UAConnect Microsoft Outlook 2010 for...

updated 01.27.2014 v02.00

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Microsoft Outlook 2010 for Windows: Calendaring

© Arizona Board of Regents, 2014


COPYRIGHT & TRADEMARKS

Copyright © 2010, Arizona Board of Regents. All rights reserved.

Record of Changes Date Version # Description

11.26.2013 1.00 Original

01.27.2014 2.00 Organization changes.

Training Guide Microsoft Outlook 2010 for Windows:

Calendaring

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Table of Contents Introduction ..................................................................................................................... 1

Objectives ................................................................................................................................. 1 Resources ................................................................................................................................ 1

Adding Items to the Calendar ..................................................................................... 3 Appointments ........................................................................................................................... 4 Recurring Appointments ........................................................................................................... 6 Meetings ................................................................................................................................... 7 Recurring Meetings ................................................................................................................ 11 Responding to Meeting Requests .......................................................................................... 12 All Day Events ........................................................................................................................ 13 Privacy and Show As ............................................................................................................. 14 Other Ways to Add Calendar Entries ..................................................................................... 17

Quick Appointment ............................................................................................................................ 17 Jump Menu ....................................................................................................................................... 18

Scheduling Assistant ....................................................................................... 19 Attendees, Rooms, Resources, and Options ......................................................................... 20 Room Finder ........................................................................................................................... 24 Check Names ......................................................................................................................... 25 Response Options .................................................................................................................. 26

Updating Existing Calendar Entries ................................................................ 27 Contacting Without Changing ................................................................................................ 27 Meeting Changes and Reacceptance .................................................................................... 29 Tracking Status ...................................................................................................................... 30 Requesting a New Time ......................................................................................................... 31 Updating Recurring Meetings ................................................................................................. 32

Sharing and Opening Shared Calendars ........................................................ 33 Sharing Your Calendar ........................................................................................................... 33 Requesting to View a Shared Calendar ................................................................................. 34 Manually Editing Calendar Permissions................................................................................. 35 Adding Other Calendars ......................................................................................................... 36 Managing Someone Else’s Calendar ..................................................................................... 38

Customizing the Calendar Tab ...................................................................................39 Viewing Calendars ................................................................................................................. 39 Combining Calendars ............................................................................................................. 40 Colorizing Calendars .............................................................................................................. 42

Combining Calendar with Other Features ...................................................... 43 Daily Task List, Navigation Pane, and To Do Bar .................................................................. 43 Lync ........................................................................................................................................ 43

Advanced .......................................................................................................... 45 Scheduling Across Servers .................................................................................................... 45 Conditional Formatting ........................................................................................................... 47

Appendix A – People Pane and Social Networks .......................................... 51 People Pane and Social Networks ......................................................................................... 51

Appendix B – Calendar options ...................................................................... 53

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Introduction This workshop is for anyone desiring to improve their mastery of Microsoft Outlook 2010 for Windows’ calendaring functionality. Attending this workshop is not required for any security access or role provisioning. You will learn how to navigate calendars, find others’ calendars, and reference calendars efficiently. You will also use the software to make your life and the lives of your coworkers easier and more organized.

Objectives

Become more proficient with calendars

Use your calendar as an organizational supertool

Master the Scheduling Assistant

Automate your calendar

Import calendars from the Internet

Collaborate, update, and manage multiple calendars

Resources 24/7 IT Support Center (http://247.arizona.edu/) UITS Workshop and Training Team (http://uits.arizona.edu/workshops) University of Arizona Computer-Based Training (http://uits.arizona.edu/services/uacbt) Microsoft IT Academy (http://uits.arizona.edu/services/itacademy)

http://247.arizona.edu/

http://uits.arizona.edu/workshops

http://uits.arizona.edu/services/uacbt

http://uits.arizona.edu/services/itacademy

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Adding Items to the Calendar

While the calendar only allows for two types of items to be included (appointments and meetings), the variations and iterations involved are limitless. Most—if not all—of the commands in the following text refer to buttons in the Ribbon, the dynamic toolbar at the top of the window. If the Ribbon is not open, you can pin it open by clicking the small down-arrow at the top-right of the Outlook window.

Step Action

1. Click the small down-arrow at the top-right of the Outlook window.

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Appointments The difference between Appointments and Meetings is simple: appointments are just for you; meetings include other attendees. If you create an appointment and then add someone else to it, it becomes a meeting. First, let’s look at appointments.

Step Action

1. In the Home ribbon, click on New Appointment.


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Step Action

2. Fill in the appropriate details in the New Appointment window.

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Recurring Appointments When appointments are to be scheduled on an on-going basis, Outlook does this by creating Recurring appointments.

Step Action

1. In any New Appointment window, select Recurrence in the Appointment Series ribbon.

2. Choose the Appointment Recurrence pattern by which you would like the event to recur.

Note: Microsoft suggests not using the No end date option when creating recurring appointments, meetings, or events. This can degrade performance. Instead, it is suggested that you choose an end date sufficiently far enough into the future such that it seems to never stop recurring. There is no limit to how far into the future meetings can be scheduled, however.


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Meetings Whenever Appointments include other people, they become Meetings. While the language differentiates between the two, often the words are used interchangeably.

Step Action

1. In the Home ribbon, click on New Meeting.

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Step Action

2. Click the To button to bring up the global address list (GAL).


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Step Action

3. Select the attendees from the GAL and click OK..

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Step Action

4. Choose a location by clicking Rooms and selecting from the GAL (like above), or manually type in a location (if the location is not schedulable; a table in a common area, for example).


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Recurring Meetings When meetings are to be scheduled on an on-going basis, Outlook does this by creating Recurring meetings. Please note that times are not confined to 30 minute blocks. Manually set times by typing them into the fields.

Step Action

1. In any New Meeting window, select Recurrence in the Meeting Series ribbon.

2. Choose the Appointment Recurrence pattern by which you would like the event to recur.

Note: Microsoft suggests not using the No end date option when creating recurring appointments, meetings, or events. This can degrade performance. Instead, it is suggested that you choose an end date sufficiently far enough into the future such that it seems to never stop recurring. There is no limit to how far into the future meetings can be scheduled, however.

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Responding to Meeting Requests There are multiple ways for your attendees to respond to your meeting request: Edit Response before Sending, Send Response Now, and Do Not Send a Response. These are all options for each of the responses! Accept, Tentative, and Decline. Under Propose New Time, attendees can only choose Tentative and Decline.

Step Action

1. When looking at a meeting request, select from the options above.

Note: Choosing Accept and then Do Not Send a Response will NOT actually put you in the meeting. Intuition suggests you will accept the meeting and it will appear on your calendar, but the meeting arranger simply wouldn’t be notified. This is not the case!


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All Day Events All Day events are useful ways to block an entire day without adding it as a midnight-to-midnight event on your hourly calendar. Likewise, they’re useful ways to mark days as having significance, like “Grades due” or “Environment refresh.” Remember to double check the Free/Busy status of the all day event.

Step Action

1. Click Add Appointment or Add Meeting.

2. Check the box next to All day event.

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Privacy and Show As When creating an appointment or meeting, Outlook allows for the option to make the entry Private. Private entries are only seen by the owner, whomever is invited, and delegates if the owner has enabled that option (otherwise, not even delegates see the entry details; delegating calendars is covered in a later section). The options to Show As Free, Tentative, Busy, or Out of Office allows for another level of customization of the calendar.

Step Action

1. To change your availability status, in any Appointment or Meeting, select Show As from the Home ribbon.

2. To make an appointment or meeting Private, simply click the Private button on the Home ribbon in any Appointment or Meeting.


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Step Action

3. The screenshot above shows how a private meeting appears to those with whom you have shared your calendar.

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Other Ways to Add Calendar Entries There are a number of other ways that you can add calendar entries.

Quick Appointment

The Quick Appointment allows you to add a basic appointment to your calendar quickly and without having to bring up the New Appointment window.

Step Action

1. For a Quick Appointment, hover your mouse on any open time slot on your calendar.

2. When Click to add appointment appears, click and type the name of the appointment.

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Jump Menu

The Jump Menu is what appears when you right-click on the Outlook icon in the taskbar. Even if Outlook is not running, if it is pinned to the taskbar, this option is always available.

Step Action

1. The Jump Menu can be found by right-clicking the Outlook button in the task bar.


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Scheduling Assistant

The Scheduling Assistant, though one of the most important and useful parts of Outlook 2010, is often considered the scariest and hardest to use. See the screenshot below.

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Attendees, Rooms, Resources, and Options In order to add Attendees or Rooms (Resources, if available, are listed with Rooms), the meeting creator has two options: choose from the Global Address List (GAL), or add IDs directly to the list of attendees.

Step Action

1. Click on Add Attendees… or Add Rooms… and search/choose from the GAL.

Note: If entering attendees manually via Click here to add a name, if the name is ambiguous or incomplete it will not force a choice. TRN-User1, for example, could be TRN-User10 or TRN-User19, as well as TRN-User1. See Check Names below for more information. The Options in the Scheduling Assistant are few, but useful.


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You can filter the Scheduling Assistant to only display your own working hours (you can change what those are in the Outlook settings).

You can display the details in the calendar entries listed in the Scheduling Assistant (instead of solid colors, you will see whatever level of detail your access allows).

You can refresh the free/busy time of the listed attendees and rooms/resources. This is useful if you have been working on scheduling a meeting and were forced to step away for some time.

Selecting whether people are Optional or Required will determine how strict or lenient the Scheduling Assistant will be in regards to finding a good time.

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Step Action

1. In the Scheduling Assistant, click on the small icon to the left of the attendee or room name.

2. Choose from the dropdown to alter between Required, Optional, or Resource.

The checkboxes next to names serve an important function. These checkboxes govern to whom invitations to the meeting are sent. Unchecking a name will prevent that person from being notified of the meeting or any ongoing communication, but will not remove that person from the Scheduling Assistant. This can be useful when attempting to book rooms for recurring meetings, unchecking attendees until the rooms are set.


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Step Action

1. In the Scheduling Assistant, check or uncheck the boxes next to names to change who gets included and notified of updates to the meeting.

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Room Finder The Room Finder—located at the right of the Scheduling Assistant—is a way to see what rooms are available at what times. This is best used by adding a number of potential rooms so the attendees’ availability is the focus. The color coded availability is applied to the small calendar.


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Check Names The Check Names button is extremely useful and should always be used. Outlook will automatically make an attempt to determine which user you’re looking for when you partially type their name or NetID into the Scheduling Assistant. However, if there are multiple possibilities, Outlook will not make a best guess. Clicking Check Names tells Outlook to run through the possibilities and ask you which should be used.

Step Action

1. Click the Check Names button in the Meeting ribbon.

2. If any names need attention, they will display in the new Check Names window.

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Response Options When creating meetings, you can change if and how attendees respond to your request and if they may request new times. This essentially allows you to determine how much input the attendees have on the meeting.

Step Action

1. Click Response Options in the Attendees portion of the Meeting ribbon.

2. Choose whether to request responses or allow attendees to propose new times.


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Updating Existing Calendar Entries

Inevitably you will need to update a meeting because something has changed, be it the time, the location, the attendees, or even the topic. Editing an entry is accomplished by either right-clicking on the entry and choosing Open, or double-clicking on the entry. When changing something in the calendar entry, instead of Save, you will Send Update.

Contacting Without Changing In the event that you would like to contact everyone in the meeting but don’t have any changes to make to the calendar entry itself, you have two options: first, New E-Mail to Attendees, which creates a new conversation not based on the calendar entry (simply creates a brand new email thread with all attendees as recipients); second, Reply to All with E-Mail, which sends an email based on the calendar entry and, if you have Conversation View enabled, will appear in the same thread as the event itself.

Step Action

1. Open a meeting by double-clicking on the calendar entry or right-clicking and selecting Open.

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Step Action

2. In the Meeting ribbon, choose Contact Attendees in the Attendees section.

3. Select the method of contact.


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Meeting Changes and Reacceptance

Not every change made to a meeting will require attendees to respond if they have already accepted a meeting. Some changes will just notify the attendees and require no action on their part. (Note that canceled meetings do require the attendees to take action to remove it from their calendars, but until they do, the word “Canceled” will appear in the title.) Updates that will require re-acceptance:

1. Changing the time of the meeting 2. Changing a location

Updates that ask you whether to update some or all attendees:

1. Adding a new attendee 2. Deleting an attendee

Updates that do not require re-acceptance:

1. Adding a location 2. Adding an attendee 3. Updating the description

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Tracking Status Outlook also allows you to, at a glance, view the status of all attendees. That is, who has not responded, who has, and with what response. View this on the Meeting ribbon in the Show section by clicking Tracking.

Step Action

1. Open a Meeting.

2. Click on Tracking.


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Requesting a New Time If you allow your attendees to suggest new times for your meeting requests, they will be given the option to click Propose New Time and are shown a miniature Scheduling Assistant, as in the screenshot below.

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Updating Recurring Meetings When changes need to be made to recurring meetings, there is an intermediary step between selecting the event and making changes to it. When opening a recurring appointment or meeting you see the following dialogue.

Step Action

1. Double-click any recurring appointment or meeting. They are denoted

with this small icon in the name:

2. Choose whether to change just that instance or the entire series.

3. Future meetings that have been changed singularly will show this icon, indicating that while they are a part of a recurring meeting, that one

instance has been changed:

Note: Changing details of recurring meetings can have different effects on future and past instances. Changing the recurrence pattern, for example, will revert any individually changed occurrences to match the new pattern.


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Sharing and Opening Shared Calendars One of the major and most useful functions of Outlook is the ability to share and view shared calendars.

Sharing Your Calendar When sharing your calendar with one or more people you have the choice of the level of detail on your calendar they will be able to see and the option to simultaneously request to see their calendar.

Step Action

1. On the Home ribbon, click Share Calendar in the Share section.

2. In the To field, either manually add users or click To… to be taken to the GAL.

(3a). (Optional) Check the box next to Request permission to view recipient’s Calendar

(3b). (Optional) For technical reasons, make sure to choose Availability only or Full details from the Details drop down menu.

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Requesting to View a Shared Calendar Though you have the option to request to view the recipient’s calendar when sharing your own calendar, you can also request to view a calendar without sharing your own in advance. These calendars can be those of individuals, departments, rooms, or resources. Note: You can also choose Open a Shared Calendar to find an individual, department, room, or resource. However, choosing From Room List automatically filters to show only rooms.

Step Action

1. On the Home ribbon, click on Open Calendar in the Manage Calendars section.

2. For individuals, select From Address Book; for rooms, select From Room List; for all, select Open Shared Calendar


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Manually Editing Calendar Permissions While most calendar issues can be taken care of with simply sharing and requesting to view shared calendars, Outlook does provide the option of manually editing calendar permissions. This should only be done if absolutely necessary, as it can be complicated and easily broken.

Step Action

1. On the Home ribbon, click on Calendar Permissions in the Share section.

2. Either select an existing user under Name or click Add and select a user from the GAL.

3. Choose a preset permission level from the Permissions dropdown; or,

4. Mix-and-match the appropriate permissions by selecting from the Read, Write, Delete, and Other sections.

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Adding Other Calendars Outlook has the option of opening calendars that are not readily discoverable via the GAL. It may be useful to add calendars from the internet (often called iCals). iCals traditionally cannot be changed as they are for public use. Some examples of iCals can be found at the University Business Event Tracking web page (http://ubet.arizona.edu/subscribe-business-calendar). By clicking on an iCal link in an internet browser will normally directly add it to Outlook. Alternatively, calendars can be added manually, as shown in the screenshots below.

Step Action

1. On the Calendar tab, click on Open Calendar in the Manage Calendars section of the Home ribbon.

2. Click From Internet…


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Step Action

3. Paste the calendar’s URL into the text box.

4. Click OK.

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Managing Someone Else’s Calendar There are basically two ways of exercising control over someone else’s calendar: first, that person has given you author permissions so you may write to and delete from their calendar as you would your own; second, you have been given delegate permissions to someone else’s calendar so you may send and receive calendar entries (and mail, etc) on behalf of that person. In the first case, have the calendar’s owner repeat the appropriate steps from the previous section for your account, giving you read and write access to their calendar. In the second case, that of delegation, you will need to speak to your departmental IT person, as you cannot set delegation on your own. For more on delegating and editing granular permissions, see the videos on our Microsoft Outlook 2010 for Windows Resources page (http://uits.arizona.edu/workshops/workshop_detail?view=269#caldelegation).

http://uits.arizona.edu/workshops/workshop_detail?view=269#caldelegation


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Customizing the Calendar Tab

Viewing Calendars By selecting from the list of calendars on the left-hand side of the screen, you can switch between, add, or remove calendars from the main viewing area.

Step Action

1. Click inside the checkbox next to the calendar you would like to display or hide.

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Combining Calendars Often people have many calendars displayed. Viewing them side-by-side or overlayed on top each other is simple. Below, the first screenshot shows calendars in side-by-side mode. The second, in overlay view.


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Step Action

1. Click the arrow next to the calendar name to switch between side-by-side and overlay views.

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Colorizing Calendars To more easily view and distinguish between multiple calendars, Outlook allows for a selection of different colors. You can also change the default colors in Outlook’s Options.

Step Action

1. Right click on a calendar title (either in the calendar display window or the list) and choose Color.


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Combining Calendar with Other Features The Calendar screen is not limited to just calendars. The borders of the screen can include other highly useful information.

Daily Task List, Navigation Pane, and To Do Bar The option to turn off and on the Daily Task List, Navigation Pane, and To Do Bar can all be found in the View ribbon’s Layout section. See the screenshot below.

Lync If you have the Microsoft Office suite’s Instant Messaging program Lync installed, you also have the option to schedule Online Meetings. You can discover more about this on the Lync resources page at: http://uits.arizona.edu/workshops/workshop_detail?view=268

http://uits.arizona.edu/workshops/workshop_detail?view=268

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Advanced

There some things Outlook can do that extend its capabilities beyond even what has been discussed so far. The following are some examples of ways to make Outlook’s calendaring system work even harder while making your life easier.

Scheduling Across Servers On the University of Arizona campus there are a number of Exchange servers. That is, while some users have an email address like @email.arizona.edu, some have @library.arizona.edu or @medadmin.arizona.edu. This also applies to attendees with email addresses like @gmail.com or @yahoo.com. While users can email back and forth with no problem, scheduling is difficult because users can’t access each other’s calendars in Outlook. The same problem arises when scheduling meetings with people off-campus, like consultants or visitors. Getting around this is actually quite simple. The steps below are also illustrated by the following two screenshots:

Use the Scheduling Assistant to determine two or three viable options for everyone involved that is available to be scheduled in Outlook.

Place these potential spots on attendees’ calendars with the word HOLD: prefixing the title of the meeting.

Contact the outside attendees with the options.

When one is chosen, change the title of that event and remove HOLD.

Delete the other meetings.

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Tip: Remember, you can keep attendees “in” a meeting but not include them in any invitations or communications until after the final decision is made by checking or unchecking the box next to their name in the Scheduling Assistant.


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Conditional Formatting Similar to creating rules for calendar entries, it’s possible to always color a particular meeting organizer’s events a certain way, or make events with a specific word in the title another font. Conditional Formatting is very useful for those who organize visually.

Step Action

1. On the View ribbon, choose View Settings in the Current View section.

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Step Action

2. Choose Conditional Formatting.


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Step Action

3. Click Add and enter an appropriate name for the formatting rule (the name should be descriptive, like “One-on-One” rather than “CondFormRule1”)

4. Select the font and font color.

5. Click Condition…

6. Choose the appropriate conditions.

7. Click OK

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Appendix A – People Pane and Social Networks

People Pane and Social Networks By connecting your social networks to Outlook (like Facebook or LinkedIn) you have the option of bringing much more of your colleagues into your calendaring experience.

Step Action

1. In the View ribbon, click on People Pane and select Account Settings.

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Step Action

2. Complete the sign-in form for the social network you would like to join.

3. To add more networks, click on View social network providers available online and install Microsoft’s Outlook Social Connector.


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Appendix B – Calendar options The full extent of the options and preferences in Outlook 2010 for Windows is mammoth. To keep things manageable, the following list consists of a rundown of the options in the Calendar tabs in the File > Options window. Please note that the following are merely suggestions. This is, after all, your account and your client. Feel free to take the following as simply guidelines.

Work time o This not only changes how your calendar is displayed (with hours outside

this time range being darkened), but also informs others trying to schedule a meeting with you that they may be trying to schedule outside your normal working hours.

Calendar options o Default reminders: change this to whatever you find most useful. If you're

just going down the hall for most meetings, 5 minutes is probably fine. If all your meetings take place at your desk, try zero. If you have to go across campus, try 15 or 20. (You can change the number manually if you don't like the increments provided.)

o Allow attendees to propose new times for meetings: Up to you, but generally should be left checked to provide people flexibility if they can’t attend the requested time.

o Use this response when proposing a new meeting time: leave as Tentative.

o Add holidays to the calendar: if you wish to add additional holidays to your calendar, they can be found here. Note that Outlook's holiday list does not necessarily coincide with the holidays the University observes.

o Change the permissions for viewing Free/Busy information: This takes you to the same options dialog covered in the Calendaring section of these documents.

o Enable an alternate calendar: gives you the opportunity to use calendars like the Chinese lunar calendar or a Japanese Rokuyou calendar.

o When sending meeting requests outside of your organization use the iCalendar format: this should be left checked, as nearly every calendaring client (including Outlook) can read iCal but not everything can read Outlook's format.

o Show bell icon on the calendar for appointments and meetings with reminders: completely up to you.

Display Options o Default calendar color: you are limited to the 15 colors displayed here. o Use this color on all calendars: leaving this unchecked is suggested as

otherwise it can become confusing when viewing multiple calendars. o Date Navigator font: can leave alone, as it just changes the font that

appears on the small calendar above the list of calendars. o Show Click to Add prompts in calendar: allows you to simply click on a

time and propose a meeting. o Show week numbers in the month view and in the Date Navigator: if you

would like to see week numbers, feel free to check this. It has no other impact on Outlook.

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o When in Schedule View, show free appointments: if you tend to block your time to work at your desk but label that time as Free, this may be useful to check to avoid people overbooking you during your working time.

o Automatically switch from vertical layout to schedule view...: you will likely need to experiment with this as it can happen suddenly and cause confusion if you're not ready for it.

o Automatically switch from schedule view to vertical layout...: same as above.

Time zones o This should default to (UTC-07:00) Arizona. You would only want to

consider changing this if you often work with people in different time zones.

Scheduling assistant o Show calendar details in ScreenTip: leave checked. This can come in

handy as it allows you to simply hover over a calendar entry and see the details.

o Show calendar details in the scheduling grid: can also come in handy, as this allows you to see details of coworkers’ calendar entries when scheduling a meeting in the Scheduling Assistant.

Resource Scheduling o Most of the time your departmental IT person can help with this, should

you need to change these permissions.


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