Outlook 2010 Advanced – Lesson 18 – Advanced Calendar

This module will explain how to perform some advanced calendar tasks. You’ll learn how to create a recurring appointment. You’ll also learn how to create a meeting request and track meeting responses. You’ll learn about categories, which will allow you to color code your appointments. This module explains how to change your calendar options. It also explains calendar groups

Creating a Recurring Appointment

You can set up a recurring appointment for regularly scheduled appointments or activities.

Use the following procedure to create a recurring appointment.

  1. Select New Appointment from the Home tab on the Ribbon.
  2. Enter the Subject and Location for the first occurrence of the appointment.
  3. Enter the Start time and End time for the first occurrence of the appointment.
  4. Select Recurrence from the Appointment tab of the Ribbon.

  1. The Appointment time details are the same as you entered on the Appointment. Enter the Recurrence Pattern and the Range of Recurrence. Select OK.

  1. Complete the other Appointment details (such as reminder options and any additional information about the appointment) and select Save & Close.

Creating a Meeting Request

A meeting request differs slightly from an appointment in that you invite attendees to meetings. When the attendees accept the meeting request, the meeting is added to their calendars, as well, using the options you set in the meeting request.

Use the following procedure to create a meeting request.

  1. Select New Meeting from the Home tab on the Ribbon.

Outlook opens a new meeting request.

  1. Select the To (recipients) just as you would for sending an email message.
  2. Select the Subject, Location, start time, End time, and any additional details in the body of the appointment just as you would for an appointment. The recipients can read anything in the body (or attachments) just as if it were an email message.
  3. Select Send.

Tracking Meeting Responses

When the attendees read your meeting request, they will indicate whether they can attend the meeting or not. The default Respond options are Accept, Tentative, or Decline. If you have allowed it, the attendees may be able to propose a better time for the meeting.
Use the following procedure to view a meeting response.

  1. Meeting responses arrive in your Inbox like an email message. Select the message to open it.

Note the number of Accepted, Tentative, and Declined responses.

You can move the response to another folder or delete it. Deleting the response does not

remove it from your calendar.

Color-Coding Appointments

You can color code your appointments and meetings on your calendar to help you see at a glance what type of appointments you have coming up. Color coding uses categories.

Use the following procedure to color code appointments.

  1. On the Calendar, highlight the appointment you want to color code.
  2. Select Categorize from the Appointment tab on the Ribbon.
  3. Select the Color Category you want to use.

  1. If it is the first time you have used that color, Outlook displays the Rename Category dialog box.

  1. Enter the Name of the Category and select Yes.

Here is a sample calendar with color coding.

Changing Calendar Options

The Calendar Options dialog box allows you to change the settings for calendars, meetings, and time zones.

Use the following procedure to open the Calendar Options dialog box.

  1. Select the small square in the Arrange area on the Home tab of the Ribbon in calendar view.

Outlook displays the Outlook Options dialog box, open to the Calendar tab.

  • The Default Reminders check box allows you to select a time period before a scheduled appointment or meeting to give you a reminder.
  • Allow attendees to propose new times for meetings allows any meeting invitee to propose a new time for a meeting request.
  • Select a default response for when you send new meeting times by selecting an option from the drop down list.
  • Select the Add Holidays button to select the country holidays you want to add to your calendar.
  • Select the Free/Busy Options button to indicate how to you want to publish free/busy times on your calendar on the server.
  • To enable an alternate calendar, check the box and select the language and the calendar from the drop down lists.
  • Check the When sending Meeting request outside of your organization , use the iCalendar format to indicate how you want meeting request to be sent.
  • Check the Show the bell icon on the calendar for appointments and meetings with reminders box to use the reminder icon.

About Calendar Groups

You can have multiple calendars to segregate certain types of appointments so that you do not have to view everything on your calendar at the same time. For instance, you may have a calendar that just includes birthdays, a calendar with your work appointments, and a personal calendar for your family commitments and doctor’s appointments. Or you can view a separate calendar for each person on your team.. You can put your calendars into groups to help manage them.

Use the following procedure to Open Calendar tool.

  1. Select Open Calendar from the Home tab on the Ribbon.
  2. Select one of the options to open a new calendar.

Use the following procedure to create a new calendar group.

  1. Select Calendar Group from the Home tab on the Ribbon.
  2. Select Create New Calendar Group.

  1. Enter the Name for the calendar group and select OK.

  1. Highlight the Contacts you want to include in the Calendar Group and select Group Members.

  1. When you have selected all of the Group Members, select OK.

The calendar appears in the newly created group. You can easily drag a calendar from one group to another, or right-click the calendar or groups to see additional options in the context menu.

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