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Microsoft Outlook 2007 Calendar Management Tools For The Haas School of Business, University of California
Revised: February 12, 2010
2010, Dash Designs Consulting, Jerry Maletsky San Rafael, CA 94903 email: jerry@dashdesignsconsulting.com web site: www.dashdesignsconsulting.com
Dash Designs Consulting gives permission to the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author.
Any mention or use of Microsoft, University of California, or any third party products is hereby acknowledged by Dash Designs Consulting to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned parties.
Chapter 4: Printing Calendar Appointments ........................................ 43 Chapter 5: Using Tasks With Calendar ......................................................... 47
Creating Tasks With Calendar .................................................. 47 Organizing Your Tasks In Week View of the Calendar .................. 49 Adding Tasks In Week View of the Calendar ............................... 50 Displaying The To-Do Bar In Your Calendar ............................... 51 Marking Tasks Completed In Your Calendar ............................... 53
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Upcoming Appointments
Upcoming Tasks
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Reading Pane
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Planning Meeting
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Creating An Appointment
The Calendar Appointment Entry Screen provides an easy interface to create appointments and set options for that appointment. That could include recurring appointments, changing time zones, categorizing, and setting up meetings.
Steps: Activate the Calendar area (see page 2) Perform one of the following commands Click File menu: New: Appointment Click the New button on the Toolbar Right-Click (or double-click) a time slot on any preferred day Press <Ctrl+Shift+A> (keyboard shortcut) Enter a Subject and Location (location is optional) Uncheck All Day Event option (if necessary) and set Start Date and Time and End Date and Time Enter any notes (if necessary) in the Text Area Click Save and Close button (Event Tab) to save appointment
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Steps: Setting A Reminder For An Appointment Open the appointment, if necessary Open the Reminder box (see previous page) and select the preferred time frame Click the Save And Close button (Appointment tab) when finished.
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Editing An Appointment
Occasionally you may need to change the date and/or time of an appointment. In addition, you can update the location as needed.
Steps: To edit an appointment perform one of the following tasks... Double-Click the preferred appointment Right-Click the preferred appointment and select Open Click File menu: Open: Selected Items Select appointment and press <Ctrl+O> Make changes as needed (i.e. dates and times, subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment
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Deleting An Appointment
You can delete appointments as necessary. Deleted appointments are removed from your calendar and placed in the Deleted Items folder and may remain there until that folder is emptied. You can also Undo a deleted appointment prior to the next task completed.
Steps: To Delete an appointment perform one of the following tasks... Right-Click the preferred appointment and select Delete Select appointment and click Edit menu: Delete Select appointment and press <Del>
Note: You can restore that appointment by activating the Deleted Items folder and dragging the item to the Calendar Navigation button.
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Steps: Open the appointment (if necessary) Click the Category command button Select a Category from the list or click All Categories (bottom) In the All Categories box, you can Select one or more categories (check boxes) Click Rename button to assign a custom name Assign a shortcut key to that category Click New button to create a new category with other colors Click OK button to assign that category Click Save and Close button (Appointment Tab) to save appointment
Meetings
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Steps: Right-click the appointment Click the Automatic Formatting command Click Add button In the Name box, replace Untitled with a name for this category In the Color box, select a color for this category To set when to apply this category, click the Condition... button In the Search for the word(s) box, type a key word or phrase you would use in naming an appointment like this (i.e. staff meeting) Click OK button Click OK button again to set the automatic formatting of this category
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Click Add Button to Add A New Automatic Formatting Category Setting Conditions on the New Category
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Steps: To mark an appointment private, perform one of the following tasks... Open the preferred appointment and click the Private command (Appointment Tab) then click Save and Close button (Appointment Tab) to save appointment changes
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Lock Icon
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Steps: Open the preferred appointment (if necessary) or start a new one Click the Recurrence button (Appointment Tab) In the Appointment Recurrence dialog box you can set the following Start Time End Time Recurrence Pattern (i.e. Daily, Weekly, Monthly, Yearly) Set the day of the week the recurring appointment is to happen Range of Recurrence (i.e. Start Date and End Date (if any) Click OK when finished Make additional changes to the appointment as needed (i.e. subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment
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Setting Up A Meeting
Meetings can be scheduled with others in the calendar entry screen. The Invite Attendees button or the Scheduling button can be used to set up meetings. The Scheduling button allows you to view the prospective attendees schedule in a timeline format so that you can make certain they are available. Once a meeting has been accepted by the invitees that appointment is automatically placed in their calendars.
Steps: To Schedule A Meeting Start a new appointment in Calendar Click the Invite Attendees button and select the prospective attendees or resources (i.e. conference rooms) from the Address book or Contacts list Enter the Subject, Location, and Start and End Dates and Times Type a message and click Send button
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Setting Up A Meeting Steps: To View Prospective Attendees Schedule Timeline Prior To Sending In the appointment window, click the Scheduling button Scroll through to view attendees timeline schedule If there are conflicting times to the proposed appointment,
Note: In the bottom section of this window you can add additional invitees, use AutoPick to find a common available time for all participants, and re-set starting and ending times. In addition, there is a legend to describe whether that person is available (i.e. busy, free)
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Outlook will ask the user if they want to type a reply Click Send when completed
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Steps: Delete the message Outlook will open the message Click the Send Cancellation button
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Steps: To Open A Shared Calendar Click the Open A Shared Calendar option in Calendar Navigation Pane Type that persons name or click the Name button to select that person from the Global Address List of your company The shared calendar will appear next to your calendar To Share A Calendar Click Share My Calendar option in the Calendar Navigation Pane Type the person(s) or click the To: button to select those people from the Global Address List of your company Enter a subject for the email Check the Allow recipient to view your Calendar option If preferred, Check the Request permission to view recipients to Calendar option (this will grant you permission to see their calendar) Add any additional message text Click Send button to send this request
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3
Calendar Navigation Panel
Sam Williams
Marketing Group
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Steps: To Set Sharing Permissions To A Calendar Select the Calendar in the Navigation Pane Click File menu, Folder command, Change Sharing Permissions Click the Permissions tab (if necessary) Click the Add button and select the required users or group Back in the Permissions tab, select the users name In the Permission Level list, set the appropriate level of permission to assign to this user or group (see page for explanation of permissions) After selecting the Permission level, set any further customization in the area below (i.e. Read, Write, Delete Items, Other) Click Apply button to update permissions Repeat for each necessary user or group Click OK button to complete this process
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Users Can
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Permission Level
Free/Busy Time Owner
Can view free/busy time settings. Cant add or edit calendar items. Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. Create, read, modify, and delete all items and files, and create subfolders. Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files that you create. Create and read items and files, and modify and delete items and files that you create. Create items and files only. The contents of the folder do not appear. Read items and files only. Perform activities defined by the folder owner.
Publishing Editor
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Steps: To View Or Not View A Shared Calendar Click the that shared calendar checkbox in Calendar Navigation Pane The shared calendar will appear next to your calendar
Marketing Group
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Steps: To View Multiple Calendars In Overlay Mode Activate that shared calendar Click the Overlay Arrow on that calendars tab
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Calendar Snapshot in Recipients Email
Steps: Click Send a Calendar via Email option in Calendar Navigation Pane Enter the name(s) of the people to which to send the calendar Select the calendar (if there is more than one) to send In the Date Range box set the range of dates to send In the Detail list, select the viewing permissions for recipients If necessary, click Show button to add additional options (i.e. Show/Hide Private items) Click OK button when finished Click Send button (in email) to send the calendar snapshot
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Steps: Click Tools menu: Account Settings command Click the Internet Calendars tab Click the New button In the New Internet Calendar Subscription box type the address of the web-based calendar (Hint: open the web calendar first and copy, <Ctrl+C>, the web address and then paste it, <Ctrl+V>, in this dialog box) Click the Add button In the Subscriptions Options box, type a custom name for this folder and/or a description (both are optional) Click OK button when finished In the Account Settings dialog box, click Close button The calendar will appear in the Calendar Navigation Pane
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Optional
Optional
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3
Web Calendar In Calendar Navigation Pane
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Steps: Activate the Calendar Click File menu: Print command Select the preferred view to print Daily Style Monthly Style Weekly Style Tri Fold Style Calendar Details Memo Style just print the selected day prints the selected month prints the selected week prints selected day or week in 3 column format prints selected month as it appears in the calendar view prints calendar in memo format with appointments listed separately Define Print Styles allows for customized print styles Set the Date Range To Print Click Print Preview, if preferred, otherwise Click Print to print calendar appointments
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To Create A Task in the To-Do Bar Click in the Type a new task box Type task To Create A Task in the Day or Week Calendar View Click in the Tasks area of that day in the Calendar Type task - OR Double-Click in the tasks area for that date Complete the information necessary for the task Click Save and Close button (Task Tab) when finished
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2. Type
3. Press Enter
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To Display The To-Do Bar Click View menu: To-Do Bar ,Normal command To Hide The To-Do Bar Click View menu: To-Do Bar ,Off command
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Furthermore, the completed task then stays put on that day, allowing you to build up even more satisfying records of your accomplishments over the week:
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Steps: To Turn On/Off Completed Tasks Right-Click in Task area Click Arrange By command Click Show Competed Tasks
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Steps: Right-Click the message in the Inbox window Click Move To Folder command Select Calendar Complete the information necessary for the appointment such as Enter a subject and location Set a Start Date and Time Set an End Date and Time Set the Show (time) As and/or the Reminder box Click Save and Close button (Appointment Tab) when finished
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Steps: Click Tools menu: Options command Click the Calendar Options button Make the preferred setting changes Click OK button when finished
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Steps: Activate the calendar area (if necessary) Click File menu: New, Calendar command Type a name for the new calendar (i.e. New Product Rollout) Verify that the setting for Folder Contains is set for Calendar Items Click OK button to create the new calendar
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Deleting A Custom Calendar Steps: Activate the calendar area (if necessary) Right-Click the calendar to delete Select Delete the name of your calendar command Click Yes button to confirm deletion (calendar is moved to the Deleted Items folder)
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Note: The top half of this dialog box is for your local time zone. Use the bottom half of this dialog box to turn on an additional time zone.
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Steps: Click Tools menu: Options command Click the Calendar Options button Click the Time Zone button Click Show Additional Time Zone checkbox (bottom half of dialog box) Type a name for that new time zone (i.e. East Coast) Select the new Time Zone area Click OK button when finished until all dialog boxes are closed
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You can see multiple time zones only in Day or Week View.
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Steps: Activate the Calendar, if necessary Click in the Instant Search box Type the text you want the search to be based on Press Enter To return to your calendar just click the Close button at the end of the Instant Search box.
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Notes
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