Technology How To

Content for this handout was primarily drawn from the Outlook Online Help. Online help is a valuable resource for learning about new applications and for getting answers to questions about the application.

Setting Outlook Calendar Options

• Choose Tools, Options from the pull-down menu at the top of your screen.
• The first tab displayed is labeled Preferences and allows you to edit your calendar settings: The default reminder is displayed, and can be changed, under the Calendar heading the tab.
• Click on the Calendar Options button to edit other calendar options.

Types of Calendar Entries

Appointment: an entry on your calendar that has specific time allocated to it.
Meeting: an entry on your calendar to which you invite other people
Event: an entry on your calendar that has no specific time slot allocated to it.
Recurring appointment, meeting or event: an appointment, meeting or event that occurs at a regular interval, say weekly, for a specific period of time.

Adding Appointments

1. On the File menu, point to New, and then click Appointment. (Or just double-click on the calendar view)
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. Enter start and end times.
5. Select any other options you want.
6. To make the appointment recur, click Recurrence.

Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.

7. Click OK.
8. Click Save and Close.

A Note about All Day events
Events appear at the top of each calendar view, a blue line down the left side of the calendar (very subtle) indicates an all day event.

Creating Calendar Groups

• Click Group button in Calendar toolbar
• Click New
• Type a name for the new group schedule, and then click OK.
• Click Add Others, and then click either Add from Address Book or Add Public Folder.
• Select the names or the public folder, and then click OK.

Responding to a Meeting Request
Meeting requests appear as an E-mail message with a header containing a green check box or a red decline. You must accept, decline or defer a meeting request. If you just delete the message nothing will appear on your calendar.

Tracking Your Meeting Requests

Sharing Calendar with others
In Calendar, in the Navigation Pane, click Share My Calendar.

Allow anyone to see your Calendar

• In the Name box, click Default.
• Under Permissions, in the Permission Level list, click the permission level that you want.
• You can create custom permissions by selecting the check boxes and options under Permissions.

Specify the people who can access your Calendar

• Click Add.
• In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to.
• Under Add Users, click Add, and then click OK.
• In the Name box, click the name of the person you just added.
• Under Permissions, in the Permission Level list, click the permission level that you want.

Printing Calendar

1. On the File menu, click Print and then in the Print style box, click the print style you want. To print the details of appointments and meetings, in the Print Style box, click Calendar Details Style.
2. In the Start list and the End list, enter the first day and the last day to print.
3. To set other print options, such as the paper orientation or the fonts used, click Page Setup, and then select the options that you want.

Viewing other people’s calendars

1. In Calendar, click Open a Shared Calendar.
2. To select another person’s name from the address book, click Name or type the name in the Name box.
3. The new calendar will appear to the side of any calendar already in the view.