OUTLOOK 2010 - CALENDAR€¦ · Information Technology Services Microsoft Outlook 2010 - Calendar Learning Guide Page 12 of 15 Topic 5: Meetings, continued Schedule a meeting, continued

INFORM ATION TECHNOLOGY SERVICES

OUTLOOK 2010 - CALENDAR

LEARNING

GUIDE

Information Technology Services Microsoft Outlook 2010 - Calendar Learning Guide

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Course Overview

Welcome Information Technology Services is happy to provide you with this training opportunity. We

hope that you enjoy it and the time you invest in participating is valuable to your work here at Massey University.

Feedback Upon course completion please fill out the online ITS Course Evaluation form. Your feedback

is confidential and the information you provide allows us to deliver relevant and high quality ITS training for staff.

Purpose To demonstrate key functions of Outlook 2010 Calendar, introduce new features, customize

and sharing your calendar, and practice making appointments and scheduling meetings.

Objectives At the end of this training you will:

Know how to customize your calendar settings

Be familiar with some new features of including; Lync Online Meeting.

Understand how appointments can help to manage tasks required of your role

Know how to use the schedule meetings and to invite others

Be able to share your calendar and open others calendars

Format A three hour face-to-face training session.

Learning guide Please return printed material to the Trainer at the end of the session.

A digital copy of this document is available online.

ITS thanks you for considering the environment before printing.

Help & information

For help or information in addition to what is provided in this training please visit:

Massey University:

Request ITS Service Desk assistance by phoning extension 82111.

ITS – Outlook 2010 http://www.massey.ac.nz/?w50281454r

ITS – AskIT https://askit.massey.ac.nz/webrequestor/

Microsoft Office Outlook Support:

http://office.microsoft.com/en-nz/support/getting-started-with-microsoft-office-2010-FX102348254.aspx

http://www.massey.ac.nz/?w50281454r

https://askit.massey.ac.nz/webrequestor/




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Contents

Topic 1: Auto-Launch Outlook ..................................................................................................................................... 4

Introduction ............................................................................................................................................ 4

Set auto-launch ...................................................................................................................................... 4

Default view ............................................................................................................................................ 4

Topic 2: Auto-open Calendar ....................................................................................................................................... 5

Topic 3: Customize Calendar Settings .......................................................................................................................... 6

Introduction ............................................................................................................................................ 6

Work time ............................................................................................................................................... 6

Lync work hours ...................................................................................................................................... 6

Time Scale ............................................................................................................................................... 6

Reminders ............................................................................................................................................... 7

Holidays .................................................................................................................................................. 7

Topic 4: Appointments ................................................................................................................................................ 8

Introduction ............................................................................................................................................ 8

Create new appointment ....................................................................................................................... 8

View scheduled appointment ................................................................................................................. 8

Edit a scheduled appointment................................................................................................................ 9

All day event ........................................................................................................................................... 9

View all day event................................................................................................................................... 9

Recurrence ............................................................................................................................................. 9

View recurring appointment ................................................................................................................ 10

Edit series or an occurrence ................................................................................................................. 10

Topic 5: Meetings ...................................................................................................................................................... 11

Introduction .......................................................................................................................................... 11

Schedule a meeting .............................................................................................................................. 11

Topic 6: Online Meetings – Lync ................................................................................................................................ 13

Introduction .......................................................................................................................................... 13

New online meeting ............................................................................................................................. 13

Topic 7: Permissions .................................................................................................................................................. 14

Check permissions ................................................................................................................................ 14

Grant new permissions ......................................................................................................................... 14

Edit permissions ................................................................................................................................... 14

Free/Busy Time ..................................................................................................................................... 14

Topic 8: Sharing ......................................................................................................................................................... 15

Share your calendar .............................................................................................................................. 15

Open a shared calendar ........................................................................................................................ 15


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Topic 1: Auto-Launch Outlook

Introduction How much does Outlook support you doing your work?

Consider setting Outlook to auto-launch when you login each day.

Set auto-launch Set Outlook to launch automatically upon start-up/login by following the steps below.

Step Action

1 Click Start > All Programs > Microsoft Office

2 Right-click Outlook icon > click Copy

3 Scroll down to right-click on Start Up > click Explore

4 Right-click into right-hand pane > click Paste

5 The shortcut is now pasted in the Start Up view

Hint – check that Outlook auto-launches next time you restart your computer.

Default view By default Outlook is set to open in Email pane view.

How effective is your time spent checking emails at the start of your day?

Concept Your calendar shows your available time to complete tasks required of you in your role.

This is the blank spaces in your diary – the time between meetings/appointments.

Schwartz (2013) suggests focusing on time available to complete important tasks rather than on emails flowing into your Inbox at the start of each day is good time management practice and can improve your productivity.

Schwartz, T. (2013, May 17). Life@Work - faced with overload, a need to find focus. Retrieved June 3, 2013, from Deal Book: http://dealbook.nytimes.com/2013/05/17/faced-with-overload-a-need-to-find-focus/

Consider setting Outlook to open in Calendar pane view.

http://dealbook.nytimes.com/2013/05/17/faced-with-overload-a-need-to-find-focus/


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Topic 2: Auto-open Calendar

Auto-open Calendar pane

Set Outlook to open in Calendar pane view by following the steps below.

Step Action

1 Click on File tab > select Options from the drop-down menu

2 Select Advanced in the Outlook Options pop-up window

3 Click the Browse button in Outlook start and exit

4 Select Calendar folder > click OK > OK to close all boxes

Hint – Close and re-launch Outlook to check Calendar view auto-opens.


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Topic 3: Customize Calendar Settings

Introduction Customize your calendar settings to better represent your real world work schedule.

In this topic we look at adjusting the following settings:

Work time Time Scale Reminders Holidays

Work time Define work time to match your normal work hours by following the steps below.

Step Action

1 On File command tab click Options on the left-side menu

2 In Outlook Options window click Calendar on the left-side menu

3 Under Work time select Start time and End Time from pick-lists, tick days which are your work days > click OK to close Outlook Options window

Lync work hours Your Outlook Calendar Work Time setting

above is also used by Lync as your specified work hours.

For example in Lync Call Forwarding you can specify calls are only forwarded during work hours.

Time Scale Adjust time scale to display units of time which suit your preferred work schedule.

Step Action

1 On View command tab in the Arrangement group click Timescale

2 Select display time from the pick- list

3 For each Time Scale setting see how the level of Appointment detail displayed in the calendar changes

Continued on next page


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Topic 3: Customize Calendar Settings, continued

Reminders Set default reminder settings for appointments/meetings by following the steps below.

Step Action



3a To alter the timing of reminders:

Under Calendar options > select timing from Default reminders pick-list.

3b Or, to remove default reminders:

Untick Default reminders checkbox

4 Click OK to close Outlook Options window

Holidays Add country specific holidays to your calendar by following the steps below.

Step Action



3 Under Calendar options > click Add Holidays button

4 Tick location checkboxes > click OK to close Add Holidays to Calendar window

5 Click OK to close Outlook Options window

Repeating this process adds a duplicate set of holidays to your calendar.


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Topic 4: Appointments

Introduction Appointments are activities scheduled in your calendar which do not involve other

people or resources (e.g. rooms). In this topic we will:

Create a new appointment

Use the Show As setting to let other people know your availability

Change the default reminder setting for the appointment

Make the appointment recur

Create new appointment

Create a new appointment by following the steps below.

Step Action

1 On Home tab in New group click New Appointment

Alternatively you can double-click a time block in your calendar pane to open a new appointment

2 In Subject text-box type subject of your meeting >

Consider using action/topic words like ‘Design Flow-Chart for ABC Process’ >

In Location box type the appointment location or leave blank if you prefer

3 Select Start time and End Time from the date and time pick-lists

4 On Appointment tab in Options group click Show As pick-list drop-down > click to choose: Free, Tentative, Busy or Out of Office >

In Options group click Reminder pick-list drop-down > click to choose when reminder appears or turn reminder off by choosing None

5 On Appointment tab in Actions group click Save & Close

View scheduled appointment

The appoint will be displayed in the calendar pane at the specified date/time



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Topic 4: Appointments, Continued

Edit a scheduled appointment

Make changes to an appointment by following the steps below.

Step Action

1 Double-click scheduled appointment in calendar pane time block

2 In Appointment window edit appointment settings


All day event Make an appointment an all-day event by following the steps below.

Step Action

1 Create a new appointment or edit a scheduled appointment

2

In Appointment Window next to time pick-lists tick All day event check-box


View all day event

All day events display the top of the calendar pane – not in a time block

Recurrence Make an appointment recur by follow the steps below.

Step Action

1 On Appointment tab in Options group click Recurrence >

2 Set recurrence pattern > click OK




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Topic 4: Appointments, Continued

View recurring appointment

Recurring appointments display in calendar pane at each date/time recurrence with the recurrence symbol indicator

Edit series or an occurrence

Edit an instance of a recurring appointment or whole series by follow the steps below.

Step Action

1 Double-click instance of recurring appointment in calendar pane time block

2 Choose Open the occurrence or Open the series from the Open Recurring Item window > click OK

3 In Recurring Event window edit the occurrence or series settings



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Topic 5: Meetings

Introduction A meeting is an appointment that includes other people and maybe also resources such

as meeting rooms. Responses to meeting requests (invitations) appear in your Inbox. In this topic we look at how to schedule a meeting.

Schedule a meeting

Schedule a meeting with participants by following the steps below.

Step Action

1

Click New Appointment on the Home ribbon menu to open an Appointment window.

Note: You can also double click on blank date/time space in your diary

2

Type the Subject of your meeting

Note: Use action/topic words for example Brainstorm Timetable

3

Click Scheduling Assistant on the Appointment ribbon menu

4 Select meeting Start time and End Time on the date and time pickers

5 Click Add Attendees to launch Select Attendees and Resources: Global Address Book.

6

Search and select required attendees, optional attendees and room resources by highlighting their name and clicking the relevant button and then click OK to close the Global Address Book.

Required = you want them to respond to your meeting request Optional = you don’t need them to respond to your meeting request Resource = Rooms which have a dedicated Calendar for scheduling use



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Topic 5: Meetings, continued

Schedule a meeting, continued

7

The free/busy grid shows the availability of attendees.

A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

8

Click Appointment on the Meeting ribbon menu

Note: This is the same ribbon you used before to select Appointment but it is now called Meeting – this is because you have added attendees.

9

In this view you will see the attendees (both required and optional) and the calendar for the room resource are going to be emailed with the Meeting Invitation.

Note: Until you send this invitation the info icon/message Invitations have not been sent for this meeting will be displayed.

10

Click Send and navigate to scheduled meeting date/time and see how it displays


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Topic 6: Online Meetings – Lync

Introduction Microsoft Lync online communications software provides a new Calendar feature to

schedule and join an Online Meeting. Online meetings are best for small meetings or sharing and collaboration sessions with people inside Massey. If you have Lync installed on your computer you can see this new feature in Calendar.

New online meeting

Schedule a new online meeting by following the steps below.

Step Action

1 On Home tab click Online Meeting

2 In the meeting request, on Meeting tab in Online Meeting group, click Meeting Options

Customize settings for:

Who has access to this meeting

Who has Presenter privileges during the meeting

Dial in locations, announcements and pin

3 Note in the body of the meeting request a hyperlink to click and a phone number and Conference ID to dial.

Participants can use either option to join the online meeting.

4 Complete the meeting request the same way you would for other meetings and click Send

5 Both sender and recipient can join the online meeting by opening the meeting and in meeting window clicking Join Online Meeting


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Topic 7: Permissions

Check permissions

Check who has permissions to share your calendar:

On Home tab in Share group click Calendar Permissions.

A list of people who have permission for your calendar is displayed on Permissions tab of Calendar Properties window

Grant new permissions

Add a new person to grant permissions for:

On Permissions tab of Calendar Properties window click Add… button > search and select person from Add Users window > click OK >

Select to highlight person in permissions list

Edit permissions

Edit permissions granted to a person:

Select Permission Level from pick-list – each has Read, Write, Delete and Other settings

You can overwrite these to create a Custom permission level

A table of permission levels and what each one allows is set out below

Click OK or Apply to save permission settings.

Owner Create, read, modify, delete all items, create subfolders, change permission levels for others (Does not apply to delegates.)

Publishing Editor Create, read, modify, and delete all items, and create subfolders. (Does not apply to delegates.)

Editor Create, read, modify, and delete all items.

Publishing Author Create and read items, create subfolders, modify and delete items you create. (Does not apply to delegates.)

Author Create and read items, and modify and delete items you create.

Contributor Create items only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer Read items only.

Custom Perform activities defined by the folder owner. (Does not apply to delegates.)

None No permissions.

Free/Busy Time

The amount of details displayed to others when scheduling a meeting with you depends on your calendar permissions Free/Busy settings.

Set Default and Anonymous permission Read setting to at least show Free/Busy time so Massey Staff can view your availability.


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Topic 8: Sharing

Share your calendar

Share your calendar with another Massey staff member by following the steps below.

Step Action

1 On Home tab in Share group click Share Calendar

2 In Sharing Invitation window type person to share with into the To box

3 Choose options or enter information - you can also request the recipient share their Calendar with you > click Send

4 The recipient sees an email notification that you have shared your calendar and if you have requested to share their calendar.

Open a shared calendar

Open a calendar (only the default calendar for a person) that has been shared with you by following the steps below.

Step Action

1 On Home tab in Manage Calendars group click Open Calendar > Open Shared Calendar

2 Type name in the text-box of the pop-up window or click Name to search for a name in the Global Address Book.

3 If you don’t have permission to view selected calendar, Outlook prompts you to ask for permission. If you click Yes, a sharing request e-mail message opens.

4 The shared calendar displays in calendar pane next to any calendar already in the view and is also added to the navigation pane Shared Calendars folder

Documents

OUTLOOK 2010 - CALENDAR€¦ · Information Technology Services Microsoft Outlook 2010 - Calendar Learning Guide Page 12 of 15 Topic 5: Meetings, continued Schedule a meeting, continued