Microsoft Office Outlook Calendar Training

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Microsoft Office Outlook Calendar Training
Inter-Lakes School District presents

• Multiple Calendars, Sharing Calendars, Schedule
  Meetings

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Course contents

• Overview Seeing, sharing calendars, schedule
  meetings
• Lesson 1 Track two schedules at once
• Lesson 2 Share your calendar with others
• Lesson 3 Schedule a meeting

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Lesson 1

• Track two schedules at once

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Track two schedules at once

• You probably wear several hats during the day,
  balancing a range of appointments and tasks.
• What if you had a calendar that supported all
  your roles, showing appointments in a format that
  was easy to read?

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When one calendar isn't enough

• Your current calendar might look like this work
  appointments mixed in with private events.

Various events grouped in one calendar
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See separate schedules side by side

• Side-by-side calendars bring the mess into focus.
• How? By creating separate schedules for different
  types of appointments.

Separate schedules aligned side by side
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Take the first steps

• To set up side-by-side calendars, create a new
  folder in which to store items for the second
  calendar.

• Under My Calendars, right-click Calendar.
• Click New Folder, and name and save the folder.

The Navigation Pane in Calendar
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How you see it (and how you don't)

• To display the new calendar, select the check box
  next to its name in the My Calendars list.
• To hide it, clear the check box.

New calendars appear below your main calendar,
which is called "Calendar."
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Move an appointment

• To move appointments to the new calendar, just
  drag them, one by one.

An appointment beingdragged
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Reminders in main calendar only

• When you create additional calendars, remember
  Outlook can display reminders only for items in
  the main calendar.

• Reminder
• Main calendar

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So, copy an appointment

• To copy an appointment, press CTRL, select the
  appointment, and drag it to the other calendar.

Now you have a reminder. You also have that time
blocked out in your work schedule.
Copy an appointment so you get a reminder for it.
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Practice

• Create a folder for a new calendar.
• Display the new calendar next to the main
  calendar.
• Hide the new calendar.
• Move and copy appointments between calendars.

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Lesson 2

• Share your calendar with others

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Share your calendar with others

• Another way to utilize side-by-side calendars is
  to arrange to share your calendar with others and
  have them share theirs with you.
• Shared calendars promote cooperation on your team
  and, by helping you plan, help you save time.

To really cooperate, share your calendar with
your team.

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Shared calendars, side by side

• You can look at several people's calendars at
  once, without having to switch views.

• Advantages
• See when colleagues are there.
• Quickly set up meetings.
• Move or copy appointments.

View shared calendars together, side by side.
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How sharing works

• Dont worry The calendar you share is still your
  own. You select the people that you want to make
  your calendar visible to.

• Give a colleague permission to see your
  calendar.
• Tell that person what you've done.

When you share your calendar, tell others that
you've shared it.
And note You dont have to share everything.
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Give permission

• To give others permission to view your calendar

• Open your calendar.
• In the Navigation Pane, under the Calendar
  folder, click Share My Calendar.

Giving permission to share
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Set permission levels

• To set permission levels

• Click Add to select the name of a person you want
  to share with.
• Set the permission level for that person.

Examples of levels you can set Reviewer, Author,
and Editor.
Setting permission levels
Remember If youve given someone permission, let
that person know.
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Open a calendar thats shared with you

• In the Calendar Navigation Pane, click the link
  called Open a Shared Calendar.
• Click the Name button, and type a name in the
  Name box to specify the calendar.
• Calendars shared with you are listed in the
  Calendar Navigation Pane.

Opening a shared calendar
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See calendars side by side

• When you open the shared calendar, Outlook
  displays it side by side with your own (which has
  the name Calendar).
• If you share calendars with a group of people,
  your screen can get crowded. Theres a way to
  deal with that.

Shared calendars appear next to your own.
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Hide calendars

• To hide a calendar
• Clear the check box for that calendar under Other
  Calendars.

The name remains in the list, so you can always
view as many calendarsor as fewas you wish.
List of other calendars, with check boxes
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If sharing stops

• To remove the name of someone who isnt sharing
  his or her calendar anymore, right-click the
  name, and click Remove from Other Calendars.

Use the shortcut menu to remove calendars no
longer being shared.
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No more schedule conflicts

• Sharing calendars helps you schedule meetings.
• While viewing the shared calendars, you can spot
  schedule conflicts or open times, and then send
  meeting requests to some or all of the people.

Set up meetings with any or all of the people
you're sharing with.
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Create unshared calendars

• Sharing one calendar doesnt mean sharing all
  calendars.
• When you share your Calendar folder, you do not
  share any alternate calendars youve created
  unless you specifically arrange to.
• So, you can create alternate calendars for
  storing information you dont want to share.

Types of calendars, all displayed, but not all
shared.
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Practice

• Create a folder for a new calendar.
• Move personal or private appointments.
• Learn your Exchange account name.

• Do the following with another person
• Share your calendar.
• Open a shared calendar.
• Enter an appointment in your partner's calendar.
• Schedule a meeting.
• Stop sharing.

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Lesson 3

• Schedule a Meeting

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Scheduling a Meeting

• Click Actions, New Meeting Request

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Scheduling a Meeting

• The Untitled Meeting Request dialogue box will
  open

• Click the To button

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Scheduling a Meeting

• 1. The Select Attendee and Resources dialogue box
  will open

• Type Attendee name in textbox

• Select name

• Click Required button

• Click OK

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Scheduling a Meeting

• 2. Click Scheduling Tab

• Enter Meeting Information

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Scheduling a Meeting

• Displays each attendees availability

• Click Send button

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Thank You

• This presentation is posted on the technology web
  site