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. Microsoft Office 2007: Introductory

3. Vocabulary • Appointment • Date Navigator • Event • Meeting • Resources • Tasks Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory

11. Scheduling a Meeting and Responding to a Meeting Request (continued) • Depending on your company’s 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. Microsoft Office 2007: Introductory

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 Calendar’s 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. Microsoft Office 2007: Introductory

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. Microsoft Office 2007: Introductory