microsoft outlook 2010: calendar - constant...

Microsoft Outlook 2010 Calendar (Nov. 2016)

Microsoft Outlook 2010: Calendar

Prepared by Felician Sisters Information Technology

Microsoft Outlook Overview

Microsoft Outlook is a Personal Information Manager. It’s used to send and receive email as well as

manage contact information (like names, addresses, phone numbers, etc.) appointments, events,

meetings, tasks you need to do, and notes. Outlook’s major components are: Mail, Calendar,

Contacts, Tasks, and Notes (see red arrows in the picture below). There are many versions of

Outlook. The version we use and what will be described here is Outlook 2010.

Calendar

You can use Outlook’s calendar to schedule appointments, events, and meetings; set reminders for

yourself; print your calendar; and more. When viewing the calendar it is divided into two parts: the

date navigator (the smaller left pane) and the appointment calendar (the larger right pane). The date

navigator typically shows the current month with the current date in a red box, My Calendar and

Shared Calendars. The appointment calendar shows the calendar in either the day, week or month

view and shows any scheduled appointments, events, and meetings. By default, the very first time

you look at the calendar it should open in the Day view.


Like this:

However, as seen in the toolbar, calendar can be displayed in four different ways:

Day

Work Week – 5 days

Week – 7 days

Month

This is how it looks like in the Month view:


Creating Appointments An appointment is an activity occurring at a specified day and time that does not require inviting

people to attend. If you want to invite people, then you should create a meeting. See page 7 for

more information on meetings. You can have Outlook remind you of your appointments.

You can add a new appointment while in the Calendar module by:

clicking the New Appointment button on the toolbar

pressing Ctrl+N on the keyboard

double-clicking on a time in the calendar

Editing Appointments You can make changes to existing appointments like changing the time or location. You make most

changes in the appointment form, but you can change the description or the time of an appointment

right on the Calendar. Change the time by dragging its move handle, which is on the border of an

appointment.

You can open an appointment in four ways:

double-click the appointment

select the appointment and choose Open from the toolbar

select the appointment and press Ctrl+O on the keyboard

right-click the appointment and choose Open from the shortcut menu


If you edit an appointment (i.e. change something about it) and you haven’t saved it already, it will

prompt you to save it when you close it.

Deleting Appointments There are four ways you can delete an appointment.

double click the appointment to open it then choose Delete from the toolbar

single click the appointment to select it and the press the Delete key on your keyboard

right-click the appointment and choose Delete from the shortcut menu

Recurring Appointments Appointments that occur repeatedly are recurring appointments. For example, a monthly haircut.

When you make an appointment recurring, you must define the recurrence pattern (i.e. monthly,

every Friday, etc.) and the range of recurrence (how long it will last).

In order to make a recurring appointment:

1. create a regular appointment using your favorite method 2. click the Recurrence button on the toolbar 3. choose the appointment time and recurrence pattern 4. click OK

Appointment Reminders By default, appointment reminders occur 15 minutes in advance of the appointment and are

accompanied by a tone. But you can set a reminder to appear at another time in advance of an

appointment from five minutes to two weeks beforehand and you can disable the sound of the

reminder.


Once the reminder dialog box appears, you can use the Snooze button like on an alarm clock to

redisplay the message at intervals you specify from 5 minutes to 1 day.

Other Appointment Options You can make appointments private so that the subject of the appointment is hidden from individuals

who have access to your Calendar. The word “Private” appears to them instead of the subject.

Outlook classifies appointments in four different ways using color. This is indicated in the ‘Show Time

as’ field on the Appointment form. The four choices are:

Busy

Free

Out of office (displays with a purple border)

Tentative


Creating Events An event is an activity that lasts an entire day or longer without any times being specified. Events do

not occupy blocks of time in your Calendar, but instead appear as banners at the top of your

Calendar. The banner can occupy multiple days. Because events do not occupy time on your

Calendar, the time appears free when others view your calendar (unless you specify Busy or Out of

Office). Use events for birthdays, anniversaries, holidays, etc. Like appointments, events can recur;

usually annually.

To add a new event:

click the New Items button on the toolbar and then click All Day Event

press Ctrl+N on the keyboard and then check the check box for “All day event”

double-click on a time in the calendar and then check the check box for “All day event”

Start out like you were creating a new appointment, but then click the “All Day Event” check box on

the appointment form and watch the title bar change to say Event and the Start time and End time

we grayed out.

The default reminder time for all-day events is 18 hours before the event, not 15 minutes before like the reminder for appointments or meetings. If you want a different time, you must select it or type it in when you create the event.


Creating Meetings A meeting is an activity that involves inviting others. Meetings can be one time only or recurring and

Outlook notifies the individual(s) you invite to a meeting via e-mail. What the people invited to the

meeting can see and what they can do depends on if they have a @feliciansisters.org email or they

have another email (i.e. @hotmail.com, @gmail.com, etc.) The information below assumes they

have a @feliciansisters.org email.

There are many ways to create a meeting request including:

click New Meeting on the toolbar

press Ctrl+Shift+Q on the keyboard

open an appointment and choose Invite Attendees (as soon as you invite people to an appointment it goes from an appointment to a meeting because appointment do not involve other people while meetings do!)

To schedule a meeting with others:

1. enter the people you want to invite to the meeting in the ‘To’ field 2. enter the start time and end time of the meeting 3. click Send

Your meeting has been created.


If you want to see if the people you are inviting are available you can click the Scheduling Assistant to

see their available times.


Updating Meetings It is easy to add more attendees to a meeting. You can also remove attendees from a meeting. If

you remove attendees from a meeting, Outlook will send them a notification that the meeting has

been cancelled whether the entire meeting was cancelled or not.

If you update the meeting, you will be prompted to either:

send updates only to added or deleted attendees

send updates to all attendees

don’t send update

Receiving Meeting Requests Meeting invitations appears in the recipients’ Inboxes. You can reply to a meeting request in one of

five ways:

Accept – Outlook creates an item on your Calendar and marks the time as busy

Tentative – Outlook creates an item on your Calendar and marks the time as tentative

Propose New Time – Outlook creates an item on your Calendar for the Original time and sends a proposed new time to the meeting organizer

Decline – Outlook creates an item in your Deleted Items folder

Calendar – opens your calendar so that you can check your schedule If you click Accept, Tentative, or Decline, Outlook immediately sends the appropriate reply. If you

click Propose New Time, Outlook opens a dialog box you use to suggest a new time. When you

accept or tentatively accept a meeting request, Outlook places the meeting on your Calendar and the

meeting invitation is no longer in your Inbox.

Customizing Your Calendar You can customize the calendar to fit the way you work and the way you’d like it to appear.

To change many calendar options:

1. click the File tab near the top left 2. click Options on the left side 3. click Calendar


Here you some things you can change:

Calendar Work Week – you can choose a different first day of the week, the first day of the year, the start time of your work day and the end time of your work day

Allow Attendees to Propose New Times for Meetings Your Organize – determines whether the ability to propose new meeting times is enabled

Use This Response When You Propose New Meeting Times - choose the default setting from Accept, Tentative, or Decline

Add Holidays – import holidays from many countries around the world

and many more things

Printing the Calendar You might find there are times when you want to print your calendar. To print you can:


click the File tab, click Print

press Ctrl+P on the keyboard

Outlook lets you print individual calendar items or a range of hours or an entire week or a whole

month. There are six styles:

Daily Style

Weekly Agenda Style

Weekly Calendar Style

Monthly Style

Tri-fold Style – this also shows your tasks and other things

Calendar Details Style

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