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Utilizing Microsoft Outlook
How to efficiently manage
office calendars and
schedule group meetings
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Microsoft Outlook Calendar: What can it do for you?
• So your office has invested in a Microsoft Exchange Server, now what?
• How do I use MS Outlook Calendar?• Why should I want to use MS Outlook
Calendar?• How will using calendar may my work life
easier?• Tell me more…
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Topics to be covered
• Microsoft Outlook calendar basics• Setting appointments or meetings• Inviting other people to meetings• Scheduling resources needed for meetings• Sharing your calendar• Empower your support staff to help
manage your calendar• Review of MS Outlook Calendaring
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MS Outlook Calendar 101
• What does the basic calendar look like?• What are my options for layout, color
scheme, viewing panes, etc?• How do I get the calendar to do what I
want?• What does an appointment look like?• What does a meeting look like?• Can I view more than one calendar at a
time?
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Basic Calendar Layout-Month viewToolbars options covered later
View One month or many
Show as many or as few as you like
Works like any Windows Product
Month, Day, Work week or Today View
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View toolsArrange by provides you with lots of options
Choose your view of the calendar-day, week or month
View your calendar items by various options: currently viewed by conversation
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Work week view
Set intervals in calendar listings by right-clicking the time bar
Two Month View
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Day viewJam packed day???
See full calendar with meeting by meeting listing for each day
Change time span for a work day, if needed
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Setting calendar optionsClick on Tools/Calendar/Options
On this menu, you can set
•days in the work week
•start & end time
•fiscal or calendar year
•display optional week numbers
•change color scheme
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File tools
File/New Full listing of optional choices for new activities
Import & Export, Archive, Page Setup, Preview, Print—all choices like MS Word
Working offline is an option, if network connection is not currently available
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Edit tools
Edit tools do not have many options in calendaring—More tools available in email, tasks and contacts
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Go tools
Go Tools provides a quick “One Click” navigation option from Calendar to other Outlook Components
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“Tools” tools
Tools are very important helpers for calendar or any Outlook program
• Send and Receive• Find• Address Book• Empty Deleted Items
Folder• Other options
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Action tools
“Two-click” action buttons different than the “Go” menu options
Allow for quick opening of new item within just Calendar
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HELP!
Help in MS Outlook operates much like MS Word and other MS Office tools
Use it!
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Toolbars-what they can do for you
Toolbars help you to do what you want, quickly and with one click
Toolbar shown in the Standard Toolbar
Other choices are Web or Advanced
Color scheme
View Group Schedules View format Find tool as in other
Office Applications
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Recap of Calendar
• Change view from day, week or month• Change view and placement of reading
pane• Options you can set for window format• Utilizing toolbars to set your preferences• Help can answer your questions
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Setting appointments
• MS Outlook working with MS Exchange Server allows for online calendaring and scheduling
• Set up your own meetings• Set up meetings for groups• Set meetings and invite attendees• Schedule time using shared resources
such as meeting rooms
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New Appointment/MeetingSubject:topic of the meeting
Location: where meeting will occur
Keep calendar listing short and put detail here
Time issues: date and time meeting begins and ends or all day event
Reminder notice Show time as…
Can add label for type of meeting, and will color code the entry
Private option: especially important with shared calendars where you want to keep meeting hidden from view: i.e. doctor’s appointments, etc.
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Setting a group meeting
Select New Meeting, then go to the “Scheduling” Tab
Add other meeting attendees from your address book
Use Auto Pick selection to look for next available time for meeting
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Viewing multiple calendars to assess availability of meeting attendees
This option shows multiple schedules of possible meeting attendees
Allows you to look for “free blocks of time”
Once again you can use “Auto Pick Next” to look for the next available time on all potential meeting attendees
After you find an available time block, they you click on “Send Invitation” to send email invitation to attendees
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Sending a meeting requestMeeting attendees will receive an email like the one shown here Attendees will have the
choice to Accept, Tentatively Accept, Decline or Propose a New Time
Once you choose a choice, a response email will be generated to the meeting organizer
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Accept/Decline meeting request
Next the attendee has the choice to send a response to the meeting invitation
After making your choice, click “Ok” to send
If you accept, meeting is placed automatically on your calendar
Decline, Propose a New Time and Tentative chosen: a new response is sent
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Providing administrative support for someone via Outlook Calendar
• MS Outlook calendar allows support staff to– Check your calendar anytime– Set meetings for you– Modify previously set meetings
• Setting permissions for extra users– Viewing and sharing– Setting appointments for others– Other calendar sharing issues
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Assigning delegates to your calendar
Go to the Tools/Options/ Delegates tab to view a list of Calendar delegates you can assign access to your information
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Recap of training
• Calendar views• Calendar tools• Setting meetings• Reserving resources• Sending and accepting meeting requests• Sharing your calendar• Setting meetings for supervisors• Viewing and sharing multiple calendars
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No MS Exchange Server?
• MS Outlook calendaring is still one of the most useful calendaring software in use today
• Still can utilize most of the calendaring features
• Meeting setting would be for individual calendars
• Still add to productivity and efficiency of the office environment
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Any Questions?????