Microsoft Outlook 2007 (calendar)-ver1

Microsoft Outlook 2007 Introduction to Calendar

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Microsoft Outlook 2007 Introduction to Calendar Author: Date of Publication: Aim:

Objectives:

KMSB MIS Department August 2009 This course aims to provide staff with a basic understanding of how to use the calendar within Outlook 2007 By the end of his tutorial you will be able to:

Create and edit calendar appointments

Create recurring appointments

Create an event

Print from Calendar Edition: No. of Pages:

1 26

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Contents

THE CALENDAR. Calendar Terminology

• •

Appointments

•

Events

Meetings

• To view the Calendar in Outlook Changing the Calendar view •

Information Viewer Date Navigator

Calendar Navigation •

To select a different day

APPOINTMENTS To create an appointment Reminders Switching off default reminders Marking appointments as Private Recurring Appointments Editing a recurring appointment Stopping a recurring task To invite Attendees Respond to a meeting request or notification.

EVENTS

•

To create an event

•

To delete an event

CALENDAR OPTIONS Setting your working Week Public Holidays

PRINTING YOUR CALENDAR

•

To print your calendar Page 4 of 36

THE CALENDAR

Calendar is the equivalent of a diary and allows you to schedule appointments, holidays, events or meetings. The appointments stored in the calendar can then be moved, deleted or edited. Details held in the calendar can be printed out in a variety of formats.

Calendar Terminology Appointments Page 5 of 36

An allocated period of time on your calendar. Although it may involve other people, you are not accessing or sharing those people’s calendars in Outlook. Your time will be blocked out as busy by default.

Meetings

An allocated period of time in the calendar. The meeting involves other people whose calendars interact with yours. When organising a meeting you use Outlook to ascertain a time when all required attendees and facilities are available. Your time will be blocked out as busy by default

Events

An event is an item that you want to mark on the calendar e.g. a birthday, anniversary or bank holiday. Events do not occupy your time as such, your time will be blocked out as free by default

To view the Calendar in Outlook • Select the Calendar from the Navigation Pane.

Calendar

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There are two sections within the window of the Calendar screen, the Information Viewer, and the Date Navigator.

The two sections of the screen can be adjusted in size by moving the mouse pointer to the edge of the appropriate section when the resizing symbol is displayed click and drag the border.

Changing the Calendar view Just as different people like to use different formats of paper based diaries, within Outlook you can change the way you view your calendar. Use the buttons on the toolbar to display either

• 1 day per page Day View

• 5 days working week

Week View

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5 days

• 7 days a week

Week View

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7 days

• one month view (planner style)

Month View

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APPOINTMENTS To create an appointment • Click the New Appointment button on the toolbar

or

• In Day view, double-click the time slot at which you want the appointment to begin

Time Slot

• In the Subject field type in a description of the appointment

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Subject Field

• Type in the Location or select from the drop-down list of previous entries

Location

• Enter a Start time by typing in or selecting from the drop-down list

Start time

• Type an End time for the appointment or select a time from the drop-down list

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End Time

Reminders • By default the reminder field is automatically checked and will prompt you 15 minutes prior to the start time of the appointment. Uncheck the field if you do not wish a reminder to be set, or choose a different prompt time from the drop down list. Outlook must be open or minimised to receive a reminder message.

Reminder

• Choose an option from the Show As field: This field will colour code appointments dependent upon the option chosen, this is useful when a calendar is viewed by another user to arrange a meeting. Other users will see blocks of colour against time and not the actual appointment details. Time can be displayed as Busy, Out of Office, Tentative or Free.

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Show as

Note: The white area at the bottom of the appointment dialog box can be used to enter any additional information regarding the appointment. This information cannot be seen in the information viewer.

Text area

Switching off default reminders: The reminder feature is switched on by default, to switch this off

• Choose Tools, Options

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Tools

Options

• Click on the Preferences tab

Preferences

• Deselect the Default Reminder check box

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Deselect check box

OK

• Click OK

NOTE: Outlook must be open or minimised to receive a reminder message When a reminder is displayed a dialog box will appear on your screen and an audible sound played. The reminder is shown/heard while you are working, assuming that Outlook is running on the computer. If you have closed Outlook the reminder will be shown/heard when you next log on. Select Dismiss if no further reminder is required or select Postpone to be reminded again.

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Making appointments as Private When you add an appointment or event to your calendar there is a tick box in the bottom right hand corner that you need to select if you want to mark this appointment as Private. This is particularly important if you intend to give other users access to your calendar as when you set permissions up, they will be able to see the subject of appointments in your calendar UNLESS YOU MARK THEM AS PRIVATE. This option allows you to book out time in a diary that is shared with others, without them seeing what you are doing.

Private

When you view your calendar you see a key icon in the appointment indicating it is private.

Private Key

When others view your calendar they just see the time booked out as a private appointment

Recurring Appointments

This can be used for appointments or meetings that are held on a regular basis, for example the first Friday of the month, or Wednesday morning each week.

• Enter the first appointment • Click the Recurrence button on the toolbar

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Recurrence

or

• Select Actions, New Recurring Appointment

New Recurring Appointment

• Select the required options

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The dialog box varies depending on whether the Recurrence pattern is set to Daily, Weekly, Monthly or Yearly

• Select OK

•

Choose Save & Close The Recurrence symbol is shown on the appointment on the calendar. If you edit or delete a recurring appointment Outlook prompts you to choose whether to change an individual occurrence or all occurrences of the appointment.

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Save & Close

Editing a recurring appointment 1. Open the recurring appointment you want to change.

2. You will see the following message. Select to Open this occurrence by choosing OK.

Open this occurrence

Tip If you only want to change one instance of a recurring appointment, open the appointment, click Open this occurrence, and then make your changes on the Appointment tab.

Stopping a recurring task 1. Open the recurring task you want to stop.

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2. Double click the Appointment on the calendar. You will see the following message. Select to OPEN THIS OCCURRENCE by choosing OK.

Open this occurrence

3. Click the Edit Series menu.

Edit Series

4. Click the Recurrence Recurrence

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5. You will see the following message. Click Remove Recurrence.

Remove Recurrence

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To Invite Attendees To invite others to the meeting, select the appointment you just made:

Select the Appointment

The following window will open:

Invite Attendees

Select Invite Attendees and the next window will appear.

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To....

Select the To button and the Address Book will open:

You may select an individual, a small number of invitees, or a group. Drop down the Address book window and select contact. Contact address will appear at Required field, then click the OK button: Page 23 of 36

Required field

OK

The following window will appear:

Send

Select Send to send the Calendar invitation to the contact Calendars. The calendar entry now appears on the recipient’s Calendar.

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Respond to a meeting request or notification. 1. Open the meeting request or notification.

2. Do one of the following: - Accept, tentatively accept, or decline

3. On the Message tab, in the Respond group, click

Accept,

Tentative, or

Decline.

NOTE If you open the meeting from your calendar, on the Appointment tab, in the Respond group, click Accept, Tentative, or Decline. 1. Do one of the following: Page 25 of 36

a. Send your response with no comments - Select Send the response now, and then click OK.

b. Include comments with your response – Select Edit the response before sending. – Type your comments, and then click Send. c. Don't send a response – Select Don't send a response, and then click OK. NOTE The meeting is added to your calendar, but the organizer will not know the choice that you made. If the meeting organizer did not send you the meeting request directly and you received it as a forwarded request from someone else, you will not receive any updates to the meeting unless you respond. This is because the meeting organizer does not know that you have been invited. Also, in the absence of responses, the meeting organizer will not have an accurate count of the number of people attending the meeting.

d. Propose a new time On the Message tab, in the Respond group, click

Propose New Time.

NOTE If you open the meeting from your calendar, on the Appointment tab, in the Respond group, click Propose New Time.

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Click either Tentative and Propose New Time or Decline and Propose New Time.

Propose New Time

Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.

Propose Time

Click Propose Time. Then click Send.

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Send

Whenever you propose a new time, it is sent with a default message that says you want to propose a new time, but that you have tentatively accepted the meeting. You can change this default message to say that you want to propose a new time, and that you are accepting or declining the meeting. Do the following: i.On the Tools menu, click Options, and then click Calendar Options.

ii.In the Use this response when you propose new meeting times list, click the setting that you want.

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NOTE You can also change this setting for individual meetings. In the open meeting request, on the Message tab, in the Respond group, click either Tentative and Propose New Time or Decline and Propose New Time. If you open the meeting from your calendar, on the Appointment tab, under Respond, click either Tentative and Propose New Time or Decline and Propose New Time. NOTE New meeting requests appear as tentatively accepted on your calendar. At any time after you respond to the meeting request, you can change your acceptance status. Open the item in your calendar, and on the Appointment tab, in the Respond group, click Accept, Tentative, Decline, or Propose New Time. To accept a request that you previously declined, check your Deleted Items folder for the meeting request, or ask the organizer to either resend the request or send you a new request.

EVENTS In Outlook, an event is an activity that you mark in your calendar but which does not set your time to busy by default. Examples of an event might include a weekend event, a holiday or a birthday. An annual event, such as a birthday or anniversary, occurs yearly on a specific date. Other events may only occur once and can last for one day or several days. Events and annual events do not occupy blocks of time in your Calendar; instead, they appear as banners.

An all-day appointment would display time as busy when viewed by others, while an event or annual event displays time as free by default. Page 29 of 36

To create an event • Create a new calendar appointment (or choose Actions, New All Day Event)

New All Day Event

•

Make sure the tick box for all day event is selected

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All day event

• •

In the Subject button, type a description

•

Select any required options

•

Click Save & Close

In the Location button, enter the location

To delete an event

• Click on to the event in the Calendar window • Click the Delete button on the toolbar Delete

Note: It is easier to delete Event by using the toolbar button rather than DELETE on the keyboard Tip: Events are defined as lasting from midnight to midnight. In Day/Week/Month view, you can quickly create an event by double-clicking the date heading of the day of the event.

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CALENDAR OPTIONS You can change various options in the Outlook calendar to suit your working patterns and customise the appearance of the calendar.

In calendar choose Tools, Options

Options

On the Preferences tab click the Calendar Options button.

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Calendar Options

The following Calendar Options will appear.

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Setting your working Week You can specify which days you work by ticking the check boxes to the left of each day shown. You can also specify which day you want to have as the first day of your week and specify the start and end time of your working day.

Public Holidays Use the Add Holidays button and Outlook will automatically update your calendar with the public holidays for your specified country.

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Add Holidays

The following message will appear. Tick the location ex:- Malaysia. Then click OK.

Malaysia

OK

PRINTING YOUR CALENDAR You can print individual items from any folder of Outlook. For example, from the Calendar you can print daily, weekly or monthly activity lists.

To print the your calendar

• Ensure calendar is selected in the navigation pane • Select File, Print Page 35 of 36

The Print dialog box is shown

• Under the options in Print Style, choose daily, weekly, monthly or another option depending on what you want to print

• Choose the Date Range you want to print • If you are printing your calendar to give a copy to someone else, you may wish to tick the box Hide Details Of Private Appointments

• Choose OK

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