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Microsoft Outlook 2010 for Windows: Calendaring

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Microsoft Outlook 2010 for Windows: Calendaring Microsoft Outlook 2010 for Windows: Calendaring © Arizona Board of Regents, 2014 updated 01.27.2014 v02.00 For information and permission to use our PDF manuals, please contact [email protected] PDFs available at www.uits.arizona.edu/workshops Microsoft Outlook 2010 for Windows: Calendaring COPYRIGHT & TRADEMARKS Copyright © 2010, Arizona Board of Regents. All rights reserved. Record of Changes Date Version # Description 11.26.2013 1.00 Original 01.27.2014 2.00 Organization changes. Training Guide Microsoft Outlook 2010 for Windows: Calendaring Table of Contents Introduction ..................................................................................................................... 1 Objectives ................................................................................................................................. 1 Resources ................................................................................................................................ 1 Adding Items to the Calendar ..................................................................................... 3 Appointments ........................................................................................................................... 4 Recurring Appointments ........................................................................................................... 6 Meetings ................................................................................................................................... 7 Recurring Meetings ................................................................................................................ 11 Responding to Meeting Requests .......................................................................................... 12 All Day Events ........................................................................................................................ 13 Privacy and Show As ............................................................................................................. 14 Other Ways to Add Calendar Entries ..................................................................................... 17 Quick Appointment ............................................................................................................................ 17 Jump Menu ....................................................................................................................................... 18 Scheduling Assistant ....................................................................................... 19 Attendees, Rooms, Resources, and Options ......................................................................... 20 Room Finder ........................................................................................................................... 24 Check Names ......................................................................................................................... 25 Response Options .................................................................................................................. 26 Updating Existing Calendar Entries ................................................................ 27 Contacting Without Changing ................................................................................................ 27 Meeting Changes and Reacceptance .................................................................................... 29 Tracking Status ...................................................................................................................... 30 Requesting a New Time ......................................................................................................... 31 Updating Recurring Meetings ................................................................................................. 32 Sharing and Opening Shared Calendars ........................................................ 33 Sharing Your Calendar ........................................................................................................... 33 Requesting to View a Shared Calendar ................................................................................. 34 Manually Editing Calendar Permissions................................................................................. 35 Adding Other Calendars ......................................................................................................... 36 Managing Someone Else’s Calendar ..................................................................................... 38 Customizing the Calendar Tab ...................................................................................39 Viewing Calendars ................................................................................................................. 39 Combining Calendars ............................................................................................................. 40 Colorizing Calendars .............................................................................................................. 42 Combining Calendar with Other Features ...................................................... 43 Daily Task List, Navigation Pane, and To Do Bar .................................................................. 43 Lync ........................................................................................................................................ 43 Advanced .......................................................................................................... 45 Scheduling Across Servers .................................................................................................... 45 Conditional Formatting ........................................................................................................... 47 Appendix A – People Pane and Social Networks .......................................... 51 People Pane and Social Networks ......................................................................................... 51 Appendix B – Calendar options ...................................................................... 53 Page iii Training Guide Microsoft Outlook 2010 for Windows: Calendaring Page iv Training Guide Microsoft Outlook 2010 for Windows: Calendaring Introduction This workshop is for anyone desiring to improve their mastery of Microsoft Outlook 2010 for Windows’ calendaring functionality. Attending this workshop is not required for any security access or role provisioning. You will learn how to navigate calendars, find others’ calendars, and reference calendars efficiently. You will also use the software to make your life and the lives of your coworkers easier and more organized. Objectives Become more proficient with calendars Use your calendar as an organizational supertool Master the Scheduling Assistant Automate your calendar Import calendars from the Internet Collaborate, update, and manage multiple calendars Resources 24/7 IT Support Center (http://247.arizona.edu/) UITS Workshop and Training Team (http://uits.arizona.edu/workshops) University of Arizona Computer-Based Training (http://uits.arizona.edu/services/uacbt) Microsoft IT Academy (http://uits.arizona.edu/services/itacademy) Page 1 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Page 2 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Adding Items to the Calendar While the calendar only allows for two types of items to be included (appointments and meetings), the variations and iterations involved are limitless. Most—if not all—of the commands in the following text refer to buttons in the Ribbon, the dynamic toolbar at the top of the window. If the Ribbon is not open, you can pin it open by clicking the small down-arrow at the top-right of the Outlook window. Step Action 1. Click the small down-arrow at the top-right of the Outlook window. Page 3 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Appointments The difference between Appointments and Meetings is simple: appointments are just for you; meetings include other attendees. If you create an appointment and then add someone else to it, it becomes a meeting. First, let’s look at appointments. Step Action 1. In the Home ribbon, click on New Appointment. Page 4 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Step Action 2. Fill in the appropriate details in the New Appointment window. Page 5 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Recurring Appointments When appointments are to be scheduled on an on-going basis, Outlook does this by creating Recurring appointments. Step Action 1. In any New Appointment window, select Recurrence in the Appointment Series ribbon. 2. Choose the Appointment Recurrence pattern by which you would like the event to recur. Note: Microsoft suggests not using the No end date option when creating recurring appointments, meetings, or events. This can degrade performance. Instead, it is suggested that you choose an end date sufficiently far enough into the future such that it seems to never stop recurring. There is no limit to how far into the future meetings can be scheduled, however. Page 6 Training Guide Microsoft Outlook 2010 for Windows: Calendaring Meetings Whenever Appointments include other people, they become Meetings. While the language differentiates between the two, often the words are used interchangeably. Step Action 1. In the Home ribbon, click on New Meeting. Page 7 Training Guide Microsoft Outlook 2010 for Windows: Calendaring
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