Outlook Calendar

1. Open Outlook
2. Open Outlook Calendar
   Either click on Calendar in the Outlook Bar or in the Folder List
   
   
    
3. Set your View
   Click on one of these buttons to show your calendar by the chosen parameter
   

    

4. Schedule an appointment
   1. If you open View to Day or Work Week, double-click on the exact time to open the Untitled-Appointment box already set to the time you want.
      
      
       
      • You can reset the times, or you can check the All day event box.

      If you open View to Calendar Week or Month, double-click on the day to open the Untitled-Appointment box pre-set for an All day event.
      
      
       

      • You can uncheck this box and set a specific time.
         
      • If there is a conflict with another appointment, Outlook will tell you, and let you decide how to handle it.
         
   2. Set the appointment to Recur
      1. When you are done setting up the particulars for the first occurrence of the appointment, click the Recurrence button
         
         
          
      2. In the box that appears you can set the frequency, the days, and an end to the recurrence, among other choices.
         You can go back to the appointment and Remove the Recurrence later.
          
5. Plan a meeting
   1. Click the view you want to work with, Day, Work Week, Calendar Week  or Month.
   2. Click on the day and/or time you want the meeting to start.
   3. Click Actions menu, then click Plan a Meeting (Actions>Plan a Meeting)
      
      
       
      1. Invite Attendees
         Click Add Others (XP) or Invite Others (2K)
         
         
          
      2. Select those you are inviting to the meeting from the Select Attendees dialog box
         
         
         
         - You can require attendance or make it optional.
         - If Resources are included, like Library, Computer Lab, or LCD Projector, they can also be scheduled reserved if they are in the system. Their calendar would then show availability or lack thereof, and allow scheduling compatibility (you can't schedule it if it's already been scheduled).
          
      3. The Plan a Meeting dialog box shows your invitees and the block of time.
         - If an invitee is scheduled for something that is in conflict either you and/or they will know when you invite them, depending on whether your Outlook setups are compatible. Conflicts should appear on this calendar grid.
         - The striped rows indicate the person is not on the server or does not use the calendar. It means "no information."
         - The blue bars indicates that person is "busy" for a particular section of time during this period you have tried to schedule them. The other color codes are shown below the grid or at the bottom of the box.
         
         
          
   4. Click Make Meeting at the bottom of the box.
      
      
       
   5. The Untitled - Meeting dialog box appears.
      The invitees you chose are already in the address window (To...).
      
      
      
      You must type in the Subject: (or at least you should, so your invitees know what it's about), you may type the Location:, and the big white area is for additional information, like in any email.
      • The date and time are already set, determined by whether you opened from Day, Week or Month, but if not you can set them here.

      You can attach an agenda Word document, or anything else appropriate, just like with any other email.
       

   6. Track the meeting.
      When the invitees get their email, they will be able to choose Accept, Tentative, or Decline,  and then reply to your message. They can also include a note just like replying to any email. You will receive emails from all unless they choose not to reply.
       
      • NOTE: If the recipient is using the Preview pane, the Accept, Tentative, or Decline tabs will not show up. For this to work emails must be opened fully by double-clicking on them in the Inbox..

      You can track the progress of the replies by looking at you original email that you sent to invite people to the meeting by opening it in the Sent Items pane.
      
      

      The box that opens will resemble the Untitled - Meeting box in "f" above, but the Attendee Availability (2K) tab  or Scheduling (XP) tab will be active and you will see a calendar grid like the one in the Plan a Meeting box in "d" above.
      
      
       

   7. Change Attendee Status
      1. After setting up a meeting you may need to change an attendee's status from required to optional or optional to required.
         Click on the arrow or i icon to the left of the name in the list in the Plan a Meeting box.
         
         
         
         Make your new selection.
          
      2. Click then on the envelope icon left of the previous one to Send or Don't send a notice to that person.
         
         
          
   8. Cancel a meeting.
      You can easily cancel a meeting and inform all those you invited. Right-Click on the meeting in your monthly calendar and click Delete:
      
       
      The default choice in the box that opens should be "Send cancellation and delete meeting," which is what you want if you don't want all those people peeved at you.
      
       
6. Add Holidays to your calendar
   1. Open Outlook Calendar
   2. Click Tools > Options
      
      
       
   3. Click the Preferences tab (it is likely the one showing)
      
   4. Click the Calendar Options... button
   5. Note the many other options you can also set from this window.
      
      
      
      Click the Add Holidays... button
      
      
       
   6. United States should be the default box already checked if you are in the U.S. You can also check others.

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