Outlook 2003

Note: When using Calendar, please be sure to use "Calendar" under "My Calendars" and not "Calendar in Personal Folders." Email settings also need to be set to "Mailbox" for appropriate calendar use. Also, your abilities will be limited if you are not set up through Exchange.

Checking to See If Your Outlook is Setup Through Exchange

  • In Outlook, click on "Tools" and the "Email Accounts."

Find Email Accounts

  • In the Email Accounts box, click on "View or change existing email accounts," and click on "Next."

View or change existing email accounts

  • Make sure it says "Microsoft Exchange Server" under "Name" and "Exchange" under "Type."

Microsoft Exchange Server

  • Click on "Tools" and choose "Email Accounts."

Choose Email Accounts

  • An email accounts screen will pop up. Under "Email," select "View or Change existing email accounts" and click "Next."

Existing email accounts

  • Under the "Email Accounts" screen, make sure under "Deliver new e-mail to the following location:" it says "Mailbox - Your Name." If it does not say this, select the drop down box and select the "Mailbox - Your Name." Then click "Finish."

Finish Setup

Create new meeting (personal appointment)

  • Click on the Calendar tab within Outlook, this will open up your exchange calendar.

Calendar Tab

  • Double click on the day that you would like to schedule the appointment. This will give you the window where you can fill in your appointment information.

Double click the day to schedule

  • Fill in the appointment information. The default will make this appointment an all day event. If the appointment is not going to last all day, then unclick the "All Day Event" tab and then select the time frame for which the appointment will occur. Fill in all other necessary information such as Subject, Location, Reminders and how you would like the calendar to show this time for you (busy, available, etc) and then hit "Save and Close."

Appointment Information

  • After hitting "Save and Close," the appointment is now on your calendar.

View Appointment on Calendar

  • If you are creating this appointment or all day event on a calendar that is not listed under "My Calendars," such as a calendar under "Other Calendars," then you have an extra step to make if you want to your status to show up as "out of office" or "busy."

Calendar view

  • After opening the appointment box, you must invite yourself to the event. First, fill in the subject, location, time and status.

Enter info in fields

  • Click on "Scheduling" tab and type your own name under where your name is already written. Click "Send."

Scheduling tab

  • When the Microsoft Office Outlook dialogue box appears, click "OK."

Microsoft Office Outlook dialogue box

  • When the next dialogue box appears, asking you if you would like to update your own calendar, click "Yes."

Update calendar

  • The occurrence should now appear in your personal Calendar, as well as the "Other Calendar."

Create new meeting (with others)

  • Click on the Calendar tab within Outlook, this will open up your exchange calendar.

Calendar Tab

  • Double click on the day that you would like to schedule the appointment. This will give you the window where you can fill in your appointment information.
  • Fill in the appointment information. The default will make this appointment an all day event. If the apointment is is not going to last all day, then unclick the "All Day Event" tab and then select the time frame for which the appointment will occur. Fill in all other necessary information such as Subject, Location, Reminders and how you would like the calendar to show this time for you (busy, available, etc).

Make an Appointment - Free

  • To invite other individuals to the meeting, click on the "Scheduling" tab.

Invite others to the meeting

  • Click on the tab in the lower left hand that says "Add Others."

Invite others to the meeting

  • Then hit "Add from Address book." This will provide you with the "Select Attendees and Resources" box.

Add from Address book

  • Notice there are three tabs in the lower left hand side: Required, Optional and Resources. Everyone, including people and resources can be found by typing in there name in the text box under "Type Name or Select from List."

Type Name or Select from List

  • Click OK when finished adding people or resources.
    Required: This is a person that you feel must attend the meeting.
    Optional: This is a person who is being invited to the meeting, but is not required to attend.
    Resources: This is where you would enter the meeting room where the meeting is going to be held.
  • The requested individuals are then added to the schedule assistant. Here is where you can see if the resources/people are available. If not available, the time will be blocked out in either blue or purple designating that the person is not available. Blue stands for busy or tentative and purple stands for out of the office. You can use the scroll bar to advance the time forward or backwards to find an available time for everyone and change the meeting as needed.

Use Scheduling Assistant

  • Once you have everyone added to the meeting and you have an available time selected, then hit "Send." This will send the meeting to your invitees.

Send meeting to your invitees

  • Below is a copy of email notice that is sent to everyone who you invited to the meeting. They will then have the option to accept the meeting, decline the meeting, show as tentative or propose a new time.

Email notice received

Create Day Event

  • To create an all day event, click on the day on your calendar for which you want to create the all day event on. Fill in all of the appropriate event information. Make sure to leave the checkbox "All day Event" checked.

All Day Event

  • When finished click on "Save" and "Close" and the all day event will then be added to your calendar.

All Day Event Saved

Edit Meeting (personal appointment)

  • To edit a personal appointment on your calendar, double click on the appointment you would like to change on your calendar. This will display the appointment information:

Edit Meeting (personal appointment)

  • From here you can change whatever is necessary (ie, time, subject, location). When finished, click "Save" and "Close." The appointment will then be updated on your calendar.

Edit Meeting (with others)

  • Please note that you can only edit a group meeting if you are the meeting organizer. If you are just an attendee, you cannot change the meeting time. However, you can propose a new time when you receive the meeting notification. This will be sent back to the organizer for consideration.
  • If you are the meeting organizer, click on the meeting you would like to change in your calendar.
  • This will bring up the details of the group meeting. From here you can change any information you need to (time, date, subject, location). If you need to add/delete attendees to the meeting click on the "Scheduling" Tab.

Add/Delete attendees to meeting

  • From here you can add new attendees or delete existing attendees. To delete an existing meeting attendee, just highlight their name and click on the "X" in the toolbar.

Add/Delete attendees to meeting

Open Agenda (others)

  • You will only be able to see another individual's calendar if they give you the appropriate access to see their calendar. This will need to be granted on a person to person basis. They will need to share their calendar and give you appropriate permissions in order to view it. You can, however, view anyone's calendar availability. You would do this by using the scheduling assistant. To access others calendar availability, click on the day on your calendar for which you are interested in seeing that person's availability.
  • Click on the "Scheduling tab."

Click on Scheduling Tab

  • Click right below your name where it stays "Click here to add a name." Then type the name of the individual for which you would like to see their calendar availability.

Click to add a name

  • Here is where you can see if the resources/people are available. If not available, the time will be blocked out in either blue or purple designating that the person is not available. Blue stands for busy or tentative and purple stands for out of the office. You can use the scroll bar to advance the time forward or backwards to find an available time for everyone and change the meeting as needed.
  • You can continue to add people by clicking on "Click here to add a name" if you want to see multiple individuals availability.

Click to add more names

Open Agenda (your own)

  • To see all of your agenda items, open your Calendar in Outlook.

Select Calendar

  • Once you click on the Calendar, your personal agenda will be shown.

View personal agenda on calendar

Search agenda

  • To search your calendar, open your calendar.

Open Calendar

  • Click "Find" on the Tool Bar and then click on the "Find" menu option.

  • This will open up the "Find" search box, right above your calendar. To search your calendar for entries, just type what you are looking for in the "Look For:" text box and hit "Enter."

  • The below is an example of found entries that matched the search terms on the calendar. To close out of the search box, just select the "X" beside "Options" in the right corner. This will take you back to your calendar.

Review entries

Schedule recurring meetings

  • To schedule a recurring meeting, click on the day of your calendar for which you would like to schedule the meeting and then fill in the appropriate meeting information.
  • Click on the "Recurrence" tab that is on the tool bar.

Meeting recurrence

  • This will display the "Appointment Recurrence" box. Fill in the appropriate information for your recurring meeting and then hit "OK."

Display appointment recurrence box

Send email to all invitees of a meeting

  • If for some reason you need to change a meeting and would like to send an email back out to the attendees, pull the meeting back up and make the necessary changes to it. After you are done making changes, click on the “Send Update” button. A new email will be sent to notify the attendees of the changes you made to the meeting.

Update all invitees

Respond to a meeting request

  • When someone schedules a meeting with you, an email notification will be sent out to you.
  • You have the option to Accept, Decline, Propose New Time or schedule yourself has "Tentative" for the meeting. Click on which one you would like to accept. An email notification is sent back to the meeting organizer letting them know your response and if accepted, the meeting is added to your calendar.

Responding to a meeting request

Display calendar views (daily, weekly, monthly)

  • When you have your calendar open, you can change the view to display daily, weekly, work week or monthly view. These options are located in the tool bar.

Change view display

  • Select which view you would like to see and it will be displayed below on your calendar.

Select calendar view

Share Your Calendar

  • Display your calendar folder by clicking the calendar button on the Outlook Navigation Bar. Click the “Share My Calendar” link in the navigation pane.

Share my calendar

  • The Calendar Properties dialogue box is displayed. Click “Add” to enter the person you would like to share your calendar with. Add the person by typing in their name in the "Add Users" properties box.

Calendar Properties dialogue box

  • Click "OK" when you have selected the person you want to share your calendar with.

Select the person to share your calendar

  • From the “Permission Level” box, select the appropriate level.

Permission level

  • When you select a level, the settings for that level are displayed via the checkboxes below the dropdown menu.

Select a level

  • Once you are finished, click “Apply” and then “OK.”

Apply changes

Open a Shared Calendar

  • You can create a shortcut to display another user's calendar if they have granted you permission (as done in the above instructions). Click on “Open a Shared Calendar” under the “My Calendars” section in the Navigation pane.

Create a shortcut

  • In the "Shared Calendars" dialogue box, enter the name of the person who granted you permission. Click “OK.”

Shared calendar box

  • Their calendar name will then be displayed under “Other Calendars” in your navigation pane.

  • You can then display the new calendar side by side with your own.

Display calendars side by side