3 Sending Calendars Via Email Send A Calendar Via Email Dialog Box Detail List of Options 38

3 Connecting and Viewing Web Calendars In Outlook 2007 you can connect to and view calendars stored on the web. Then you can view them side by side or in overlay mode. Although the connected calendar will automatically be updated by Outlook, changes to the web calendar will need to be made on-line. Appointments in the web calendar can be dragged (copied) to the Outlook calendar. Steps: Click Tools menu: Account Settings command Click the Internet Calendars tab Click the New button In the New Internet Calendar Subscription box type the address of the web-based calendar (Hint: open the web calendar first and copy, <Ctrl+C>, the web address and then paste it, <Ctrl+V>, in this dialog box) Click the Add button In the Subscriptions Options box, type a custom name for this folder and/or a description (both are optional) Click OK button when finished In the Account Settings dialog box, click Close button The calendar will appear in the Calendar Navigation Pane 39

3 Connecting and Viewing Web Calendars Account Settings Dialog Box New Internet Calendar Subscription Dialog Box 40

3 Connecting and Viewing Web Calendars Subscription Options Dialog Box Optional Optional 41

3 Connecting and Viewing Web Calendars Web Calendar In Calendar Navigation Pane Outlook Calendar and Web Calendar Side-By-Side Overlay Mode Button 42

4 Printing Calendar Appointments Printing the Calendar The Outlook Calendar can be printed in several different views. They include the Daily View, Weekly View, and Monthly View. Steps: Activate the Calendar Click File menu: Print command Select the preferred view to print Daily Style Monthly Style Weekly Style Tri Fold Style Calendar Details Memo Style just print the selected day prints the selected month prints the selected week prints selected day or week in 3 column format prints selected month as it appears in the calendar view prints calendar in memo format with appointments listed separately Define Print Styles allows for customized print styles Set the Date Range To Print Click Print Preview, if preferred, otherwise Click Print to print calendar appointments 43

4 Printing the Calendar File menu: Print Dialog Box 44

4 Printing the Calendar Print the Calendar in Monthly View Print the Calendar in Weekly View 45

4 Printing the Calendar Print the Calendar in Daily View Print the Calendar in Tri Fold View 46

5 Using Tasks With Calendar Creating Tasks With Calendar Everyone s day is filled with things to do. A lot of us make To-Do lists on pads or post-it notes as a way of reminding us of tasks we want or need to take care of that day or week. Outlook allows you to keep those tasks organized electronically through its Tasks area. This method creates a very efficient task-and-timemanagement system. Outlook incorporates these tasks in the Calendar area as well as the To-Do Bar in the Email area. Outlook's approach is to carve out some space at the bottom of your calendar and use that to show you the tasks for that day. These are the exact same tasks (including flagged mails) that you see in the To-Do Bar. Tasks can be created and tracked inside the Calendar or on the To-Do Bar as well as the main Task area. Steps: To Create A Task in the To-Do Bar Click in the Type a new task box Type task To Create A Task in the Day or Week Calendar View Click in the Tasks area of that day in the Calendar Type task - OR - Double-Click in the tasks area for that date Complete the information necessary for the task Click Save and Close button (Task Tab) when finished 47

5 Creating Tasks With Calendar This area is called the Daily Task List. It shows in both the Day and Week views in the calendar. Within the Week view of the Calendar you can view and assess accumulated tasks for the week, typing in new ones, and assign them to days of the week based on when they're due, or when you think you will have time to get to them. Tasks Shown In Day View of the Calendar 48

5 Organizing Your Tasks In Week View of the Calendar Since these are the same tasks you see in the To-Do Bar, when you move them to a different day on your calendar, their dates are updated in the To-Do Bar as well. Note that tasks assigned to "No Date" don't show up in the Daily Task List, since, well, there's no date for them to appear on. This makes "No Date" a good place to stash tasks that you'd like to get to some day, but that really don't have a deadline. (Tip: you can hide them in the To-Do Bar as well by double-clicking on the "No Date" header. Then you can use "Today", "Tomorrow", etc, just for things that really do have deadlines.) Tasks accumulated in first day of upcoming week Tasks after dragging them to due dates of upcoming week 49

5 Adding Tasks In Week View of the Calendar You can add tasks on any day simply by clicking on any blank space in the Daily Task List: 1. Click 2. Type 3. Press Enter 50

5 Displaying The To-Do Bar In Your Calendar The Daily Task List provides an easy and visual way to organize your tasks. A major advantage is that it keeps your tasks visible when you are viewing your calendar. Collectively, the To-Do Bar and the Daily Task List ensure that wherever you go, you're tasks are there, so they never get forgotten. If you use the Daily Task List a lot, another tip is to turn on the To-Do Bar in the Calendar (View > To-Do Bar > Normal). It's off by default in the Calendar because most of the information in it is already visible. But turning it on makes it easier to drag tasks to future weeks just switch to next week in the calendar, and your tasks from today or this week will still be accessible in the To-Do Bar. Steps: To Display The To-Do Bar Click View menu: To-Do Bar,Normal command To Hide The To-Do Bar Click View menu: To-Do Bar,Off command 51

5 Displaying The To-Do Bar In Your Calendar Calendar in Week View With the To-Do Bar Displayed 52

5 Marking Tasks Completed In Your Calendar An advantage to using the Calendar to display your tasks is that when you complete a task from the To-Do Bar it is removed, however, when you complete at task in the calendar area, it does not disappear. Instead, it stays put, with a highly satisfying strikethrough: Furthermore, the completed task then stays put on that day, allowing you to build up even more satisfying records of your accomplishments over the week: Steps: To Mark A Task Complete Right-Click task Click Mark Complete command 53

5 Marking Tasks Completed In Your Calendar If you find your completed tasks to be cluttering your task area, you also have the option of turning them off (View > Daily Task List > Arrange By > Show Completed Tasks.) From the same menu, you can also change the arrangement to Start Date if that is how you prefer to work. Steps: To Turn On/Off Completed Tasks Right-Click in Task area Click Arrange By command Click Show Competed Tasks Completed Tasks in Calendar in Week View 54

6 Optional Calendar Topics Creating An Appointment From An Email Message You might receive an email from which you want to generate a calendar appointment. You can do this simply by right-clicking the email message from the Inbox and selecting the Calendar option. Outlook will open a new appointment window and place the email, as an attachment, in the text area of the appointment. Steps: Right-Click the message in the Inbox window Click Move To Folder command Select Calendar Complete the information necessary for the appointment such as Enter a subject and location Set a Start Date and Time Set an End Date and Time Set the Show (time) As and/or the Reminder box Click Save and Close button (Appointment Tab) when finished 55

6 Setting Calendar Options Outlook allows you to customize the settings for the Calendar. These options include work week timeframe, free/busy settings, and time zones. Steps: Click Tools menu: Options command Click the Calendar Options button Make the preferred setting changes Click OK button when finished 56

6 Creating Your Own Custom Calendar You can create additional calendars in Outlook 2007. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments Steps: Activate the calendar area (if necessary) Click File menu: New, Calendar command Type a name for the new calendar (i.e. New Product Rollout) Verify that the setting for Folder Contains is set for Calendar Items Click OK button to create the new calendar 57

6 Creating Your Own Custom Calendar The newly created calendar will display in the Calendar Navigation Pane. You can click the checkbox next to it to display or hide it. Deleting A Custom Calendar Steps: Activate the calendar area (if necessary) Right-Click the calendar to delete Select Delete the name of your calendar command Click Yes button to confirm deletion (calendar is moved to the Deleted Items folder) 58

6 Displaying An Additional Time Zone Outlook 2007 allows you to display a different time zone in addition to your own. This could help you in creating appointments with others in other parts of the country or the world. Steps: Click Tools menu: Options command Click the Calendar Options button Click the Time Zone button Click Show Additional Time Zone checkbox (bottom half of dialog box) Type a name for that new time zone (i.e. East Coast) Select the new Time Zone area Click OK button when finished until all dialog boxes are closed Note: The top half of this dialog box is for your local time zone. Use the bottom half of this dialog box to turn on an additional time zone. 59

6 Displaying An Additional Time Zone You can see multiple time zones only in Day or Week View. 60

6 Locating Similar Calendar Items Outlook 2007 allows you to search for calendar items using the Instant Search box. You can search for items based on some text in that appointment name. Outlook will search all available calendars for appointments that match that criteria. Steps: Activate the Calendar, if necessary Click in the Instant Search box Type the text you want the search to be based on Press Enter To return to your calendar just click the Close button at the end of the Instant Search box. 61

6 N o t e s 62