OUTLOOK OVERVIEW

OUTLOOK 2016:  You can change the permissions you have CREATE CALENDAR LINK IN AN SCHEDULING ASSISTANT set for a calendar, or stop sharing the  Microsoft Outlook's Scheduling Assistant calendar completely. EMAIL MESSAGE  is a tool that allows you to invite groups  If you would not like to share, your What is iCalendar? An Internet calendar of people to meetings or events without personal calendar one can request a (iCalendar) attachment or a link that having to email them individually. department calendar to share contains details of an event, which includes  You may complete a new meeting departmental events or activities. the date, time and location. request, which Outlook emails to the  How does it work? The sender will send an desired recipients in the form of an email with the (iCalendar) attachment or a invitation. CREATE A CALENDAR ITEM link in the body of the message. Once the  When the invitation is sent, a tentative FROM EMAIL recipient opens the attachment or clicks the appointment will appear on the invitees'  Microsoft Outlook gives you the link, the event is added to his or her calendars. ability to create an appointment calendar program. When using iCalendar  Potential attendees can then accept or (calendar entry) from an email (this attachments and links you do not receive reject the invitation. If an individual not creating an confirmations when people accept or accepts, Outlook will automatically mark appointment/meeting from an decline. the time as busy on his or her Calendar. appointment /meeting request email, these are two separate scenarios). CREATE A CONTACT GROUP IN RESERVE A CONFERENCE  This feature automatically copies OUTLOOK ROOM / MEETING ROOM the message you are creating an  In Outlook, using a contact group  appointment for in the comments When you create a meeting request, it is (formerly called a “distribution list”) typical and convenient to include the sections of that calendar entry so, to send an email to meeting location for the meeting or all you have to do is enter event. Date/Time, etc., and add o Multiple people  On UTHSC campus, some rooms are appointments. o A project team available for reservation, and therefore  The process of creating a calendar entry o A committee have their own calendars that allow one from an email is merely a drag and point A group of friends to reserve the rooms. operation. o  Once the desired room is select as well as  This is a great way to address and w ithout having to add each name invitation/request sent, a meeting request organize your email task by adding to your each time you want to write them. will appear on the room calendar. calendar.  The room overseer can then accept or reject the room request. If accepted, Outlook will automatically mark the time THE BENEFITS OF OUTLOOK as busy on room Calendar. VS DOODLE  Outlook is simpler to use, provides better CONTACT US: CAN OTHERS SEE YOUR information and is less work for the meeting organizer CALENDAR ITEMS?  Outlook request is automatically added to OUTLOOK TRAINING AND  You can view another UTHSC employee’s your calendar, and blocks your time as SUPPORT availability, but not the detail on their “busy” for you. Tonya Brown calendar. For example, you can see they  Doodle requires participants to: 901.448.5902 | [email protected] are Out of the Office next Tuesday, but o View their own calendar Search uthsc.edu for FileMaker Pro not that it is an Annual Leave day or a o Respond with their availability conference. o Does not block their calendar, so other events may be scheduled before the actual meeting request CUSTOMER TECHNOLOGY SHARE YOUR CALENDAR is sent. SUPPORT  You can share your Outlook calendar with  Doodle shows availability at a point in time, HelpDesk people. so it is out of date the next time a meeting 901.448.2222 | [email protected]  They will be able to add calendar items is scheduled. directly to the shared calendar.  Outlook shows availability real time, so if  They will be able to view the calendar in participants appear to be available, the For detail Outlook instructions, please Outlook. calendar will block them from future complete an online Request Form.  Depending on the permission level that scheduling. Contact your Application Support team at one gives a person, they will be able to  Doodle is only as good as the responders. If view or edit the calendar. someone does not respond or does not 901.448.5902 or email appsupport@ respond immediately, you do not have their uthsc.edu to request and schedule training. calendar availability.