The Outlook Calendar is a reference tool. It is an electronic
diary that allows you to schedule time for appointments, meetings,
holidays, tasks or any other activity that need scheduling. At a
glance, you can see your agenda, your to-do list, and the status of
your mail folders.
- Locate the Microsoft Outlook icon on your desktop. Double click
your mouse to open Microsoft Outlook.
- Locate "Outlook Today" under the "Folder List". Double click to
reveal the drop down menu.
- Click on "Calendar" to open your Microsoft Outlook
Calendar.
Appointments
Appointments are activities that you schedule in your
calendar that do not involve inviting other people or reserving
resources. You can set reminders for your appointments and you can
view your appointments by day, week, or month.
- To create a new appointment with the Outlook calendar, click on
the "New" icon in the upper left section of the Outlook
window.
- Enter the topic of your appointment/meeting in the "Subject"
line. Then enter the location of your appointment/meeting in the
"Location" line.
- Enter the date and time of your appointment/meeting.
- Click the drop down arrow located to the right of the Date and
Time and select the appropriate date and time of your appointment.
If your appointment/meeting is an all day even, you can click the
"All Day Event" option. Several examples of an All Day Event
include a birthday, a conference, and training sessions.
- As a reminder, Microsoft Outlook Calendar will send you
notification of your scheduled appointment. To activate this
feature, click the "Reminder" icon.
- Then click the drop down arrow to select the appropriate time
notification of your choice.
- You can show your appointment time as Free, Tentative, Busy, or
Out of Office. To do so, click the drop down arrow to the right of
the "Show time as:" feature.
- You can label your appointment by selecting any of the options
to the left. Click the drop down arrow located on the right of the
"Label" feature and select an option.
Scheduling Recurring Appointments
You have the option to set your appointment/meeting to
transpire on a recurring schedule (i.e. once a week, twice a week
for the duration of six weeks, once a month, twice a month for the
duration of one year, annually (which can be set to include
birthdays and holidays) etc.).
- Click the "Recurrence" button located at the top of your
screen.
- You must now select the starting and ending time of your
recurring appointment.
- Click the drop down arrow to the right of the "Start" and "End"
feature. Select the respective times. The "Duration" feature will
automatically update when you select and "End Date".
- Select the recurring pattern (i.e. will occur everyday, week,
month, etc.). Under "Recurrence pattern" select either Daily,
Weekly, Monthly, or Yearly. If weekly, you must also select the
number of recurring weeks (i.e. every week, two weeks, three weeks,
etc.). and the respective day of your recurring appointment.
- Select the starting date of your recurring appointment, known
as the "Range of recurrence".
- Click the drop down arrow located to the right of the "Start:"
feature and select the respective starting date.
- Select the ending date of your recurring appointment. To do so,
click on "End by".
- Then left click the drop down arrow to the right of "End
by:"
- Select the last date of your appointment.
- You can scroll through the months by left clicking the arrows
to the left or right of the Month.
Inviting Attendees
To save time and convenience, you can generate an email
invitation directly from your scheduled appointment.
- Click "Invite Attendees".
- Insert the email address.
- Click "Send" to send the invitation.
Deleting Appointments
- Open the appointment you wish to delete. On the Toolbar, click
the "Delete" icon.