Outlook Lesson 2 Calendar

1
Outlook Lesson 2Calendar

• Microsoft Office 2007 Introductory

2
Objectives

• View Calendar.
• Schedule and change appointments.
• Schedule, change, and delete events.
• Schedule a meeting and respond to a meeting
  request.
• Customize the Calendar.
• Print a calendar.

3
Vocabulary

• Appointment
• Date Navigator
• Event
• Meeting
• Resources
• Tasks

4
Introducing Calendar

• Outlook Calendar helps you stay organized and
  coordinate your activities with others.
• An appointment is an activity that involves only
  you at a set date and time.
• A meeting is similar to an appointment, but
  includes people and a place.
• An event, lasts one or more days, but does not
  block out time in your calendar.

5
Introducing Calendar (continued)

• A task involves only you and does not block off
  time in your calendar.
• The Calendar allows you to enter appointments,
  meetings, events, and tasks.
• Display the Calendar by clicking the Calendar
  folder button or the Calendar icon on the
  Navigation Pane, or by clicking a date in the
  Date Navigator.
• You can view Calendar in various time periods or
  by type of action.

6
Introducing Calendar (continued)

• You can change the Calendar to a daily, weekly or
  monthly view and select a work week or full week.
• Cells in the Calendar display the scheduled
  activities.
• Use Date Navigator, the monthly calendar at the
  top of the To-Do Bar, to change dates by clicking
  the date you want to view.
• A boldface date on the Date Navigator indicates
  that an action is scheduled for that day.

7
Scheduling an Appointment

• To add an appointment, select the day, and then
  click the New button on the Standard toolbar.
• You will be able to
• View the free and busy times of participants
• Insert files, signatures, images and media
• Choose to show the time as free, busy, tentative,
  or out of office and set up a reminder
• Have the appointment recur (i.e. every Monday at
  10 a.m.)
• To finish, on the Ribbon, in the Actions Group,
  click the Save Close button. The appointment
  will be on your calendar.

8
Changing an Appointment

• To move the start or end times, click the top or
  bottom border and drag to a new time.
• To change the time entirely, drag it to a new day
  or time.
• To delete an appointment, select it and click the
  Delete button.
• To edit an appointment in Day or Week view,
  double-click the appointment.

9
Scheduling an Event

• An event is an activity that usually lasts an
  entire day and appears as a banner message for
  the day(s) effected. It can also be recurring,
  such as birthdays.
• Use the Date Navigator to locate the date, click
  Actions, and then click New All Day Event.
• You can choose for the event to recur or to get a
  reminder.
• To edit an event, double-click the event at the
  top of the Calendar. You can choose to edit the
  single occurrence of the event or an entire
  recurring series.

10
Scheduling a Meeting and Responding to a Meeting
Request

• If you are connected to your co-workers by an
  intranet, you can use Calendar to schedule
  meetings and resources.
• A meeting is an appointment to which you invite
  people and schedule resources.
• Resources are rooms, materials, and/or equipment.
• Use the Date Navigator to select a date for the
  meeting.
• Fill out the meeting details in the Meeting
  window.

11
Scheduling a Meeting and Responding to a Meeting
Request (continued)

• Depending on your companys set up, you will be
  able to view the availability of resources and
  prospective meeting attendees.
• Attendees will be able to accept, accept
  tentatively, or decline the invitation. They
  will also be able to delete, reply, reply to all,
  or forward the message.
• The responses to the meeting requests appear in
  your Inbox.

12
Customizing the Calendar

• You can modify many of the Calendar settings.
• In Month view, you can adjust the amount of
  detail that is visible.
• To customize the Calendars appearance, click
  Tools on the menu bar, and then Options to open
  the Options dialog box. Click the Calendar
  Options button in the Calendar section.
• You can print your Calendar in many styles
  daily, weekly, monthly, tri-fold, and calendar
  details.

13
Summary

• The Calendar is used to schedule appointments,
  events, meetings, and tasks. You can view the
  Calendar in daily, weekly, or monthly format.
• Outlook can remind you of your appointments.
• You can schedule an appointment or invite others
  to a meeting.
• You can set up recurring appointments.
• You can customize the calendar by altering days,
  times, and color. You can print the Calendar in
  a variety of styles.