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Page 1: Lunch 'n Learn - Outlook: calendaring

Windows

Handy shortcuts and file handling

Page 2: Lunch 'n Learn - Outlook: calendaring

Outlook

Calendaring

Page 3: Lunch 'n Learn - Outlook: calendaring

Calendar view

• View your (shared) calendars• Select which calendars you want to view

• Quick view• Navigate between days or months

• Arranging views• Change to day/week/month view

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Manage your calendars

• Create a new calendar• Right click an existing calendar• Select ‘New Calendar’• Select folder

• Delete an existing calendar• Right-click an existing calendar > Delete

Calendar

• Open / share calendar• See LnL – Share info with your colleagues

• (Ex. 1)

Page 5: Lunch 'n Learn - Outlook: calendaring

Appointments (1)

• = Scheduled activity

• New• Home > New > New Appointment• <CTRL + N>• Double-click or right-click on a (free)

timeslot in your calendar• Select a range > right click > New

Appointment

• Basic information• subject, location, start time, end time, all

day event, body text

Page 6: Lunch 'n Learn - Outlook: calendaring

Appointments (2)

• Options• Show As:

• Free/busy information• Accessible information for others without

sharing your calendar.

• Reminder• Visual notification with sound

• Set the reminder time before the start of the appointment (or meeting)

• Recurrence• e.g. team meeting every week

• (Ex. 2)

Page 7: Lunch 'n Learn - Outlook: calendaring

Meetings (1)

• = Scheduled activity (appointment) with invites to others

• Create• Home > New > New Meeting• Convert an appointment to a meeting

• Click “Invite Attendees” button in appointment window

• Response options• Request responses• Allow new time proposals

• (Ex. 3)

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Meetings (2)

• When send• Meeting is added to your calendar (as organizer)

• Meeting is added to the calendar of your attendees (awaiting response)

• Mail invite is send to your attendees• See topic ‘Respond to meetings’

• Responses are sent to the organizer (e-mail) if ‘Request Responses’ is activated

Page 9: Lunch 'n Learn - Outlook: calendaring

Respond to meetings

• When a meeting is send• Mail invite is send to every recipient

• Possible responses• Accept

• Tentative (maybe)

• Decline• E-mail with invite is deleted and calendar item is

deleted

• Propose new time• Is sent to the organizer• When accepted, all invitees will receive an

updated invite request• Possible to auto suggest time

• (Ex. 4)

Page 10: Lunch 'n Learn - Outlook: calendaring

Edit and update meetings

• Double click an existing meeting

• Update information

• Send updated invite• A new e-mail with updated information is sent to

your invitees.

• When you change the receipients:• Send the update to changed attendees or to all

• Cancel a meeting• Send Cancellation

• (Ex. 5)

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Propose new time

• Proposal is sent to the organizer

• When accepted, all invitees will receive an updated invite request

• Possible to auto-suggest suited timeframe

• (Ex. 6)

Page 12: Lunch 'n Learn - Outlook: calendaring

Track meeting responses

• Open meeting > view the response pane

• Open meeting > Show > Tracking

• List of required and optional attendees and their responses

(Ex. 7)

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Scheduled view

• When• View free/busy information from other

persons within the college

• See free timeslots on shared calendars

• Add Attendees• Type name or select from the address book

• Set optional or required

• Add start and end time

• View availability status• When not available -> possible to choose

from the sugested times

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Tag and categorize items

• Appointment/meeting > Tags

• Make private• You are the only one who can see the

appointment details

• Even if your calendar is shared

• Others can see free/busy info

• Categorize • Select meeting or appointment

• Calendar Tools > Tags > Categorize

• e.g. vacation, absence, team meetings

• See LnL – Outlook Miscellaneous

Page 15: Lunch 'n Learn - Outlook: calendaring

Q&A

Future questions?

• ICT intranet Training

ICT Service Lunch ‘n Learn

• Helpdesk

http://ict.coleurope.eu

[email protected]

Tel 050 47 70 00


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