Post on 04-Apr-2018
transcript
7/29/2019 UC Outlook 2007 Calendar
1/65
1MicrosoftMicrosoft
Outlook 2007Outlook 2007CalendarCalendar
Management ToolsManagement ToolsForFor
Jerry Maletsky
Dash Designs Consulting
Technology Training And Consulting
7/29/2019 UC Outlook 2007 Calendar
2/65
Microsoft Outlook 2007Calendar Management Tools
ForThe Haas School of Business,
University of California
Copyrights and Trademarks
2010, Dash Designs Consulting, Jerry Maletsky
San Rafael, CA 94903email: jerry@dashdesignsconsulting.com
web site: www.dashdesignsconsulting.com
Any mention or use of Microsoft, University of California, or any third party
products is hereby acknowledged by Dash Designs Consulting to be for the sole
purpose of editorial and educational use of this training manual and for the benefit
of the mentioned parties.
Dash Designs Consulting gives permission to the Haas School of Business of the
University of California at Berkeley to reprint this training manual for internal use
only. No re-sale of this material or renunciation of copyrights are granted by this
author.
Revised: February 12, 2010
7/29/2019 UC Outlook 2007 Calendar
3/65
Chapter 1: Viewing Calendar And Making Appointments ...............................1
Creating and Editing Appointments ............................................ 7
Assigning Categories To Appointments ...................................... 13
Making Appointments Private ................................................... 17
Creating Recurring Appointments ............................................. 19
Chapter 2: Arranging and Managing Meetings Through Calendar ................23Responding To Meeting Requests ............................................ 25
Tracking Meeting Responses .................................................... 26
Cancelling A Meeting ............................................................... 27
Chapter 3: Sharing Your Calendar ..................................................... 29
Setting Permissions for Sharing Calendars ................................. 31
Viewing Shared Calendars ...................................................... 35
Using Calendar Overlay Mode................................................... 36
Sending Calendars Via Email .................................................... 37
Connecting and Viewing Web Calendars .................................... 39
Chapter 4: Printing Calendar Appointments ........................................ 43
Chapter 5: Using Tasks With Calendar .........................................................47
Creating Tasks With Calendar .................................................. 47
Organizing Your Tasks In Week View of the Calendar .................. 49
Adding Tasks In Week View of the Calendar ............................... 50
Displaying The To-Do Bar In Your Calendar ............................... 51
Marking Tasks Completed In Your Calendar ............................... 53
Chapter 6: Optional Calendar Topics .................................................. 55
Creating Appointments From Email ........................................... 55
Setting Calendar Options ......................................................... 56
Creating Your Own Custom Calendar ........................................ 57
Displaying Additional Time Zones ............................................. 59
Locating Similar Calendar Items ............................................... 61
Table of Contents
CCALENDARALENDARMMANAGEMENTANAGEMENT TTOOLSOOLS
WWITHITH MMICROSOFTICROSOFT OOUTLOOKUTLOOK 20072007
7/29/2019 UC Outlook 2007 Calendar
4/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
1
Outlook To-Do Bar
The To-Do Bar provides viewing access to upcoming appointments, meetings, and
tasks (to-do lists) as well as a calendar navigation area. Just as with the
Navigation Pane, the To-Do Bar can be collapsed or expanded on the screen. In
addition, the To-Do Bar can be turned on or off in the View menu. The To-Do Bar
is divided into several areas.
Calendar Navigator- change the month being viewed
Appointments - upcoming scheduled appointments
Task List- list of task due by day
Calendar Navigator
Upcoming Appointments
Expand/Collapse Button
Upcoming Tasks
1Outlook 2007 Calendar Tools
Viewing Calendar And Making Appointments
7/29/2019 UC Outlook 2007 Calendar
5/65
C
H
A
P
T
E
R
2Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
1Outlook 2007 Calendar Tools
Entering Into Calendar
Using the Navigation Pane, you can view your Outlook Calendar as well as other
Outlook components. Clicking on the calendar navigation bar below will allow you to
access your calendar. In addition, you can use the Go menu, Calendar command.
Go menu: Calendar command
Reading Pane
7/29/2019 UC Outlook 2007 Calendar
6/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
3
1
The Calendar Interface
The Calendar feature in Outlook 2007 allows users to create and manage
appointments and meetings. There are 3 main Calendar Views. They are Day,
Week, and Month. Tasks due that day can appear in Daily and Week Views
Calendar - Daily View
Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
7/65
C
H
A
P
T
E
R
4Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
1Outlook 2007 Calendar Introduction
The Calendar Interface
Calendar - Weekly View
Planning Meeting
Tasks (To-Do list items) will display for the appropriate days in Week View. Tasks
due that day will display at the bottom of each day in Week View. The Tasks
window can be minimized to hide these tasks.
7/29/2019 UC Outlook 2007 Calendar
8/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
5
The Calendar Interface
Calendar - Month View - High Details
In the Month View, more or less detail about the appointments can be viewed by
selecting Low, Medium, or High in the Details area.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
9/65
C
H
A
P
T
E
R
6Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Calendar - Month View - Medium Details
The Calendar Interface
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
10/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
7
Creating An Appointment
The Calendar Appointment Entry Screen provides an easy interface to create
appointments and set options for that appointment. That could include recurring
appointments, changing time zones, categorizing, and setting up meetings.
Steps:
Activate the Calendar area (see page 2)
Perform oneof the following commands
Click File menu: New: Appointment
Click the New button on the Toolbar
Right-Click (or double-click) a time slot on any preferred day
Press (keyboard shortcut)
Enter a Subject and Location (location is optional)
Uncheck All Day Event option (if necessary) and
set Start Date and Time and End Date and Time
Enter any notes (if necessary) in the Text Area
Click Save and Close button (Event Tab)
to save appointment
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
11/65
C
H
A
P
T
E
R
8Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
The Calendar Appointment Entry Screen
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
12/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
9
Showing Time Allotment and Reminders
In the new calendar appointment screen you can set how your time is viewed by
others. By using the Show As option list you can set your time to be viewed as
Busy, Free, Out of Office, or Tentative. In addition, you can set a reminder for this
appointment by setting the Reminder box.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
13/65
C
H
A
P
T
E
R
10Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Setting Reminders For Appointments
Just like an alarm clock emits an alert that its time to get up in the morning,
Outlooks Reminder Window can alert you to upcoming appointments. Each time
you start Outlook the Reminders window will appear with upcoming or past due
appointments. You can open that appointment item, set a snooze interval, or
dismiss that appointment from the reminders box.
Steps:
Setting A Reminder For An Appointment Open the appointment, if necessary
Open the Reminder box (see previous page) and select the preferred
time frame
Click the Save And Close button (Appointment tab) when finished.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
14/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
11
Editing An Appointment
Occasionally you may need to change the date and/or time of an appointment. In
addition, you can update the location as needed.
Steps:
To edit an appointment perform one of the following tasks...
Double-Click the preferred appointment
Right-Click the preferred appointment and select Open
Click File menu: Open: Selected Items
Select appointment and press
Make changes as needed
(i.e. dates and times, subject, location, show (time) as, reminder, etc.)
Click Save and Close button (Appointment Tab)to save appointment
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
15/65
C
H
A
P
T
E
R
12Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Deleting An Appointment
You can delete appointments as necessary. Deleted appointments are removed
from your calendar and placed in the Deleted Items folder and may remain there
until that folder is emptied. You can also Undo a deleted appointment prior to the
next task completed.
Steps:
To Delete an appointment perform one of the following tasks...
Right-Click the preferred appointment and select Delete
Select appointment and click Edit menu: Delete
Select appointment and press
Deleted Items Folder
Note: You can restore that appointment by
activating the Deleted Items folder and
dragging the item to the Calendar
Navigation button.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
16/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
13
Assigning A Category To An Appointment
Outlook 2007 allows you to categorize your appointments by color and type. This
can help visually identify types of appointments.
For example, staff meetings can be assigned a category named Meetings that is
blue in color and training dates can be assigned a category named Training in red.
Steps:
Open the appointment (if necessary)
Click the Category command button
Select a Category from the list or click All Categories
(bottom)
In the All Categories box, you can
Select one or more categories (check boxes)
Click Rename button to assign a custom name
Assign a shortcut key to that category
Click New button to create a new category with
other colors
Click OK button to assign that category
Click Save and Close button (Appointment Tab)to save appointment
Meetings
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
17/65
C
H
A
P
T
E
R
14Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Assigning A Category To An Appointment
New Category Dialog Box
Opened Appointment With Category Categorized Appointment
In Month View
Meetings
All Categories
Dialog Box
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
18/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
15
Automatically Assigning A Category To Appointment Types
Using theAutomatic Formatting command, Outlook 2007 allows you to
automatically assign a category to a new appointment based on that type of
appointment.
For example, using keywords that you pre-set (i.e. staff meeting ) in a new
appointment Outlook can automatically assigned a chosen category color to that
appointment.
Steps:
Right-click the appointment Click the Automatic Formatting command
Click Add button
In the Name box, replace Untitledwith a name for this category
In the Color box, select a color for this category
To set when to apply this category, click the Condition... button
In the Search for the word(s)box, type a key word or phrase you would
use in naming an appointment like this (i.e. staff meeting) Click OK button
Click OK button again to set the automatic formatting of this category
1Outlook 2007 Calendar Tools
Automatic Formatting Command
7/29/2019 UC Outlook 2007 Calendar
19/65
C
H
A
P
T
E
R
16Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Automatically Assigning A Category To Appointment Types
Click Add Button to Add A New
Automatic Formatting Category
Automatic Formatting
Dialog Box
1Outlook 2007 Calendar Tools
Setting Conditions on the New Category
7/29/2019 UC Outlook 2007 Calendar
20/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
17
Marking An Appointment Private
You may be entering personal as well as business appointments in your calendar.
In that case, you can mark an appointment private so people designated to see you
calendar appointments cant see the specifics of that appointment but can see that
you have that time blocked out. A Lock icon displays next to the corresponding
private appointment.
Steps:
To mark an appointmentprivate, perform one of the following tasks...
Open the preferred appointment and click the Private command
(Appointment Tab) then click Save and Close button (Appointment
Tab)to save appointment changes
Right-Click the preferred appointment and select Private
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
21/65
C
H
A
P
T
E
R
18Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Marking An Appointment Private
Private Appointment In Day View
Lock Icon
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
22/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
19
Creating Recurring Appointments
Anytime you have appointments that occur at a regular interval such as a weekly
staff meeting, a quarterly review, or someones yearly birthday or anniversary you
can create a recurring appointment. You can set how that time is shown in your
calendar (i.e. busy, free) and a reminder can be set to run prior to each recurrence.
Steps:
Open the preferred appointment (if necessary) or start a new one
Click the Recurrence button (Appointment Tab)
In the Appointment Recurrence dialog box you can set the following
Start Time
End Time
Recurrence Pattern (i.e. Daily, Weekly, Monthly, Yearly)
Set the day of the week the recurring appointment is to happen
Range of Recurrence (i.e. Start Date and End Date (if any)
Click OK when finished
Make additional changes to the appointment as needed
(i.e. subject, location, show (time) as, reminder, etc.)
Click Save and Close button (Appointment Tab)to save appointment
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
23/65
C
H
A
P
T
E
R
20Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating Recurring Appointments
Appointment Recurrence Dialog Box
Recurring Appointment Icon
Recurrence Command in Appointment Window
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
24/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
21
Editing Or Deleting Recurring Appointments
When you edit or delete an appointment that is part of a recurring series Outlook
will ask you if you want to edit or delete the entire recurring series or just that
specific date. For example, perhaps a weekly staff meeting was cancelled for that
week you would want to delete just that appointment while leaving the remainder
of the recurring appointments intact.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
25/65
C
H
A
P
T
E
R
22Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating All Day Events
When you want to set an appointment to cover a one or more days without setting
a time slot you can check the All Day Event option. The appointment will appear at
the top area of that Day in the Daily or Weekly View.
1Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
26/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
23
2Outlook 2007 Calendar Tools
Setting Up A Meeting
Meetings can be scheduled with others in the calendar entry screen. The Invite
Attendees button or the Scheduling button can be used to set up meetings. The
Scheduling button allows you to view the prospective attendees schedule in a
timeline format so that you can make certain they are available. Once a meeting
has been accepted by the invitees that appointment is automatically placed in their
calendars.
Steps:
To Schedule A Meeting Start a new appointment in Calendar
Click the Invite Attendees button and
select the prospective attendees or re-
sources (i.e. conference rooms) from the Address book or Contacts list
Enter the Subject, Location, and Start and End Dates and Times
Type a message and click Send button
Arranging and Managing Meetings Through Calendar
7/29/2019 UC Outlook 2007 Calendar
27/65
C
H
A
P
T
E
R
24Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
2Outlook 2007 Calendar Tools
Setting Up A Meeting
Steps:
To View Prospective Attendees Schedule Timeline Prior To Sending
In the appointment window, click the Scheduling button
Scroll through to view attendees timeline schedule
If there are conflicting times to the proposed appointment,
Note: In the bottom section of this window you can add additional invitees, useAutoPick to find a common
available time for all participants, and re-set starting and ending times. In addition, there is a legend to
describe whether that person is available (i.e. busy, free)
7/29/2019 UC Outlook 2007 Calendar
28/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
25
Steps:
Open the message
Click the appropriate button to respond
Outlook will ask the user if they want to type a reply
Click Send when completed
To Respond To A Meeting Request
When you are invited to a meeting you will receive an email message with that
information. When you open that message Outlook will display buttons to
acknowledge that meeting request. You can Accept, Decline, Tentatively
Accept, or even Propose New Time for that meeting. If you accept the meeting
request a new appointment will be added for that meeting in your calendar.
2Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
29/65
C
H
A
P
T
E
R
26Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Tracking Meeting Responses
You can track how invitees have responded to your meeting request by using the
Tracking button in the original meeting form window. The message window will
change to a summary list of all attendees and their response.
2Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
30/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
27
Steps:
Delete the message
Outlook will open the message
Click the Send Cancellation button
Cancelling A Meeting Request
If the meeting you requested needs to be cancelled Outlook will send messages to
all attendees as soon as you delete that appointment. That appointment will then
be removed from your calendar as well as the attendees when they receive and
open the generated message
2Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
31/65
C
H
A
P
T
E
R
28Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Cancelling A Meeting Request
Send Cancellation Message Window
Attendees Remove Cancelled Meeting From Calendar Window
2Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
32/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
29
3 Sharing Your Calendar
Sharing Your Calendar With Others
With Outlook 2007 you can share your calendar in several ways. You or your
organization can allow others to open your calendar and view your appointment
schedule. Whether a person can just view your appointments or make changes
and add new appointments to your calendar are set with permissions either granted
by you or your organization.
You can view multiple calendars at the same time in Outlook 2007. For example
you can view your calendar as well as your managers or your groups calendar.
Steps:
To Open A Shared Calendar
Click the Open A Shared Calendar option in Calendar Navigation Pane
Type that persons name or click the Name button to select that person
from the Global Address List of your company
The shared calendar will appear next to your calendar
To Share A Calendar
Click Share My Calendar option in the Calendar Navigation Pane
Type the person(s) or click the To: button to select those people from the
Global Address List of your company
Enter a subject for the email
Check the Allow recipient to view your Calendar option
If preferred, Check the Request permission to view recipients toCalendar option (this will grant you permission to see their calendar)
Add any additional message text
Click Send button to send this request
Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
33/65
C
H
A
P
T
E
R
30Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
3
Sharing Your Calendar With Others
Calendar Navigation Panel
Bill Smith
Marketing Group
Mary JonesSam Williams
Note: Source of the above screen shots is Microsoft Help System
Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
34/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
31
3
Setting Permissions On How Others Can Use Your Calendar
When you share a calendar (as on the previous page) the person who has been
given permission has only the ability to view your calendar. However, using the
Change Sharing Permissions command, you can customize how someone who
has permission to view your calendar can interact with it. For example, you can
give permissions to co-workers or subordinates that allow them to add or change
appointments in your calendar.
Outlook 2007 Calendar Tools
Steps:
To Set Sharing Permissions To A Calendar
Select the Calendar in the Navigation Pane
Click File menu, Folder command, Change Sharing Permissions
Click the Permissions tab (if necessary)
Click the Add button and select the required users or group
Back in the Permissions tab, select the users name
In the Permission Level list, set the appropriate level of permission to
assign to this user or group (see page for explanation of permissions)
After selecting the Permission level, set any further customization in the
area below (i.e. Read, Write, Delete Items, Other)
Click Apply button to update permissions
Repeat for each necessary user or group
Click OK button to complete this process
7/29/2019 UC Outlook 2007 Calendar
35/65
C
H
A
P
T
E
R
32Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
3
Setting Permissions On How Others Can Use Your Calendar
Change Sharing
Permissions Command
Outlook 2007 Calendar Tools
Add button (for users/groups)
Set Permission Level
Set Custom Levels of
Permissions
7/29/2019 UC Outlook 2007 Calendar
36/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
33
3
Setting Permissions On How Others Can Use Your Calendar
Outlook 2007 Calendar Tools
Setting Permission Levels
Permission Level Users Can
Free/Busy Time Can view free/busy time settings. Cant add or edit calendaritems.
OwnerCreate, read, modify, and delete all items and files, and cre-
ate subfolders. As the folder owner, you can change the
permission levels that other people have for the folder.
Publishing Editor Create, read, modify, and delete all items and files, and cre-ate subfolders.
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and mod-
ify and delete items and files that you create.
Author Create and read items and files, and modify and deleteitems and files that you create.
Contributor Create items and files only. The contents of the folder donot appear.
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner.
None You have no permission. You cant open that personscalendar.
7/29/2019 UC Outlook 2007 Calendar
37/65
C
H
A
P
T
E
R
34Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
3
Setting Permissions On How Others Can Use Your Calendar
Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
38/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
35
Viewing Shared Calendars
Multiple calendars can be viewedside-by-side or in Overlay mode. Overlay
mode is a new feature of Outlook 2007 that allows you to view two or more
calendars on top of each other to better see if there are overlapping appointments.
Steps:
To View Or Not View A Shared Calendar
Click the that shared calendar checkbox in Calendar Navigation Pane
The shared calendar will appear next to your calendar
Bill Smith
Marketing Group
Mary Jones
Side by Side Calendars
3Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
39/65
C
H
A
P
T
E
R
36Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Viewing Shared Calendars In Overlay Mode
Overlay mode is a new feature of Outlook 2007. It allows you to view multiple
calendars on top of each other and see overlapping appointments.
Steps:
To View Multiple Calendars In Overlay Mode
Activate that shared calendar
Click the Overlay Arrow on that calendars tab
3Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
40/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
37
Sending Calendars Via Email
A new feature in Outlook 2007 allows you to send snippets of your calendar to
others via an email message. Microsoft calls this a calendar snapshot. You can
control whether a recipient can view your actual appointments or just see whether
Steps:
Click Send a Calendar via Email option in Calendar Navigation Pane
Enter the name(s) of the people to which to send the calendar
Select the calendar (if there is more than one) to send
In the Date Range box set the range of dates to send
In the Detail list, select the viewing permissions for recipients
If necessary, click Show button to add additional options
(i.e. Show/Hide Private items)
Click OK button when finished
Click Send button (in email) to send the
calendar snapshot
3Outlook 2007 Calendar Tools
CalendarSnapshotinRecipientsEmail
7/29/2019 UC Outlook 2007 Calendar
41/65
C
H
A
P
T
E
R
38Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Sending Calendars Via Email
Send A Calendar Via Email Dialog Box
Detail List of Options
3Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
42/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
39
Connecting and Viewing Web Calendars
In Outlook 2007 you can connect to and view calendars stored on the web. Then
you can view them side by side or in overlay mode. Although the connected
calendar will automatically be updated by Outlook, changes to the web calendar will
need to be made on-line. Appointments in the web calendar can be dragged
(copied) to the Outlook calendar.
3Outlook 2007 Calendar Tools
Steps:
Click Tools menu: Account Settings command
Click the Internet Calendars tab
Click the New button
In the New Internet Calendar Subscription box type the address of
the web-based calendar
(Hint: open the web calendar first and copy, ,
the web address and then paste it, , in this
dialog box)
Click the Add button
In the Subscriptions Options box, type a
custom name for this folder and/or a
description (both are optional)
Click OK button when finished
In the Account Settings dialog box, click
Close button
The calendar will appear in the CalendarNavigation Pane
7/29/2019 UC Outlook 2007 Calendar
43/65
C
H
A
P
T
E
R
40Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Connecting and Viewing Web Calendars
Account Settings Dialog Box
3Outlook 2007 Calendar Tools
New Internet Calendar Subscription Dialog Box
7/29/2019 UC Outlook 2007 Calendar
44/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
41
Connecting and Viewing Web Calendars
Subscription Options Dialog Box
3Outlook 2007 Calendar Tools
Optional
Optional
7/29/2019 UC Outlook 2007 Calendar
45/65
C
H
A
P
T
E
R
42Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Connecting and Viewing Web Calendars
3Outlook 2007 Calendar Tools
Web Calendar In Calendar Navigation Pane
Outlook Calendar and Web Calendar Side-By-Side
Overlay Mode Button
7/29/2019 UC Outlook 2007 Calendar
46/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
43
Printing the Calendar
The Outlook Calendar can be printed in several different views. They include the
Daily View, Weekly View, and Monthly View.
Steps:
Activate the Calendar
Click File menu: Print command
Select thepreferred viewto print
Daily Style just print the selected day
Monthly Style prints the selected month
Weekly Style prints the selected week
Tri Fold Style prints selected day or week in 3 column
format
Calendar Details prints selected month as it appears in the
calendar view
Memo Style prints calendar in memo format with
appointments listed separately
Define Print Styles allows for customized print styles
Set the Date Range To Print
Click Print Preview, if preferred, otherwise
Click Print to print calendar appointments
4 Printing Calendar AppointmentsOutlook 2007 Calendar ToolsOutlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
47/65
C
H
A
P
T
E
R
44Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing the Calendar
4Outlook 2007 Calendar ToolsOutlook 2007 Calendar Tools
File menu: Print Dialog Box
7/29/2019 UC Outlook 2007 Calendar
48/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
45
Printing the Calendar
Print the Calendar in Weekly View
Print the Calendar in Monthly View
4Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
49/65
C
H
A
P
T
E
R
46Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing the Calendar
Print the Calendar in Tri Fold View
Print the Calendar in Daily View
4Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
50/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
47
Creating Tasks With Calendar
5Outlook 2007 Calendar Tools
Everyones day is filled with things to do. A lot of us make To-Do lists on pads or
post-it notes as a way of reminding us of tasks we want or need to take care of
that day or week. Outlook allows you to keep those tasks organized electronically
through its Tasks area. This method creates a very efficient task-and-time-
management system.
Outlook incorporates these tasks in the Calendar area as well as the To-Do Bar in
the Email area. Outlook's approach is to carve out some space at the bottom of
your calendar and use that to show you the tasks for that day. These are the exact
same tasks (including flagged mails) that you see in the To-Do Bar.
Tasks can be created and tracked inside the Calendar or on the To-Do Bar as well
as the main Task area.
Steps:
To Create A Task in the To-Do Bar
Click in the Type a new task box
Type task
To Create A Task in the Day or Week Calendar View
Click in the Tasks area of that day in the Calendar
Type task
- OR-
Double-Click in the tasks area for that date
Complete the information necessary for the task
Click Save and Close button (Task Tab) when
finished
Using Tasks With Calendar
7/29/2019 UC Outlook 2007 Calendar
51/65
C
H
A
P
T
E
R
48Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating Tasks With Calendar
5Outlook 2007 Calendar Tools
This area is called the Daily Task List. It shows in both the Day and Week
views in the calendar. Within the Week view of the Calendar you can view and
assess accumulated tasks for the week, typing in new ones, and assign them to
days of the week based on when they're due, or when you think you will have time
to get to them.
Tasks Shown In Day View of the Calendar
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_2.png7/29/2019 UC Outlook 2007 Calendar
52/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
49
Organizing Your Tasks In Week View of the Calendar
5Outlook 2007 Calendar Tools
Since these are the same tasks you see in the To-Do Bar, when you move them to a
different day on your calendar, their dates are updated in the To-Do Bar as well.
Note that tasks assigned to "No Date" don't show up in the Daily Task List, since, well,
there's no date for them to appear on. This makes "No Date" a good place to stash
tasks that you'd like to get to some day, but that really don't have a deadline. (Tip:
you can hide them in the To-Do Bar as well by double-clicking on the "No Date"
header. Then you can use "Today", "Tomorrow", etc, just for things that really do have
deadlines.)
Tasks accumulated in first day of upcoming week
Tasks after dragging them to due dates of upcoming week
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_10.pnghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_6.png7/29/2019 UC Outlook 2007 Calendar
53/65
C
H
A
P
T
E
R
50Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Adding Tasks In Week View of the Calendar
5Outlook 2007 Calendar Tools
2.Type
3. Press Enter
You can add tasks on any day simply by clicking on any blank space in the Daily
Task List:
1. Click
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_20.pnghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/clip_image002%5B6%5D.jpghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/clip_image002%5B4%5D.jpg7/29/2019 UC Outlook 2007 Calendar
54/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
51
The Daily Task List provides an easy and visual way to organize your tasks. A major
advantage is that it keeps your tasks visible when you are viewing your calendar.
Collectively, the To-Do Bar and the Daily Task List ensure that wherever you go,
you're tasks are there, so they never get forgotten.
If you use the Daily Task List a lot, another tip is to turn on the To-Do Bar in the Cal-
endar (View > To-Do Bar > Normal). It's off by default in the Calendar because most
of the information in it is already visible. But turning it on makes it easier to drag tasks
to future weeks just switch to next week in the calendar, and your tasks from today
or this week will still be accessible in the To-Do Bar.
Displaying The To-Do Bar In Your Calendar
5Outlook 2007 Calendar Tools
Steps:
To Display The To-Do Bar
Click View menu: To-Do Bar ,Normal command
To Hide The To-Do Bar
Click View menu: To-Do Bar ,Offcommand
7/29/2019 UC Outlook 2007 Calendar
55/65
C
H
A
P
T
E
R
52Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Displaying The To-Do Bar In Your Calendar
5Outlook 2007 Calendar Tools
Calendar in Week View With the To-Do Bar Displayed
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_22.png7/29/2019 UC Outlook 2007 Calendar
56/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
53
Marking Tasks Completed In Your Calendar
5Outlook 2007 Calendar Tools
An advantage to using the Calendar to display your tasks is that when you com-
plete a task from the To-Do Bar it is removed, however, when you complete at task
in the calendar area, it does notdisappear. Instead, it stays put, with a highly sat-
isfying strikethrough:
Furthermore, the completed task then stays put on that day, allowing you to build
up even more satisfying records of your accomplishments over the week:
Steps:
To Mark A Task Complete
Right-Click task
Click Mark Complete command
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/clip_image002%5B8%5D.jpg7/29/2019 UC Outlook 2007 Calendar
57/65
C
H
A
P
T
E
R
54Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Marking Tasks Completed In Your Calendar
5Outlook 2007 Calendar Tools
If you find your completed tasks to be cluttering your task area, you also have the
option of turning them off (View > Daily Task List > Arrange By > Show Completed
Tasks.) From the same menu, you can also change the arrangement to Start Date if
that is how you prefer to work.
Steps:
To Turn On/Off Completed Tasks
Right-Click in Task area Click Arrange By command
Click Show Competed Tasks
Completed Tasks in Calendar in Week View
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_24.png7/29/2019 UC Outlook 2007 Calendar
58/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
55
Optional Calendar Topics
Creating An Appointment From An Email Message
You might receive an email from which you want to generate a calendar
appointment. You can do this simply by right-clicking the email message from the
Inbox and selecting the Calendar option. Outlook will open a new appointment
window and place the email, as an attachment, in the text area of the appointment.
Steps:
Right-Click the message in the Inbox window
Click Move To Folder command
Select Calendar
Complete the information necessary for the appointment such as
Enter a subject and location
Set a Start Date and Time
Set an End Date and Time
Set the Show (time) As and/or the Reminder box
Click Save and Close button (Appointment Tab) when finished
6Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
59/65
C
H
A
P
T
E
R
56Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Setting Calendar Options
Outlook allows you to customize the settings for the Calendar. These options
include work week timeframe, free/busy settings, and time zones.
Steps:
Click Tools menu: Options command
Click the Calendar Options button
Make the preferred setting changes Click OK button when finished
6Outlook 2007 Calendar Tools
7/29/2019 UC Outlook 2007 Calendar
60/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
57
Creating Your Own Custom Calendar
You can create additional calendars in Outlook 2007. For example, you can create
a calendar folder for a specific project and share it with your co-workers.
Optionally, you can grant them permission to modify the events and appointments
Steps:
Activate the calendar area (if necessary)
Click File menu: New, Calendar command
Type a name for the new calendar (i.e. New Product Rollout) Verify that the setting for Folder Contains is set for Calendar Items
Click OK button to create the new calendar
Outlook 2007 Calendar Tools
6
7/29/2019 UC Outlook 2007 Calendar
61/65
C
H
A
P
T
E
R
58Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating Your Own Custom Calendar
The newly created calendar will display in the Calendar Navigation Pane. You can
click the checkboxnext to it to display or hide it.
Outlook 2007 Calendar Tools
Steps:
Activate the calendar area (if necessary)
Right-Click the calendar to delete
Select Delete the name of your calendar
command
Click Yes button to confirm deletion
(calendar is moved to the Deleted Items folder)
Deleting A Custom Calendar
6
7/29/2019 UC Outlook 2007 Calendar
62/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
59
Displaying An Additional Time Zone
Outlook 2007 allows you to display a different time zone in addition to your own.
This could help you in creating appointments with others in other parts of the
country or the world.
Steps:
Click Tools menu: Options command
Click the Calendar Options button
Click the Time Zone button
Click Show Additional Time Zone checkbox (bottom half of dialog box)
Type a name for that new time zone (i.e. East Coast)
Select the new Time Zone area
Click OK button when finished until all dialog boxes are closed
Note:
The top half of
this dialog box
is for your
local time
zone. Use the
bottom half of
this dialog box
to turn on an
additional time
zone.
Outlook 2007 Calendar Tools
6
7/29/2019 UC Outlook 2007 Calendar
63/65
C
H
A
P
T
E
R
60Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Displaying An Additional Time Zone
You can see multiple time zones only in Day or Week View.
Outlook 2007 Calendar Tools
6
7/29/2019 UC Outlook 2007 Calendar
64/65
Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting
C
H
A
P
T
E
R
61
Locating Similar Calendar Items
Outlook 2007 allows you to search for calendar items using the Instant Search box.
You can search for items based on some text in that appointment name. Outlook
will search all available calendars for appointments that match that criteria.
Steps:
Activate the Calendar, if necessary
Click in the Instant Search box
Type the text you want the search to be based on
Press Enter
To return to your calendar just click the Close button at the end of the
Instant Search box.
Outlook 2007 Calendar Tools
6
7/29/2019 UC Outlook 2007 Calendar
65/65
C
H
A
P
T
E
R
Outlook 2007 Calendar Tools
6
N o t e s