MICROSOFT OUTLOOK 2010 WORK WITH CALENDARS, APPOINTMENTS, MEETINGS Last Edited: 2012-07-09 1
Introduce Calendar... 4 Change the display of the Calendar... 4 Change the view of the Calendar... 5 Navigate Calendar... 5 Create appointments... 6 Create meetings... 8 Track the response of the invitees... 9 Change/cancel the time of the meeting... 9 Send the respond to the meeting invitation... 10 Create and Work with multiple calendars... 11 Create a Calendar... 11 Create Calendar Group... 12 Customize Calendars... 12 Change the color of each calendar... 12 Rename the calendar... 13 Overlay the calendars... 13 Quick notes... 14 Set events and holidays... 14 Set events an holiday in the existing Outlook Calendar... 14 Create a holidays calendar... 15 Set birthday or other personal events... 16 Last Edited: 2012-07-09 2
Share Calendar... 17 Email a calendar... 17 Share a calendar with another Exchange user... 19 Share a calendar by publishing it online... 20 Share an additional calendar (not the default calendar)... 20 Change access level to shared calendar... 21 Change the default calendar access permission... 21 Change the additional calendar access permission... 21 Open shared calendars... 22 The following training document is using information from Microsoft Office Outlook 2010 Hel Last Edited: 2012-07-09 3
Introduce Calendar The Calendar feature allows you to create appointments and organize meetings Click on Calendar icon on the Navigation Bar Change the display of the Calendar Go to Home tab Arrange group Select one of the following view options: Day View a daily view Work View Monday Friday view Week View a weekly view includes Saturday and Sunday Monthly View a month view Last Edited: 2012-07-09 4
Change the view of the Calendar Go to View tab Current View group click on Change View Select a desired view options from the list, for example List View (recommended) Navigate Calendar Shortcut to go to a specific day on the calendar: CTRL + G Under Home tab, click on Today button in go to group to go back to today date Last Edited: 2012-07-09 5
Create appointments Select the Calendar icon on the Navigation Pane Do one of the following: Go to Home tab New group New Appointment Double click on the time slot on the Calendar for creating appointment Enter the appointment information in the Appointment window To change the date and time, click on the drop down arrow at Start time or End time and select a desired appointment time and date Under Appointment tab, select appropriate settings in Options group for the appointment: Show as Reminder Recurrence to schedule recurring activities Time Zones Under Appointment tab, select appropriate options in Tag group to organize the appointment Categorize Private High Priority Low Important Last Edited: 2012-07-09 6
Click Save and Close to save the appointment on the Calendar and close the Appointment window The appointment is displayed on the Calendar Last Edited: 2012-07-09 7
Create meetings When create a meeting, Outlook sends out an e-mail to the other parties involved so that they will know details in the meeting Click on the Calendar icon on the Navigation Bar Go to Home tab New group New Meeting Enter the meeting information in the Meeting dialog box Click on Send to send the meeting invitation The email response from invitees will be send to the Inbox to notify the result Last Edited: 2012-07-09 8
Track the response of the invitees Double click on the meeting schedule on the Outlook Calendar In the Meeting dialog box, go to Meeting tab Show group click on Tracking Change/cancel the time of the meeting Double click on the meeting schedule on the Outlook Calendar In the Meeting dialog box, do one of the follow Change the time of the meeting in Start time and End time Go to Meeting tab Actions group Cancel Meeting Click Send Update to send the update e-mail regarding to the meeting Last Edited: 2012-07-09 9
Send the respond to the meeting invitation Double click on the meeting invitation e-mail Under Meeting tab, select a desired response options in Response group Last Edited: 2012-07-09 10
Create and Work with multiple calendars Create a Calendar Click on the Calendar icon on the Navigation Bar Under My Calendar, right click on Calendar and choose New Calendar Enter the name of the new calendar in the Name field in the Create New Folder dialog box The additional calendars are displayed under My Calendar on the Navigation Bar Last Edited: 2012-07-09 11
Create Calendar Group Right click on My Calendars Click on New Calendar Group on the shortcut menu Rename the new group calendar in the New Group field Drag calendars under My Calendars and drop to the new calendar group Customize Calendars Change the color of each calendar Right click on the calendar name on the Navigation Bar, Click on Color Select a desired color from the shortcut menu Last Edited: 2012-07-09 12
Rename the calendar Right click on the calendar name on the Navigation Bar Click on Rename Enter the new name for the calendar Overlay the calendars Select the calendar tab to overlay Click on the arrow on the top of the calendar name tab Last Edited: 2012-07-09 13
Quick notes Click on the check boxes next to the calendar name or group to enable or disable calendars displaying at the same time in Outlook Calendar Depend on how many calendars showing at the same time on the Outlook Calendar, the program will change the calendar view in order to make an easy view to navigate the information on those calendars Set events and holidays In Outlook Calendar, an event is a day when something special is happening that doesn t necessary precludes users from creating meetings and appointments. Although Outlook Calendar create automatically major holidays, other personal events such as birthday or the start of the new semester are required to schedule manually Set events an holiday in the existing Outlook Calendar Go to File tab click on Options In the Outlook Options dialog box, do the following: Select Calendar Under Calendar options section, click on Add Holidays Last Edited: 2012-07-09 14
In the Add Holidays to Calendars dialog box, select the calendars of other countries to include their holidays into the Outlook Calendar click OK Create a holidays calendar Create a new calendar and name it as Holidays Manually add calendars of other countries to include their holidays into the current Outlook Calendar Change the view of the Calendar to the List View In the Instant Search Box, enter Holidays Click on the first holiday on the list and press CTRL + A to select all the holidays in the search results Drag and drop them into the Holidays Calendar Last Edited: 2012-07-09 15
Change switch the Holiday Calendar to the monthly display to preview holidays Set birthday or other personal events Manually add them into the Holidays Calendar Go to Event tab Options group click Recurrence In the Appointment Recurrence dialog box, select Yearly in Recurrence pattern section click OK click Save and Close Last Edited: 2012-07-09 16
Share Calendar There are two common ways to share calendar information with other people using Microsoft Outlook 2010: By email With Microsoft Exchange Server accounts By publishing a calendar online Email a calendar Calendars shared by e-mail arrive in the recipient s Inbox as e-mail message attachments, with a Calendar Snapshot in the message body. Users can edit the Calendar Snapshot before sending; for example, users can change fonts or highlight days or appointments. Click on Calendar icon on the Navigation Pane On the Home tab, in the Share group, click E-mail Calendar. Last Edited: 2012-07-09 17
In the Send a Calendar via E-mail dialog box, do the following: In the Calendar box, click the calendar need to send. In the Date Range box, click the time period want to show on the calendar Enter or select any other desired options in Detail box as well as under Advanced section, and then click OK. Enter the recipients contacts in To field Click Send An Outlook 2010 user who receives the Calendar by e-mail can choose to open the Calendar Snapshot in Outlook. Doing so can display the Calendar Snapshot and the recipient s current calendar in side-by-side mode or calendar overlay mode. Last Edited: 2012-07-09 18
Share a calendar with another Exchange user Microsoft Exchange Server enables calendar sharing with others who have Exchange accounts. Shared calendars can be viewed only by others to whom the user given permissions. If the other person whose Calendar the user want to open has not granted the user permission to view it, Outlook prompts the user to ask the person for the permission. After you access a shared Calendar for the first time, the Calendar is added to the Shared Calendars list in the Navigation Pane to easily access it the next time if need to view it. Click on Calendar on the Navigation Pane On the Home tab, in the Share group, click Share Calendar. In the Sharing Invitation window, do the following: Enter the person to share with in the To field. Enter or select any other desired options, just as if sending an e-mail message. Select Request permission to view recipient s Calendar box to request that the recipient share his or her Exchange Calendar Last Edited: 2012-07-09 19
Share a calendar by publishing it online Outlook 2010 provides user a feature publishing the default Outlook 2010 Calendar to the Internet, which can allow more people to view it. Publishing an Internet Calendar requires neither the publisher nor the user to use an Exchange account. If publishing a calendar on Office.com, it is easy to control who can access the shared calendar on Office.com while the owner is the only person who can modify your calendar, Click on Calendar icon on the Navigation Bar Select Calendar under My Calendar Go to Home tab Share group click Publish Online, and then click Publish to Office.com. Share an additional calendar (not the default calendar) In the Navigation Pane, right click the name of the additional calendar, Go to Share and select a desired option to share the calendar Last Edited: 2012-07-09 20
Change access level to shared calendar Change the default calendar access permission Click on Calendar icon on the Navigation Bar Go to Home tab Share group click on Calendar Permission In the Calendar Properties dialog box, do the following: Select Permission tab Click Add to select users to access to the default calendar Click the drop down arrow in Permission Level to grant the permission access to the selected user Select other desired options if necessary Click OK to confirm Change the additional calendar access permission Right click the name of the additional calendar, Go to Share click on Calendar Permission on the shortcut menu Last Edited: 2012-07-09 21
Open shared calendars Click on Calendar icon on the Navigation Pane Go to Home tab Manager Calendars group click on Open Calendar and choose Open Share Calendar In Open a Shared Calendar dialog box, do the following: Enter the name of the shared calendar or click on Name button Click OK Select shared calendar under Shared Calendars group on the Navigation Pane Last Edited: 2012-07-09 22