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:
- Schedule meetings with colleagues.
- Let colleagues know when you are available to meet.
- Schedule and keep track of appointments.
- 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.
To change the Outlook Calendar View:
- If not already in your Calendar, select Calendar in the Navigation Pane.
- While in your Outlook Calendar, on the Calendar Ribbon Home tab, locate the Arrange group.
- Select one of the following options: Day, Work Week, Week, Month, or Schedule View.
The view of each group is as follows:
Day: Displays the currently selected day only.
Work Week: Displays Monday-Friday.
Week: Displays Sunday-Saturday.
Month: Displays the current month. You can use the drop-down list to specify the level of detail displayed.
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:
- Go to the Backstage View in Outlook by selecting the File menu.
- Select Options.
- Select Calendar.
- In the Work time section, select the Start time drop-down arrow and select a start time.
- Select the End time drop-down arrow and select an end time.
- To save your changes, click OK.
- 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:
- Go to the Backstage View in Outlook by selecting the File menu.
- Select Options.
- Select Calendar.
- In the Time zones section, enter a name for the time zone in the Label text box.
- From the Time zone drop-down list, select a time zone.
- 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.
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.
Setting Up Your Calendar
Duration: 5 to 10 minutes.
In this exercise, you will set your Outlook calendar view and working hours.
- Set you calendar view to Daily.
- Set your working hours to 9:00 AM to 6:00 PM.
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:
- In Calendar view, from the Share group, select E-mail Calendar.
- In the Send a Calendar via E-mail dialog box, set options and click OK.
- 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:
- In Calendar view, from the Calendar Ribbon, on the Home tab, in the New group, select New Meeting.
- In the To field, enter the invitees' email addresses.
- Press Tab to move to the Subject field.
- Enter a meeting subject, and press Tab to move to the Location field.
- 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.
- Set a start time using the Start time day and time drop-down arrows.
- Set a meeting end time using the End time day and time drop-down arrows.
- If desired, enter a message in the body of the invitation.
- If the meeting is a recurring meeting, from the Meeting tab of the meeting, select Recurrence in the Options group.
- Configure the options in the Appointment Recurrence dialog box and click OK.
- To send the invitation, click Send.
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.
As a new feature of Outlook 2019, you can see who has accepted the meeting invitation, even if you were not the meeting organizer.
A new feature of Outlook 2019 will enable Outlook to show pop-ups of calendar items as reminders. To set this:
- Select the File menu tab, and then click Options.
- In the dialog box, click Advanced on the left.
- Check the Show reminders on top of other windows check box.
You can schedule resources for your meetings, such as equipment and rooms, in Outlook.
- While in the meeting invitation, select Scheduling from the Show group.
- In the left column, enter the name of the resource.
- In the second column, click the drop-down arrow and select the green house icon to indicate the 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:
- 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.
Schedule a Meeting from a Message
You can schedule a meeting from an email message.
To schedule a meeting from a message:
- Open the message.
- From the Respond group of the Message tab, select Meeting.
- Enter the meeting information, date and start and end times, and add recipients if need be. The original message appears in your meeting invitation.
- 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:
- In Calendar view, locate the meeting on your Calendar.
- Double-click it to select it.
- Make any changes you need to make, including changing the time or date of the meeting.
- When the changes are complete, click Send Updates in the message header to send the updates to the meeting 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.
Make Updates to an Appointment
You can also make updates to scheduled appointments in Outlook.
To make an update to an Outlook appointment:
- Double-click the item on your Calendar to open it.
- Make any changes necessary, to the subject, location, or date and time.
- When the changes are complete, click Save & Close in the Actions group on the Appointment tab of the Ribbon.
- The changes to the appointment will now be reflected on your 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:
- While in Calendar view, on the Home tab of the Ribbon, in the Manage Calendars group, select Calendar Groups.
- From the drop-down list, select Create New Calendar Group.
- Type a name for the group in the Create New Calendar Group dialog box and click OK.
- In the Address Book section, choose the address book or contact list from which you want to choose Calendar group members.
- Type a name to search in the Search text box.
- Select the name in the list and click Group Members to add the name to the group.
- Continue adding names until the group is complete, and then click OK.
- The group now appears in the Calendar Navigation Pane, and you can view the group members' calendars alongside yours.
- To view the calendars overlaid with your own, to aid scheduling, select the View tab and from the Arrangement group, click Overlay.
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:
- In the My Calendars section of Calendar view, right-click the calendar you want to delete and select Delete Calendar.
- 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:
- Open the calendar item.
- 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. or
- Select Forward.
- Enter the To information and click Send.
You can work with calendar items and customize your calendar.
Add Color to Your Calendar
To add color to your calendar items:
- In Calendar view, select an item.
- Select the View tab and in the Color group, click Color.
- Select a color to apply.
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.
Configure a Reminder
To configure a calendar item reminder:
- Select the calendar item.
- On the Calendar Tools Meeting tab, from the Options group, select Reminder.
- Select a time before the item occurs to be reminded.
Search Your Calendar
To search your calendar:
- Make sure you are in Calendar view.
- Enter a search term in the upper-right Search Calendar dialog box, and then press Enter.
- Calendar items that meet the criteria are returned.
Share Meeting Notes
You can use Microsoft OneNote to take and share meeting notes.
To share meeting notes:
- From within the meeting item, on the Meeting tab, in the Meeting Notes group, click Meeting Notes.
- Open shared meeting notes or take your own.
- Select a OneNote location and click OK. If you don't have a OneNote file created, you may need to click New Notebook.
- Your notes are now ready to send.
Scheduling a Meeting
Duration: 10 to 15 minutes.
In this exercise, you will schedule a meeting.
- 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.
- Send the meeting invitation.