Outlook Calendar Training

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Outlook Calendar Training

• Stefanie SimsITSCrockett MS

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TEKS Alignment

• Teachers can use an online calendar. Students
  and parents can access it for items such as
  reading assignments, home work assignments, and
  general information about your classroom.
• One way an online calendar can be used to support
  TEKS in a Reading classroom is to post a daily
  sponge warm up activity that students can
  respond to in writing.
• 6.11.B  Reading/literary response. The student
  expresses and supports responses to various types
  of texts. The student is expected to interpret
  text ideas through such varied means as journal
  writing, discussion, enactment, and media (4-8).

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Blackboard Calendar

• Instructors blackboard course?Control
  Panel?Course Calendar?Add Event
• When students login to Blackboard, the date
  event will appear on their welcome screen or they
  can go to Instructors blackboard course?Course
  Tools?Calendar

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www.localendar.com

• Instructor must create an account
• Can be imported into a web page
• Post class events, home work, etc.

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www.google.com/calendar

• Requires account
• You can invite others to view or post as public

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What Microsoft says about using your Outlook
Calendar as a teacher

• The following slides are from Microsoft Office
  Online?Home?Products?Outlook?Outlook 2003 Help
  and How to?Outlook for your job?Education
• http//office.microsoft.com/en-us/outlook/HA012073
  141033.aspx

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Manage your class calendar with OutlookApplies
to Microsoft Office Outlook 2003

• As a teacher, you have many demands on your
  time  from school administrators, colleagues,
  parents, and students, not to mention your own
  personal life. Taking the time to organize your
  calendar and plan can help alleviate the stress
  of juggling and prioritizing daily tasks while
  meeting the needs of all involved.
• One of the best tools to help manage your
  schedule is the Calendar in Microsoft Office
  Outlook 2003. Spending an hour or two to organize
  your Outlook Calendar is time well spent. If done
  properly, an organized Calendar can save you a
  lot of time throughout the year.

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Organize events by color

• One simple way to organize your Calendar is to
  categorize entries by color.
• To begin, think about how you spend a typical
  workday, and divide it into categories. Assign
  each category a color and corresponding label in
  your Outlook Calendar. Labels might include
  Parent Meeting, Education Conference, School
  Holiday, Workshop, as well as one label for each
  subject you teach. As all teachers know, a good
  amount of time is spent in staff meetings or
  district committee meetings  Calendar items for
  these should each have their own color as well.
  Also, be sure to choose a color for items related
  to personal business.
• By using the Outlook Calendar view add-in, you
  can filter your Calendar so that it displays
  items that are related only to one or more color
  labels. This is particularly helpful when you're
  trying to view all items related to one subject
  you teach, for example, or to see a general
  overview of your school year.

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Set up recurring events

• Next, think about the events, meetings, or
  appointments that recur regularly. For example,
  you may have a staff meeting on the first
  Wednesday of each month. By making the staff
  meeting recurring in your Calendar, you can
  schedule all of your staff meetings for the
  entire year with one entry.
• Finally, find all days that are different from
  the regular workday, such as school holidays.
  Because you've already entered some recurring
  events, if they happen to fall on a holiday,
  you'll want to go in the Calendar and delete the
  item from that date. Be sure to delete the single
  occurrence and not the entire series of events.

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Plan for day-long events

• It's best to enter school holidays, field trips,
  and teacher workshop days as All Day Events in
  your Outlook Calendar. You can also use this
  option to flag a day (such as a conference), and
  then as the date approaches, you can enter more
  specific information.
• An All Day Event displays a banner at the top of
  the given date while still permitting you to
  enter additional appointments or meetings for
  that day. For example, you may know in September
  that your class has a field trip to a museum on
  May 20. You can enter the field trip as an All
  Day Event for May 20 to flag the day. As more
  information is available, you can enter
  information such as when you expect the bus to
  arrive, when the tour begins, when the students
  will eat lunch, and when the bus returns to
  school.

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Use your Calendar as a unit plan or lesson plan
book

• At the beginning of the year, it may seem like
  you have all the time in the world to get through
  the intended curriculum for your subject.
  However, as you get closer to the end, you might
  find that you're running out of time. Using the
  Calendar to schedule your units and lessons will
  give you milestones, so you won't run out of time
  when June arrives.

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Add unit overviews to your Calendar

• First, think about the units of study that you
  need to cover during the year. If this seems like
  a daunting task, consider mapping out one quarter
  at a time. Let's say you have six units for the
  first quarter in Science and five units for the
  first quarter in Math. Determine how long each of
  these units will take. If you're using a
  textbook, this information is often included in
  the teacher's guide.
• To place this information in your Calendar, use
  the All Day Event feature, and be sure to assign
  each unit a unique color and label. This will
  create a banner above the start date on your
  Calendar for each unit and show you when the
  previous unit must end.
• To view on your Calendar only the units you'll be
  working on at any given time  and no other
  appointments, meetings, etc.  add a Unit Plan
  view, again by using the Outlook Calendar View
  add-in. Using the add-in, identify the units that
  you want to see. This will provide you with a
  filtered view of your Calendar that shows how all
  units overlap  especially helpful if you do
  integrated teaching across subject matters. Also,
  consider providing copies of this unit plan
  overview to your students to help them plan their
  time as well.

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Assign tasks to units

• If there are tasks necessary to a particular
  unit  such as scheduling the library for class
  research time or making copies  use Tasks in
  Outlook to list and schedule them.
• If, for example, you take your students to the
  computer lab during a particular unit, add
  "Reserve computer lab" to your TaskPad, give
  yourself a due date, and assign a reminder. If
  your school has its library, computer lab, or
  other rooms set up in Outlook as resources, you
  can

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Add daily lessons to your Calendar

• Adding lessons to each day in your Calendar may
  seem like an extraordinary measure. However, it
  will be very useful in creating substitute plans,
  reminding absent students what they missed, and
  serving as a reminder for the next school year.
  Essentially, your Calendar can replace your
  lesson plan book. To make the task of adding
  lessons to your Calendar more manageable,
  consider breaking it down by month, by unit, or
  by quarter. When adding lessons to your Calendar,
  remember to assign each lesson item a color and
  label so that you may filter your Calendar as
  necessary otherwise, your Calendar will look
  crowded.

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Schedule or accept invitations to district-wide
events

• If everyone in your district is using Outlook for
  their scheduling needs, your Calendar becomes
  even more useful. Schools and districts can use
  Outlook to schedule meetings and district-wide
  events, as well as to reserve the required
  facilities. If, for example, you're trying to
  schedule a meeting among all of the eighth-grade
  science teachers in the district, you can use
  Outlook to find out what is the available time
  that everyone has in common.
• If you receive a meeting request, you can opt to
  accept or decline the request. If you accept the
  request, the meeting is automatically added to
  your Calendar. (Be sure to assign the appropriate
  color and label after the meeting is in your
  Calendar.)

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Get started now, and save time later

• The task may seem daunting at first, but
  maintaining your Calendar in Outlook can save you
  a lot of time in the future. Take the time to set
  it up at the beginning of the school year. Stay
  committed throughout the year to adding,
  deleting, and moving items. And always be sure to
  assign items a color and label so that you can
  easily filter views and get the most out of your
  Calendar.

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Calendar Entries
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View a way to display items in an Outlook
Calendar
View
Display
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Appointment Section of your Calendar
Date Navigator
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Appointment Form Text Boxes
Text Box
Information to Enter
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Edit Labels/Color Code Calendar
Click on Icon?Edit Labels?Type in Titles of your
Choice or keep standard labels
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Category

• A category is a keyword or phrase that you can
  assign to related items so that you can easily
  track the items in View?Arrange by Category

Note to get back to calendar view View?Arrange
by?Current View?Day/ Week/Month
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The Meeting Form

• The meeting form is used to invite participants
  to a meeting. It consists of three tabs
• The Appointment Tab allows you to enter a
  subject, a location for the meeting, start and
  end time, and any other information regarding the
  meeting
• The Scheduling Tab allows you to coordinate the
  meeting to fit the schedules of attendees
• The Tracking Tab displays the meeting
  participants and their replies. This sections is
  not visible until the Meeting form is sent to the
  participants

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• To track meeting responses
• Display the Calendar
• Display the date on which the meeting is
  scheduled.
• Double Click the meeting to open it
• Select the Tracking tab.
• 5. Click the Close button to close the meeting
  form.

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How to Print the Calendar

• With the Calendar open, on the Standard toolbar,
  click the Print button to display the Print
  dialog box.
• From the Print Style list box, select a Calendar
  style.
• In the Print Range box, specify the start date
  and end date.
• If necessary, select other print options.
• If desired, click Preview to display Print
  Preview
• If necessary, click Print to return to the Print
  dialog box.
• Click OK to print the Calendar.

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Calendar Options

• Calendar Work Week Including workdays, the first
  day of the week and year, as well as work start
  and end times.
• Calendar Options for changing calendar display
  and color options and for adding Holidays.
• Advanced Options, that include using an alternate
  calendar, setting free/busy options, scheduling
  resources, and altering and adding time zone
  information.

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Tools?Options?Calendar Options
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Share Calendars
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Permission Level Roles
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Anything else?

• If we have time, we can look at TASKS and
  Contacts and Public Folders
• Is there anything else that you would like to
  learn?