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					Outlook Calendar
  User Guide
Contents
Schedule                                                                                                                                    1
  Schedule an Appointment ............................................................................................................ 1
  Schedule a Meeting ...................................................................................................................... 2
  Schedule an Event ........................................................................................................................ 4
  Create a Group Schedule.............................................................................................................. 5
Accept/ Decline/ Propose new time                                                                                                           7
  Accept a Meeting Request ........................................................................................................... 7
  Decline a Meeting Request .......................................................................................................... 7
  Propose New Time ....................................................................................................................... 7
Add a Room (which rooms available – 3rd and 6th floor conference rooms)                                                                    9
Integration                                                                                                                               12
  Make an Email into an Appointment ......................................................................................... 12
Attach an agenda/documents/links                                                                                                          14
  Attach Files to Calendar Events ................................................................................................. 14
  Attach E-mails to Calendar Events ............................................................................................ 15
Share a Calendar                                                                                                                          17
  View a shared calendar .............................................................................................................. 18
  Open someone's calendar to view free/busy times ..................................................................... 20
Outlook Calendar
User Guide


 Left Mouse Button
 In this tutorial, whenever we indicate that you need to click a mouse button, it will mean to
 click the left mouse button – unless we specifically indicate that you should click the right
 mouse button. So, always move the cursor over the “place” we indicate and “click left” unless
 we tell you otherwise.


Schedule

Schedule an Appointment
   1. On the File menu, point to New, and then click Appointment.




   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.
   7. Click the Frequency (Daily, Weekly, Monthly, Yearly) with which the
      appointment recurs, and then select options for the frequency.
   8. Click OK.
   9. Click Save and close.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   1 of 20
Outlook Calendar
User Guide

Schedule a Meeting
   1. In Calendar, on the Actions menu, click Plan a Meeting.




   2. Click Add Others, and then click Add from Address Book.




   3. Find the user and click Required, Optional, or Resources. (The Required and
      Optional attendees appear in the To box on the Appointment tab, and Resources
      appear in the Location box.)
   4. Click OK.
   5. Click a time when all invitees are available. You can use AutoPick Next to find
      the next available free time for all invitees. Then, click Make Meeting.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   2 of 20
Outlook Calendar
User Guide




  6. In the Subject box, type a description.
  7. Enter the location of the meeting in the Location box.
  8. If you want to make the meeting recurring, click Recurrence, and then select the
     recurrence pattern.
  9. Select any other options you want.
  10. Click Send.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   3 of 20
Outlook Calendar
User Guide


Schedule an Event
   1. In Calendar, on the Actions menu, click New All Day Event.




   2. In the Subject box, type a description.
   3. In the Location box, enter the location.
   4. To specify the time, uncheck All day event and choose the Start time and End
      time.




   5. Select any other options you want.
   6. Click Save and Close.


 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   4 of 20
Outlook Calendar
User Guide

Create a Group Schedule
   1. In Outlook 2007, open your Calendar folder.
   2. On the Actions menu, click View Group Schedules.




   3. Click New, type a name for the group schedule
   4. Click OK.
   5. In the group's schedule dialog box, click Add Others and click Add from
      Address Book.




   6. The Select Members dialog box appears. Select Members dialog box.

 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   5 of 20
Outlook Calendar
User Guide

   7. Click a contact, and then click To. Repeat this step to add other members from
      your Address Book. You can choose members from different address lists.
   8. Click OK.
   9. To add a public Calendar folder, click Add Others and click Add Public Folder.




   10. The Select Folder dialog box appears. Select Folder dialog box.
   11. Click the public folder, and click OK.
   12. Click Save and Close.
By adding a public Calendar folder to a group schedule, the calendar's events are
available for scheduling purposes. You can incorporate group-wide or company-wide
events into your schedule.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   6 of 20
Outlook Calendar
User Guide


Accept/ Decline/ Propose new time

Accept a Meeting Request
   1. Open the meeting request.
   2. Click Accept Proposal.




   3. Click Send Update.


Decline a Meeting Request
   1. Open the meeting request.
   2. On the Meeting Response tab, in the Respond group, click Decline, type your
      message, and then click Send.




   3. In the meeting request, on the Meeting Response tab, in the Action group,
      click Delete.


Propose New Time
   1. In the open meeting request, on the Message tab, in the Respond group, click
      Propose New Time.
   2. Click either Tentative and Propose New Time, or Decline and Propose New
      Time.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   7 of 20
Outlook Calendar
User Guide




   3. Click a time when all invitees are available.




   4. Click Propose Time.
   5. Click Send.

Outlook 2007 sends a default message saying that you want to propose a new time but
you have tentatively accepted the meeting. You can change this default message to say
that you want to propose a new time, and that you are declining the meeting:

   1. On the Tools menu, click Options, and then click Calendar Options.

   2. In the Use this response when you propose new meeting times list, click the
        setting that you want.



 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   8 of 20
Outlook Calendar
User Guide


Add a Room (which rooms available – 3rd and 6th floor
conference rooms)
  1. To schedule a meeting, start in the calendar
     view.
  2. Click on Open a Shared Calendar on the
     left-hand side.
  3. In the dialogue box called Open a Shared
     Calendar, you can type the exact name of
     the resource room if you know it (i.e.
     SON.CSU Interview Room-1), or you can
     search for it.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   9 of 20
Outlook Calendar
User Guide

  4. To search for a resource room, click on Name.




  5. By default, Outlook will direct you to the Global Address List.




  6. Select All Rooms under Address Book.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   10 of 20
Outlook Calendar
User Guide

  7. Scroll down until you find the room that you are looking for (i.e. Dean’s Office
     Conference Room).




  8. Select the conference room.
  9. Click OK.
  10. You are done! Now that you have selected this calendar, it will show up under
      People’s Calendars so that you do not have to search for it in the future.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   11 of 20
Outlook Calendar
User Guide


Integration
Outlook Provides INTERGRATED Contacts, Emails, Tasks, and Calendars.



                                          Tasks              Notes




                                   Contacts                          Email



                                                  calendar




Make an Email into an
Appointment
   1. Highlight the message that
      you would like to make into
      an appointment.
   2. Drag the e-mail to the
      Calendar tab. This action
      creates an appointment with
      the body of the e-mail in the
      notes field.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   12 of 20
Outlook Calendar
User Guide




  3. Fill out the dates, time, etc., for the appointment.
  4. Select Save & Close. You are done! The e-mail is now an appointment in your
     calendar.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   13 of 20
Outlook Calendar
User Guide


Attach an agenda/documents/links
   1. Follow steps 1-4 under the section Schedule an Appointment.
   2. The body of a calendar event can be used to store any information pertinent to the
      event.




   3. Files and e-mails can be attached to the event as well.
   4. Select Save & Close. You are done! The information is now in the body of the
      appointment in your calendar.


Attach Files to Calendar Events
   1. Follow steps 1-4 under the section Schedule an Appointment.
   2. Select the second tab Insert.




   3. Select Attach File.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   14 of 20
Outlook Calendar
User Guide




   4. Navigate to the file.
   5. Select Insert.
   6. Select Save & Close. You are done! The file is now attached to the appointment
      in your calendar.


Attach E-mails to Calendar Events
   1. Follow steps 1-4 under the section Schedule an Appointment.
   2. Select the second tab Insert.
   3. Select Attach Items.




   4. Navigate to the message that you want attached to the calendar event.
   5. Click OK.
   6. The message will show up in the body of the Event.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   15 of 20
Outlook Calendar
User Guide




       7. Select Save & Close. You are done! The e-mail is now attached to the appointment
          in your calendar.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   16 of 20
Outlook Calendar
User Guide


Share a Calendar
In Outlook, your calendar is a folder that stores information about your meetings,
appointments, and so on. Sharing your calendar makes all this information visible to
others that you select.
   1. On the Navigation Pane, under the
      Calendar folder, you would click
      Share My Calendar.
   2. Next you would add the name of the
      person you want to share with, and
      you would set permissions.
      Permission levels that you would be
      likely to use for calendar sharing
      include:
                 Reviewer can read calendar
                  entries but cannot create,
                  modify, or delete them.
                 Author can read or create
                  calendar entries, and can
                  modify or delete only entries
                  that the author has created.
                 Editor can read, create,
                  modify, or delete all calendar
                  entries, whether or not the
                  editor has created them.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   17 of 20
Outlook Calendar
User Guide


View a shared calendar
When you're viewing your calendar, you'll see a link in that pane called Open a Shared
Calendar. To open the shared calendar, you would click this link, click the Name
button, and select or type the name for the person sharing with you. Right away, you'd
see the name listed under Other Calendars.
You can request someone to share his or her Calendar with you.
   1. In Calendar, in the Navigation Pane, click Share My Calendar.




   2. Enter the name of the person to whom you want to reqest access to view his or her
      Calendar.
   3. Type a subject for your e-mail message.
   4. In the To box, enter the name of the recipient for the sharing invitation message.
   5. In the Subject box, type a subject for the e-mail message.

 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   18 of 20
Outlook Calendar
User Guide

  6. Select the Request permission to view recipient's Calendar check box.




  7. In the message body, type any information that you want to include.
  8. Click Send.
  9. Review the confirmation dialog box, and then, if it is correct, click OK.




Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   19 of 20
Outlook Calendar
User Guide


Open someone's calendar to view free/busy times
Unless you have delegate rights, Outlook does not have an option where you can open
and view an individual's calendar.
To see someone's free/busy times in Outlook you have two options:
       Start a New Appointment and then add the individual as an attendee.
       Create a Group View, add the person(s) and then click the View Group
        Schedules button any time you want to view the group calendar(s).
To create a group view:
   1. Select Actions > View Group Schedules.




   2. Click on the New button.
   3. Enter a "Group name" (e.g. IT Staff), enter the name(s) of the group member(s)
   4. Click OK.




 Adapted with permission from materials from Lynchburg College, Last Updated 12/30/2011   20 of 20

				
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