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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?????