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Webucator's Free Introduction to Microsoft Outlook Tutorial

Lesson: Working with the Calendar

Welcome to our free Introduction to Microsoft Outlook tutorial. This tutorial is based on Webucator's Introduction to Microsoft Outlook 2019 course.

Using Microsoft Outlook 2019's Calendar allows you to:

  1. Schedule meetings with colleagues.
  2. Let colleagues know when you are available to meet.
  3. Schedule and keep track of appointments.

Lesson Goals

  • Learn how to change your Calendar View.
  • Learn how to set up availability status.
  • Learn how to set up your calendar availability.
  • Learn how to print your schedule.
  • Learn how to schedule a meeting.
  • Learn how to make updates to meetings.
  • Learn how to reply to a meeting invitation.
  • Learn how to schedule an appointment.
  • Learn how to make updates to an appointment.
  • Learn how to create calendar groups.
  • Learn how to delete a calendar.
  • Learn how to work with calendar items.
  • Learn how to use multiple calendars.

Change Your Calendar View

You can set the Outlook calendar to a view that suits your needs.

Calendar View

To change the Outlook Calendar View:

  1. If not already in your Calendar, select Calendar in the Navigation Pane. Calendar
  2. While in your Outlook Calendar, on the Calendar Ribbon Home tab, locate the Arrange group. Arrange Group
  3. Select one of the following options: Day, Work Week, Week, Month, or Schedule View.

The view of each group is as follows:

  1. Day: Displays the currently selected day only.
  2. Work Week: Displays Monday-Friday.
  3. Week: Displays Sunday-Saturday.
  4. Month: Displays the current month. You can use the drop-down list to specify the level of detail displayed.
  5. Schedule View: Displays multiple calendars in one view, making it easy for you to see others' availability and schedule meetings accordingly.

Set Up Availability Status

By default, your working hours in Outlook are set to 8:00 AM to 5:00 PM., Monday through Friday. However, you can change these times.

To change your workday times:

  1. Go to the Backstage View in Outlook by selecting the File menu.
  2. Select Options.
  3. Select Calendar.
  4. In the Work time section, select the Start time drop-down arrow and select a start time.
  5. Select the End time drop-down arrow and select an end time.
  6. To save your changes, click OK.
  7. These changes will now be reflected in your calendar.

Change the Calendar's Time Zone

You can change your calendar's time zone to suit your needs.

To change the calendar's time zone:

  1. Go to the Backstage View in Outlook by selecting the File menu.
  2. Select Options.
  3. Select Calendar.
  4. In the Time zones section, enter a name for the time zone in the Label text box. Label Text Box
  5. From the Time zone drop-down list, select a time zone. Select Time Zone
  6. Click OK to save the time zone.

Local Weather Forecast

One of the new features that was introduced as of Outlook 2016 is that the calendar displays a three-day forecast.

Forecast

To change the forecast location, click the arrow next to the city, and type a zip code or the name of a place in the Add Location field.

Add Location Field

Setting Up Your Calendar

Duration: 5 to 10 minutes.

In this exercise, you will set your Outlook calendar view and working hours.

  1. Set you calendar view to Daily.
  2. Set your working hours to 9:00 AM to 6:00 PM.

Solution:

  1. If not already in your Outlook Calendar, go to the Calendar by selecting Calendar in the Navigation Pane. Calendar
  2. On the Ribbon's Home tab, from the Arrange group, select Day. Day Command
  3. Your Calendar view is now a daily view. Daily View
  4. Select the File menu tab.
  5. Select Options on the left. Options Command
  6. In the Outlook Options dialog box, select Calendar. Calendar Command
  7. In the Work time section, from the Start time drop-down list, select 9:00 AM. Select Time
  8. From the End time drop-down list, select 6:00 PM. Select Time
  9. Click OK to close this dialog box.
  10. Your calendar will now display the working time of 9:00 AM to 6:00 PM, indicated by shading of non-working hours. Calendar Displays Working Time

Print Your Schedule

You can print your schedule for easy access to your appointments and meetings.

To print your Outlook schedule:

  1. In Calendar view, select the File menu to go to the Backstage view.
  2. Select Print. Print Command
  3. Under Settings, select a view to print. Select a View to Print To preview each view, click it and observe the preview window on the right. Preview View
  4. Once the view is selected, select a printer from the Printer drop-down list, if necessary. Printer Drop-Down List
  5. When ready to print, click Print. Print Command

Share Your Calendar

If you have Microsoft Exchange or Office 365, you can easily share your calendar with others. To do so, select Share Calendar from the Share group, enter the person's email address, and click Send.

You can also share your calendar via email.

To share your calendar using email:

  1. In Calendar view, from the Share group, select E-mail Calendar. E-mail Calendar Option
  2. In the Send a Calendar via E-mail dialog box, set options and click OK. Send a Calendar Via E-mail Dialog Box
  3. Enter an address in the To field, and click Send to send the email.

Schedule a Meeting

You can use Outlook's Calendar to schedule meetings with colleagues.

To schedule an Outlook meeting:

  1. In Calendar view, from the Calendar Ribbon, on the Home tab, in the New group, select New Meeting. New Meeting Command
  2. In the To field, enter the invitees' email addresses. Enter Addresses
  3. Press Tab to move to the Subject field.
  4. Enter a meeting subject, and press Tab to move to the Location field. Enter Subject
  5. Enter a location for the meeting. If you are using Outlook associated with Exchange server, you can use the Room Finder feature to locate a room, by selecting Room Finder in the Options group of the Meeting tab. Enter Location
  6. Set a start time using the Start time day and time drop-down arrows. Set Start Time
  7. Set a meeting end time using the End time day and time drop-down arrows. Set End Time
  8. If desired, enter a message in the body of the invitation. Enter Subject
  9. If the meeting is a recurring meeting, from the Meeting tab of the meeting, select Recurrence in the Options group. Recurrence Optioon
  10. Configure the options in the Appointment Recurrence dialog box and click OK. Appointment Recurrence Dialog Box
  11. To send the invitation, click Send. Send Button

You can use the Scheduling Assistant to view your invitees' calendars while scheduling a meeting. In the Show group of the Meeting tab, select Scheduling.

Scheduling Command

As a new feature of Outlook 2019, you can see who has accepted the meeting invitation, even if you were not the meeting organizer.

Set Reminders

A new feature of Outlook 2019 will enable Outlook to show pop-ups of calendar items as reminders. To set this:

  1. Select the File menu tab, and then click Options.
  2. In the dialog box, click Advanced on the left. Advanced Tab
  3. Check the Show reminders on top of other windows check box. Show reminders on top of other windows Check Box

Schedule Resources

You can schedule resources for your meetings, such as equipment and rooms, in Outlook.

  1. While in the meeting invitation, select Scheduling from the Show group. Scheduling Command
  2. In the left column, enter the name of the resource.
  3. In the second column, click the drop-down arrow and select the green house icon to indicate the resource. Resource

Set Calendar Item Importance

You can set a priority for a calendar item much like you do for email messages, to allow recipients to categorize meetings.

To set a priority for a meeting:

  1. While in the new invitation, select an item in the Tags group of the Meeting tab of the Ribbon. Choose from Private, High Importance, or Low Importance. Set Priority

Schedule a Meeting from a Message

You can schedule a meeting from an email message.

To schedule a meeting from a message:

  1. Open the message.
  2. From the Respond group of the Message tab, select Meeting. Meeting Command
  3. Enter the meeting information, date and start and end times, and add recipients if need be. The original message appears in your meeting invitation. Meeting Invite
  4. Click Send to send the meeting invitation.

Make Updates to Meetings

You may have the need to make updates to meeting invitations that you have sent.

To make an update to a meeting:

  1. In Calendar view, locate the meeting on your Calendar. Locate Meeting
  2. Double-click it to select it.
  3. Make any changes you need to make, including changing the time or date of the meeting. Make Changes
  4. When the changes are complete, click Send Updates in the message header to send the updates to the meeting participants. Send Update

Add Participants

You can add participants to meeting invitations by opening the invitation and adding more addresses to the To field, and then clicking Send Update.

Cancel a Meeting

You may need to cancel a meeting you have scheduled in Outlook.

To cancel a scheduled meeting:

  1. In Calendar view, locate the meeting on your Calendar. Locatee Meeting
  2. Double-click it to select it.
  3. From the Actions group on Meeting tab of the Message Ribbon, click Cancel Meeting. Cancel Meeting Option
  4. In the message header, click Send Cancellation. Send Cancellation Command
  5. The cancellation message will be sent to attendees, and the meeting will be removed from your Calendar. Cancellation Sent

Reply to a Meeting Invitation

If a colleague sends you a meeting invitation, you will need to reply to the invitation.

To reply to a meeting invitation:

  1. Double-click the invitation in your Inbox to open it. Open Invitation
  2. In the Respond group on the Meeting tab of the Ribbon, choose whether to accept, tentatively select, decline, or propose a new time. Choose Response
  3. To accept, click Accept, and then select Send the Response Now to send your response to the meeting organizer. Accept Meeting Options
  4. The meeting now appears on your Calendar. Meeting in Calendar

Schedule an Appointment

You can use your Outlook Calendar to schedule an appointment, which does not involve inviting others, but will block out the time on your Outlook Calendar so those viewing your Calendar will see that you are busy at that time.

To schedule an appointment in Outlook:

  1. In Calendar view, from the Home tab, in the New group, select New Items, and then Appointment. Appointment Command
  2. Enter the appointment's subject in the Subject field. Enter Subject
  3. Press Tab, and enter the appointment's location in the Location field. Add Location
  4. Set a start time using the Start time day and time drop-down arrows. Start Time
  5. Set an end time using the End time day and time drop-down arrows. End Time
  6. Click Save & Close in the Actions group on the appointment tab of the Ribbon. Save and Close Command
  7. The appointment now appears on your Calendar. Appointment on Calendar

Make Updates to an Appointment

You can also make updates to scheduled appointments in Outlook.

To make an update to an Outlook appointment:

  1. Double-click the item on your Calendar to open it.
  2. Make any changes necessary, to the subject, location, or date and time. Make Changes
  3. When the changes are complete, click Save & Close in the Actions group on the Appointment tab of the Ribbon. Save and Close
  4. The changes to the appointment will now be reflected on your Calendar. Changes in Calendar

Create Calendar Groups

If you frequently invite the same people to meetings, you can create a Calendar group in Outlook to easily view their calendars.

To create a calendar group:

  1. While in Calendar view, on the Home tab of the Ribbon, in the Manage Calendars group, select Calendar Groups. Calendar Groups Command
  2. From the drop-down list, select Create New Calendar Group. Create New Calendar Group Command
  3. Type a name for the group in the Create New Calendar Group dialog box and click OK. Name the Group
  4. In the Address Book section, choose the address book or contact list from which you want to choose Calendar group members. Select Address Book
  5. Type a name to search in the Search text box. Search for Name
  6. Select the name in the list and click Group Members to add the name to the group. Add Group Member
  7. Continue adding names until the group is complete, and then click OK. Click OK
  8. The group now appears in the Calendar Navigation Pane, and you can view the group members' calendars alongside yours. View Group Members
  9. To view the calendars overlaid with your own, to aid scheduling, select the View tab and from the Arrangement group, click Overlay. Overlay Option

Delete a Calendar

You can delete any calendars that you have created in Outlook, such as a calendar in a calendar group, except for your primary calendar.

To delete a calendar:

  1. In the My Calendars section of Calendar view, right-click the calendar you want to delete and select Delete Calendar. Delete Calendar
  2. If you receive a confirmation dialog box, click Yes to confirm the deletion.

Work with Calendar Items

Forward an Item

To forward a calendar item:

  1. Open the calendar item.
  2. From the Respond group of the Meeting tab, select Respond. Note: Depending on the type of Calendar item, you may find your "Forward" in the Actions group. Respond Commandor Respond Command
  3. Select Forward. Forward Command
  4. Enter the To information and click Send. Click Send

You can work with calendar items and customize your calendar.

Add Color to Your Calendar

To add color to your calendar items:

  1. In Calendar view, select an item.
  2. Select the View tab and in the Color group, click Color. Color Command
  3. Select a color to apply. Select a Color

Set Item Importance

To set importance to a calendar item, within Calendar view, select the item and on the Calendar Tools Meeting tab, from the Tags group, select Private, Low Importance, or High Importance.

Set Importance

Configure a Reminder

To configure a calendar item reminder:

  1. Select the calendar item.
  2. On the Calendar Tools Meeting tab, from the Options group, select Reminder. Reminder Command
  3. Select a time before the item occurs to be reminded. Set Reminder Time

Search Your Calendar

To search your calendar:

  1. Make sure you are in Calendar view.
  2. Enter a search term in the upper-right Search Calendar dialog box, and then press Enter. Search Term
  3. Calendar items that meet the criteria are returned. Calendar Items Are Returned

Share Meeting Notes

You can use Microsoft OneNote to take and share meeting notes.

To share meeting notes:

  1. From within the meeting item, on the Meeting tab, in the Meeting Notes group, click Meeting Notes. Meeting Notes Command
  2. Open shared meeting notes or take your own. Open Shared or Take Your Own
  3. Select a OneNote location and click OK. If you don't have a OneNote file created, you may need to click New Notebook. Select Location
  4. Your notes are now ready to send. Share or Move

Create and Add Calendars

You can create a separate calender in Outlook.

To create and use a separate calendar:

  1. While in Calendar view, from the Home tab, in the Manage Calendars group, select Open Calendar. Open Calendar Command
  2. From the drop-down list, select Create New Blank Calendar. New Blank Calendar Option
  3. Enter a name for the calendar and click OK. Enter Name
  4. The calendar is now listed in and can be selected and viewed from the My Calendars section. Calendar Appears in My Calendar

Scheduling a Meeting

Duration: 10 to 15 minutes.

In this exercise, you will schedule a meeting.

  1. Create a meeting invitation, inviting a friend or colleague to a half-hour meeting with you tomorrow at 2:00 PM in your office, to discuss an upcoming project.
  2. Send the meeting invitation.

Solution:

  1. Go to your Calendar view by selecting Calendar in the Navigation Pane. Select Calendar
  2. On the Home tab, in the New group, click New Meeting and select New Meeting. New Meeting Command
  3. Enter your recipient's email address in the To field, and press Tab. Enter Email
  4. Enter a subject related to the meeting. Enter Subject
  5. Press Tab to move to the location field, and enter "Office" as the location.
  6. Use the Start time and End time drop-down options to select tomorrow's date, from 2:00 to 2:30 PM. Enter Times
  7. Click Send. Click Send