Outlook Calendars - beginners handout

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					   Outlook Calendars (beginners)




Learning that makes a difference……
           go make the difference!
                                                                       Contents
Calendar layout ..................................................................................................................................................1
Calendar Views ...................................................................................................................................................1
Creating appointments .......................................................................................................................................2
   Reminders...................................................................................................................................................... 3
   Appointment Notes ....................................................................................................................................... 3
   Amending an appointment/event ................................................................................................................. 3
   Recurring Appointments/events ................................................................................................................... 4
   Private Appointments.................................................................................................................................... 5
   Create an appointment from an email .......................................................................................................... 6
 Outlook Calendars - beginners
 Calendar layout
 A typical Outlook Calendar may look something like this:


View
buttons
                                                                                           All day Event




Navigation
Pane




Appointments




 Calendar Views
 There are 3 main Calendar views, Day, Week and Month which you can change by clicking the relevant
 buttons:




 There are also other viewing options available on the menu bar:

                Click View on the menu bar




                Click the required option


 Steve Bott Issue 1.0 June 09                       1
Creating appointments
To create an appointment:

               Display your Calendar



               Click the New button on the Standard toolbar
               Click Appointment from the menu - a new appointment (untitled) appears on screen:




               Type a description for the appointment in the Subject box
               Type a location in the Location box (not mandatory)
               Enter a start and end date(s) and time(s)
               If the calendar item is an all day event tick the All day event box (when saved the event will
                appear as a banner at the top of your calendar – see the following example)




                        An all day event displays your time as free unless you change the status to busy by using
                        the Show As box dropdown in the Options group




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Reminders
If you want to set-up a reminder before the appointment/event:

               Display the Appointment tab



               Click the Reminder dropdown in the Options group




               Click the required reminder time – when the reminder time occurs a message is displayed on
                your screen




Appointment Notes
If you want to add any notes about the appointment/event:

               Click into the notes area of the appointment/event and add the required text (notes do not
                appear in your calendar – you must open the appointment to see them)
               Click the Save & Close button in the Actions group – the appointment/event is added to your
                calendar



Amending an appointment/event
To amend an appointment/event:

               Double click the appointment/event on the calendar to open it

               Make the required amendments

               Click Save & Close

Steve Bott Issue 1.0 June 09                           3
Recurring Appointments/events
If the appointment or event you are adding to the calendar is recurring e.g. every Monday for the next 5
weeks, you can set up a single appointment with a recurrence pattern - there’s no need to create a
separate appointment for each occurrence.

To set up a recurring appointment:

               Create a new appointment as previously described or open an existing appointment to add a
                recurrence pattern to it
               Display the Appointments tab




               Click the Recurrence button in the Options group




               Set up the recurrence pattern e.g. weekly, monthly, end date etc
               Click OK

               Click Save & Close – the recurring appointments are displayed in the calendar with a
                recurrence symbol




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To edit or delete an item or its recurrence pattern:

               Double click onto the item in the calendar
               A dialog box appears on screen asking if you want to Open this occurrence or Open the series.




               Choose one of the following options:


     1. Open this occurrence allows you to edit/delete this occurrence of the item without affecting the
        recurrence pattern.

     2. Open the series allows you to edit/delete the whole series of appointments and its recurrence
        pattern.


               Click OK

               Display the Recurring Appointment tab
               Click the Recurrence button in the Options group
               Make the required changes
               Click OK
               Click Save and Close



Private Appointments
When you look at a private appointment in your calendar the full details are displayed. However, if your
calendar is shared with other users they can only see the date and time of the appointment, not the subject
or location.

To create a private appointment:

               Create a new appointment
               Display the Appointment tab



               Click the Privacy button in the Options group
               Enter the relevant appointment details




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Click the Save and Close button in the Actions group – as previously mentioned other users will still be able
to see the appointment in your calendar but the subject will be hidden and displayed as “Private
appointment”. It cannot be opened or amended by other users.




Create an appointment from an email
You can quickly create an appointment from any email – the appointment is created with the same subject
as the email

To create an appointment from an email

               Go to the Navigation Pane and click the Folder List button




               You should be able to see your email and calendar folders




               Open the Inbox
               Click and drag the required email onto the relevant calendar name in the Folder List – a new
                appointment is created which also includes the email message text




               Add any other details
               Add the required timing
               Click the Save and Close button in the Actions group

Steve Bott Issue 1.0 June 09                           6

				
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