Focus on Outlook Calendar Quick Reference card.pub

More documents

Recommendations

Info

Advanced Features of Outlook CalendarViewing Your CalendarThere are two quick ways to see the calendar. You can click Calendarin the Navigation Pane or you can click a date in the DateNavigator, which you’ll find at the top of the To-Do Bar.Once in the calendar:Click Day, Week, or Month to quickly switch views.Forward & Back buttons allow you to easily move throughyour calendar.More buttons let you show or hide days or detail, dependingon your view.Recurring Appts, Mtgs, & EventsWhen you schedule an appointment, meeting, or event, you can setit up as a recurring item on your calendar. Calendar items can be setup to occur daily, weekly, monthly, or yearly. They can also be scheduledto take place more than once a week, month, or year, or everynth day, week, month, or year.Jumping to a Specific Calendar DateThere are two ways to quickly access a specific date in your calendar:1. Using the Navigation Panea. Navigate to the correct month by clicking on the arrow keyson the monthly calendar that appears in the NavigationPane.Types of Calendar EntriesNow that you see your calendar, you can start scheduling.Understanding the four different types of calendar entry will helpyou do this as effectively as possible.b. Click on the desired date in that month.2. Using the Go to Date option by:a. Clicking on the Go menu, then selecting the Go to Dateoption from the drop-down menu.b. Right-clicking anywhere on your calendar, then clicking onthe Go to Date option from the drop-down menu.In the Go to Date dialog box, select or type in the desired date, thenspecify whether you want to display the date in a Daily, Weekly,Monthly, or Work Week calendar….Appointment. An appointment is an activity that involvesonly you, at a scheduled time. Appointments can be recurring.Meeting. A meeting also occurs at a scheduled time. But youinvite other people by using a meeting request that’s sentvia e-mail. Meetings can be recurring.Event. An event is an activity that lasts all day long. Unlikean appointment or meeting, an event doesn’t block out timein your calendar. So you can still have other entries appear inyour schedule for that day.Task. A task is an activity that involves only you, and thatdoesn’t need a scheduled time.Viewing Non-Adjacent DatesTo view multiple, non-adjacent dates at one time:1. Follow the instructions in Step 1 above to navigate to thecorrect month.2. While holding down the Ctrl key, click on the desireddates.
Advanced Features of Outlook CalendarCreating an EntryTo create a calendar entry:1. Navigate in the calendar to theday and time you would like theentry to occur.2. Highlight the area of timewhich the event will fill3. Right-click.You will then see the options forcreating various types of events.Choose the appropriate entry.Inviting AttendeesTo send an invitation for othersto attend the event, click theInvite Attendees button on theribbon.The dialog box will change to add a TO button. Clickthe button to add the email addresses of those youwould like to invite.Select the first recipient from your contact list and click Required,Optional, or Resources (depending on the level of need for thecontact to attend). Repeat this process for all attendees. Click OKwhen you are finished.The dialog box will appear providing a ribbon of entry optionsand an area to describe the entry. Here you can titlethe entry (Subject), provide a location, start time, endtime, and description. You can also set the entry to be anall-day event.Reminders: You can also set the remindertime. Change this to changethe amount of time before the eventthat you are reminded.Categories: To set a color category,choose a color from the category list.You can also provide names for thecolor categories by choosing All Categoriesfrom the list.Busy, Tentative, Free, Out of Office:To let others know whether you areavailable during this time, you canchoose from these options: Busy, Tentative,Free, Out of Office.Checking AvailabilityWhen scheduling a meeting using your Outlook Calendar,you can check to see if and when the other people you wishto invite are available.NOTE: Outlook does provide a setting that allows individualusers to prevent others from seeing their availability;however, this significantly reduces the benefits and productivityprovided by Outlook Calendar.To check the availability of the attendees for a particularmeeting:1. Click on the Scheduling Assistanticon displayed on theMeeting tab of the Ribbon.2. To navigate to different times or dates, either use thehorizontal scroll bar at the bottom of the screen,or click on the desired date in the monthly calendar.High Importance: To set an entry to high importance,click the High Importance button.
Page 1: Advanced Features of Outlook Calend

Focus on Outlook Calendar Quick Reference card.pub

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?