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Webucator's Free Introduction to Microsoft Outlook 2013 Tutorial

Lesson: Working with the Calendar

Welcome to our free Introduction to Microsoft Outlook 2013 tutorial. This tutorial is based on Webucator's Introduction to Microsoft Outlook 2013 course.

Using Microsoft Outlook 2013'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

  • Change your Calendar View.
  • Set up workday times.
  • Set up your calendar availability.
  • Print your schedule.
  • Schedule a meeting.
  • Make updates to meetings.
  • Reply to a meeting invitation.
  • Schedule an appointment.
  • Make updates to an appointment.
  • Create calendar groups.
  • Delete a calendar.
  • Work with calendar items.
  • Use multiple calendars.

Change Your Calendar View

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

Outlook Calendar

To change the Outlook Calendar View:

  1. If not already in your Calendar, select Calendar in the Navigation Pane. Calendar in Navigation Pane
  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.

To change your view in Outlook 2007, click the view buttons at the top of the calendar.

Set Availability Status

By default, your working hours in Outlook 2013 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.

To change your workday times in Outlook 2007, select Tools and then select Options. Click Calendar Options.

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. Time Zones Label Text Box
  5. From the Time zone drop-down list, select a time zone. Time Zone Drop-Down List
  6. Click OK to save the time zone.

To change time zones times in Outlook 2007, select Tools and then select Options. Click Calendar Options and then Time Zone.

Local Weather Forecast

One of the new features of Outlook 2013 is that the calendar displays a three-day forecast.

Weather 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.

Forecast Location

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 in Navigation Pane
  2. On the Ribbon's HOME tab, from the Arrange group, select Day. Day in Arrange Group of Home Tab
  3. Your Calendar view is now a daily view. Daily Calendar View
  4. Select the FILE menu tab.
  5. Select Options on the left. File Options
  6. In the Outlook Options dialog box, select Calendar. Outlook Options Dialog Box
  7. In the Work time section, from the Start time drop-down list, select 9:00 AM. Work Time Section
  8. From the End time drop-down list, select 6:00 PM. Work Time Section
  9. Click OK to close this dialog box. Click OK
  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 Working Time Displayed

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. File Print
  3. Under Settings, select a view to print. Settings View Options To preview each view, click it and observe the preview window on the right. Print Preview Window
  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 Button

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
  2. In the To field, enter the invitees' email addresses. To Field
  3. Press Tab to move to the Subject field.
  4. Enter a meeting subject, and press Tab to move to the Location field. Location Field
  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. Meeting Location
  6. Set a start time using the Start time day and time drop-down arrows. Meeting Start Time
  7. Set a meeting end time using the End time day and time drop-down arrows. Meeting End Time
  8. If desired, enter a message in the body of the invitation. Message
  9. If the meeting is a recurring meeting, from the MEETING tab of the meeting, select Recurrence in the Options group. Recurrence in Options Group of Meeting Tab
  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 Assistant.

Scheduling Assistant

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 in Show Group of Meeting Tab
  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. Resources

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. Tags

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 in Respond Group of Message Tab
  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 Invitation in Email Message
  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. Meeting on Calendar
  2. Double-click it to select it.
  3. Make any changes you need to make, including changing the time or date of the meeting. Meeting Changes
  4. When the changes are complete, click Send Updates in the message header to send the updates to the meeting participants. Send Updates Button

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.

Add Participant and 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. Meeting on Calendar
  2. Double-click it to select it.
  3. From the Actions group on MEETING tab of the Message Ribbon, click Cancel Meeting. Cancel Meeting in Actions Group of Meeting Tab
  4. In the message header, click Send Cancellation. Send Cancellation Button
  5. The cancellation message will be sent to attendees, and the meeting will be removed from your Calendar. Meeting Removed from Calendar

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. 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. Respond Group
  3. To accept, click Accept, and then select Send the Response Now to send your response to the meeting organizer. Send the Response Now
  4. The meeting now appears on your Calendar. Meeting on 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. New Items Appointment
  2. Enter the appointment's subject in the Subject field. Subject Field
  3. Press Tab, and enter the appointment's location in the Location field. Location Field
  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
  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. Change Appointment
  3. When the changes are complete, click Save & Close in the Actions group on the appointment tab of the Ribbon. Save and Close in Actions Group of Appointment Tab
  4. The changes to the appointment will now be reflected on your Calendar. Appointment on Calendar

Create Calendar Groups

If you frequently invite the same people to meetings, you can create a Calendar group in Outlook 2013 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
  2. From the drop-down list, select Create New Calendar Group. Create New Calendar Group
  3. Type a name for the group in the Create New Calendar Group dialog box and click OK. Create New Calendar Group Dialog Box
  4. In the Address Book section, choose the address book or contact list from which you want to choose Calendar group members. Contacts Dialog Box
  5. Type a name to search in the Search text box. Contacts Dialog Box
  6. Select the name in the list and click Group Members to add the name to the group. Contacts Dialog Box
  7. Continue adding names until the group is complete, and then click OK. Contacts Dialog Box
  8. The group now appears in the Calendar Navigation Pane, and you can view the group members' calendars alongside yours. New Group in Calendar Navigation Pane
  9. To view the calendars overlaid with your own, to aid scheduling, select the VIEW tab and from the Arrangement group, click Overlay. Overlay in Arrangement Group of View Tab

In Outlook 2007, to access calendar groups, select Actions and then select View Group Schedules.

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 in My Calendars Section
  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. Respond in Respond Group of Meeting Tab
  3. Select Forward. Respond Forward
  4. Enter the To information and click Send. To Field

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 in Color Group of View Tab
  3. Select a color to apply. Color Options

Set Item Importance

To set importance to a calendar item, within Calendar view, select the item and on the CALENDAR ITEMS 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 ITEMS MEETING tab, from the Options group, select Reminder. Reminder in Options Group of Calendar Items Meeting Tab
  3. Select a time before the item occurs to be reminded. Reminder Time Drop-Down

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 Calendar Dialog Box
  3. Calendar items that meet the criteria are returned. Search Returns

Share Meeting Notes

You can use Microsoft OneNote 2013 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 in Meeting Notes Group of Meetings Tab
  2. Open shared meeting notes or take your own. Meeting Notes Dialog Box
  3. Select a OneNote location and click OK. Select Location in OneNote Dialog Box
  4. Enter your meeting notes. Entered Meeting Notes
  5. From within OneNote, select the FILE tab and in the Info section, click Settings and select Share. File Info Settings Share
  6. Enter email information of those who you want to share the notes with, a personal message if you desire, and click Share. Invite People

Share Button

Use Multiple 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 in Manage Calendars Group of Home Tab
  2. From the drop-down list, select Create New Blank Calendar. Create New Blank Calendar
  3. Enter a name for the calendar and click OK. Create New Folder Dialog Box
  4. The calendar is now listed in and can be selected and viewed from the My Calendars section. My Calendars Section

Scheduling a Meeting

Duration: 10 to 15 minutes.

In this exercise, you will schedule a meeting.

  1. Create a meeting invitation, inviting your instructor to a half-hour meeting with you tomorrow at 2:00 PM in your classroom, to discuss what you have learned in class.
  2. Send the meeting invitation.

Solution:

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