Outlook 2007: Calendaring in Outlook

10.11.2010 v.1.00 For information and permission to use our PDF manuals, please contact [email protected]  PDFs available at www.uits.arizona.edu/workshops

Training Guide Calendaring in Outlook

Table of Contents About this Brown Bag Demonstration ...... iv Resources ...... iv Meeting Maker to Outlook Crosswalk ...... 1 Glossary ...... 4

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About this Brown Bag Demonstration

This UAConnect brown bag demonstration is designed to help you become familiar with how to use the Outlook Calendar functionality.

This demonstration is generic by necessity, and will provide you with the information needed to navigate the Calendar module in Microsoft Outlook. For information on workshops in which you can learn more about Outlook, as well as other brown bag demonstrations, please go to the Workshops and Training Team website at http://uits.arizona.edu/workshops.

Resources

UAConnect Services For information about UAConnect and the services being offered please visit http://uits.arizona.edu/services/uaconnect.

UAConnect Project Site UAConnect is the new faculty/staff email and calendaring service, to be implemented across campus 2010-2011. To view information pertaining to UAConnect, please visit http://uits.arizona.edu/uaconnect.

The 24/7 IT Support Center The 24/7 is the first point of contact for many IT applications and services at the University of Arizona. They use the Remedy Action Request System to track Support Requests and to route issues to the appropriate IT support groups within UITS when necessary. For information refer to the website at http://247.arizona.edu.

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Meeting Maker to Outlook Crosswalk

Meeting Maker Functionality Outlook Calendar Functionality I used to: Now, how do I…? Menu Options: Create Activity/Meeting File > New Appointment > New Meeting Request Right click on calendar date; choose New Create Banner All Day Event or New Recurring Event. Menu Options: File > Print… Print Schedule Choose Printer and Print range (Date) information.

Navigation Pane > Share My Share Calendar Calendar… Navigation Pane > People’s Calendars Edit Favorite Proxies Check or uncheck shared calendars. View calendars on top of each other in overlay view: NOT AVAILABLE Navigation Pane > People’s Calendars Right-click with mouse and choose View in Overlay Mode Undelete a deleted event: NOT AVAILABLE Edit > Undelete Select the appointment or meeting, right click and choose Delete. If it is a Cancel Event recurring appointment the dialog box will prompt you to delete the appointment for that date or for all dates. Tools > Options > Calendar > Set Work Week Options Select checkboxes for Calendar work week

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Meeting Maker to Outlook Crosswalk

Meeting Maker Functionality Outlook Calendar Functionality I used to: Now, how do I…? Menu Options: Actions > Plan a Meeting… Autopick Meeting Times For Choose Add Others button Attendees Use the AutoPick Next button to select available time for all attendees. Menu Options: Set Preferences Tools > Options > Preferences tab > Calendar Options button

Menu Options: Create To Do Item File > New > Task

Menu Options: Export as HTML File > Save as Web Page… Menu Options: View User Info Tools > Address Book > Global Address List Menu Options: File > New > Appointment Use Labels Choose Categorize button

Menu option: View Change Calendar Views Or, use button bar at top of the calendar window Menu Options: View Group Actions > View Group Schedules…

View Proposals New Proposals will arrive in your Inbox

Menu Options: Receive Reminders View > Reminders Window Menu Options: View/Edit Address Book Tools > Address Book Menu Options: To Do List View > To-Do Bar > Normal

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Menu Options: Tools > Options > Calendar Options Holidays Choose Add Holidays… button, select United States Export Calendar with Comma Separated Values: File > Import and Export … > Export to NOT AVAILABLE a File > Choose Next then the Comma Separated Values format you prefer. Create a new calendar: NOT AVAILABLE Menu Options: File > New Calendar Add or remove a second time zone: Tools > Options > Calendar Options > Select Time Zone button Check Show an additional time zone, NOT AVAILABLE create the time zone Label, i.e. EST, and then select a Time zone, for example, Eastern Time (US & Canada). The two time zones will show side by side In the Day and Week calendar views. Archive Calendar Items: File> Archive NOT AVAILABLE Select Calendar then Archive items older than date. Select the Archive File path.

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Glossary

Location vs. Location - the room or meeting space Resource Resources - equipment

UAConnect UAConnect - the new faculty/staff email and calendaring service, to be implemented across campus 2010-2011. To provide the most integrated, feature-rich service, UITS has contracted with Microsoft for their Business Productivity Online Suite (BPOS), a collection of Exchange 2007 applications hosted by Microsoft, including email, calendaring, mobile device synchronization, messaging, and conferencing. For more, see Features & Benefits on the menu at left.

Microsoft Outlook Outlook - an application for managing email messages, address lists, engagements and appointments.

Note: Part of Microsoft Office (Versions 2003, 2007 and 2010); not to be confused with Outlook Express.

Outlook Web Outlook Web Access (OWA) originally called Exchange Web Access (OWA): Connect (EWC) is a webmail service of Microsoft Exchange Server 5.0 and later. The web interface of Outlook Web Access resembles the interface in Microsoft Outlook. Outlook Web Access comes as a part of Microsoft Exchange Server. To access OWA please visit http://uaconnect.arizona.edu.

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