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Out look 2010 — Ca lendar

Task Preview Pane

A preview pane of any tasks you have

created for yourself. Double-click on a Task

to see the details. Or, you can click once

on the Tasks Button in the Navigation Pane

to see, edit or add tasks.

The Calendar Ribbon

This replaces the dropdown menus

in 2003 and older versions of

Outlook. Click on various Tabs at

top of the screen to access more

features and options.

Top Pane

Middle Pane

Bottom Pane

Navigation Panes

A mini calendar is displayed at the top of the pane.

The center area displays all calendars to which you

have access (including calendars you create. In

the bottom area of the pane, click a button to

choose what you want to view, such as Mail,

Calendar, Contacts, etc.

Tabs

Your Appointments

& Meetings

Double-click on an existing

appointment to see details. If you

double-click in an empty area of

the calendar, you can create a

new appointment or meeting.

Sections

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Calendar Views

Use Outlook’s various Views to see your appointments and meeting in carious formats.

Monthly Schedule:

Daily Schedule:

Weekly Schedule:

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Create a New Calendar Event /Appt .

You can create a calendar appointment that is just for you, or for an event/

meeting with others.

1. In Calendar, on the Home Tab, in the “New” section, click Appointment. You can

also Double-click any blank area on the calendar grid to create a new

appointment.

2. In “Untitled Message” box, enter your information,

then click “Save & Close.”

3. On the Appointment Tab, in the “Options” section,

click the Show As box and then click Free,

Tentative, Busy or Out of Office. By designating

each appointment as busy, free, tentative, or out

of office, other Outlook users know your availability.

4. To make the appointment recurring, on the

Appointment tab, in the Options group, click

Recurrence, and choose a frequency

(Daily, Weekly, Monthly, Yearly) with which the

appointment recurs, and then select options for

the frequency. Click OK.

Adding a recurrence to an appointment changes

the Appointment tab to say Recurring

Appointment.

To cancel a recurring appointment, open the

appointment, click on Recurrence and click

Remove Recurrence.

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Appointment & Meet ing Opt ions

Reminders

By default, a reminder appears 15 minutes

before the appointment start time.

To change when the reminder appears, on

the Appointment Tab, click the Reminder

dropdown arrow and then click on the

new reminder time.

To turn the reminder off, click None.

Private Appointment

Other CCSF employees may access aspects of

your calendar (i.e., if someone needs to find a

common time to schedule a meeting). If you

would like to hide details about an appointment,

you can click the Private icon (the little gold lock

in the “Tags” section on the Appointment Tab.

Appointment Priority

When scheduling an appointment or a meeting,

you have the option to set a higher or lower

Priority on the meeting. The option for this is on

the Appointment Tab under the “Tags” Section.

Organize by Color Categories

You can also organize your calendar by

assigning your various events color

categories. On the view Tab, click on an

existing appointment or meeting, then from the

Meeting Tab, click ion the Categorize button and

choose a color.

Always click Save & Close whenever you are finished choosing your options.

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Calendar a Group Meet ing

1. Start by clicking the New Meeting button on the

Calendar Home Tab.

2. On the “New Meeting” screen, enter

your meeting information. Use the To

button to find contacts.

3. To add a document (such as an agenda)

to your meeting invitation, click Attach

File button. Find your document, click

on it, then click Insert.

4. If the meeting is to occur on a regular basis,

add a Recurrence from the Meeting Tab

(see page 2 for more information on how

to make a meeting into a recurrent event).

In addition o creating a Calendar item just for you, you can also create a meeting

Calendar a Group Meet ing con’ t

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5. If you select the recurring option, your

meeting appointment will now include

information about the recurrence, and

Outlook will populate your calendar with

all of the future meeting dates.

Track Invi tee Responses

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You can use the Scheduling Assistant to help you find a time when all attendees are

available. You can also Track invitee responses to see who will attend or not.

Finding a Common Free Time:

Once you have included all of your invitees’ name, click

on the Meetings Tab, then click Scheduling Assistant and

you will see the “Free / Busy” Scheduling Grid, which shows

the availability of attendees:

The green vertical line represents the start of the

meeting. The red vertical line represents the end of

the meeting. Slide/Drag the vertical lines (or the scroll bar

at the bottom) to see more times and find free times.

Track Invitee Responses to Your Meeting:

The Tracking button is only visible if you are the

meeting organizer.

1. On the Meeting tab, click the Tracking button

to see how your invitees have responded so

far to your meeting request.

When an attendee receives a meeting

invitation, they have three options to

respond: Accept

Tentatively Accept

Decline

Attendees also have the option to: Edit the Response Before Sending

Send the Response Now

Do Not Send a Response

Accepted

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Create a Group Calendar

If you meet with the same group regularly, you may want o create a special calendar just

for that group of people.

Create the Calendar

1. On the Home Tab, in the

“Manage Calendars”

section, click the Calendar Groups button,

then click Create New Calendar Group.

2. Give the Group Calendar a name, then click OK.

3. On the next screen you can add people to the

group by double-clicking their names, then click OK..

4. On the next screen, you’ll see the list of

everyone in your group. Click the little

Calendar icon next to each person’s name

to request access to their calendar.

Create a Group Calendar , con’ t

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Share the Group Calendar the Members of that Group

5. On the Home Tab, in

the “Share” section,

click the Share

Calendar button.

6. Enter the names of the people you

want to share access to this calendar

with in the “To” field. Choose how

much detail you want the other

members of the group to be able

to see.

Optional: You can also request to see

their calendars from this screen if you

didn’t do so on step 4.

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Group Calendars , con’ t

You may want someone to help manager your appointments and meetings, by allowing

them to have specifics permissions to read and/or edit Appointments on your calendar.

1. On the Home Tab, in the “Share”

section, click the Calendar

Permissions button.

2. In the “Calendar Properties”

window, click Add button to add

the people you want to grant

permission to access and/or edit

your calendar.

Double-click on the name of

each person to whom you want

to grant permission

3. Back on the “Calendar

Properties” window, click the

dropdown menu next to

Permission Level to choose

what sort of permissions you

want to allow.

Then, choose various

specific permissions to grant.

4. First click Apply then click OK.

If you want to give different permission to different people,

repeat these steps for each person (or group of people)

who will varying permissions.

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Notes

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Gett ing Help

Introduction to Outlook Workshop: If you have never attended one of ITS’ Introduction to Outlook workshops, you can sign up

for one of the workshops at www.ccsf.edu/td homepage and clicking CCSF’s New Email

System Training page. On the next page, you will see a link to register for one of our many

workshops. Workshops are offered both in morning and afternoon on a variety of days and

at several CCSF campuses. We are unable to accommodate the many requests for

individual tutoring, so if you cannot make it to one of the workshops, check out some of the

options below.

Outlook Help Drop-in: Visit the www.ccsf.edu/td website for information about Drop-in Help sessions. We usually

schedule drop-in sessions between morning and afternoon structured workshops.

Learn at Your Own Pace: On the CCSF’s New Email System Training website (www.ccsf.edu/td/NewEmail) you will find

several documents and short tutorial videos from Microsoft to help you learn how to use the

new email system.

Email or Call: For technical issues and questions (such as lost passwords, email not arriving, etc.), call the

CCSF HelpDesk at 3097.