Outlook 2007

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 "Account Settings."

Click on

  • In the Account Settings dialogue box, find your email address and then check to see if it says "Exchange" under the "Type" column.

Check the type of email address

Checking to see if your email account is set to "Mailbox - Your Name"

  • Click "Tools" and choose "Account Settings..."

Click on

  • Under the "Data Files" tab, make sure that "Mailbox - your name" is the set as the default. If it is not, select "Mailbox - your name" and then click "Set as Default."

New Appointment

 

Create new meeting (personal appointment) & All Day Event

  • Right-click below the date you want to schedule an appointment and click "New Appointment."

New Appointment

  • Type in a subject and location.

Type in subject and location

  • If this is not an All Day Event, remove the check from the "All Day Event" box and choose the appointment time.
  • Make sure the box is checked if it is an "All Day Event."

All Day Event

  • You can change how the calendar shows your availability in the drop down box beside "Show As:"
  • This is how an item will appear when someone tries to schedule a meeting with you at the time.

  • If there are any conflicts within your own calendar, this shows up above the subject line.

Error message

 

  • 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 there is an additional step necessary to have your status appear as "Out of Office" or "Busy."

Out of Office or Busy

  • Click "Copy to My Calendar" before clicking "Save & Close."

Copy to My Calendar

  • This will copy the appointment into your personal calendar, so your status will be shown appropriately when someone is trying to schedule a meeting with you.
  • If it is not necessary to show the item on your personal calendar, then simply click "Save & Close."

Save and Close

Create New Meeting (with others)

  • In calendar view, double-click the space below the date you would like to schedule a meeting.

Select date to schedule a meeting

  • From here, type the subject of the meeting and uncheck the "All Day Event" indicator.

Subject for meeting

  • Click "Scheduling Assistant."

Scheduling Assistant

  • Type the name(s) of the person(s) with whom you want to schedule a meeting.

Name of persons to schedule a meeting

  • Or, you can click "Add Attendees..."
  • After clicking "Add Attendees...", a box appears that allows you to search and select the attendees.

Notice there are three tabs in the lower left hand side: Required, Optional and Resources. Both persons and resources (conference rooms or equipment) can be found by typing the name in the text box and clicking "Go."

 Required, Optional and Resources

Required: This is a person that 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 a conference room where the meeting is going to be held, or it may be equipment that is needed.

  • You can also add a room by clicking "Add Rooms..."

Add Rooms

  • Choose the room where you want to schedule a meeting.

Room to schedule a meeting

  • Click "Rooms ->" and then click "OK."

Rooms

  • Suggested times when all invitees and resources are available appear in the right-hand corner.

Suggested Times

  • The requested individuals are then added to the "Scheduling Assistant." This is where you can see if the resources (including individuals) are available. If not available, the time will be blocked out in either blue or purple, indicating that the resource is not available. Blue represents "Busy" or "Tentative," and purple represents "Out of the Office." You can use the scroll bar to advance the time forward or backwards to find an available time for all resources and change the meeting as need.
  • Click the desired time.

Select desired time

  • Then click "Appointment" to add more details, or you can simply "Send" from here.

Send appointment

  • If you clicked "Appointment" then click "Send" from here after entering additional information.
  • If you did not add a room, you will need to enter a location before sending.

Can add information to appointment

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

Email notice

Edit Meeting (personal appointment)

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

Edit 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, 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 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 “Scheduling Assistant.”

Edit meeting with others

Open Agenda (your own)

  • To view your own agenda, click the "Calendar" tab in Outlook.

View your agenda

  • From here, you can view your agenda/calendar.

View your agenda

Open Agenda (others)

  • You will only be able to see another individual’s calendar if they give you the appropriate access. This must be granted on a person-by-person basis. You can, however, use "Scheduling Assistant" to view anyone’s availability if they have made "Free"/"Busy" information available, as it is by default. To access the calendar availability of others, double-click the date on your calendar for which you are interested in seeing a person’s availability.

Check availability

  • Click "Scheduling Assistant."

Scheduling Assistant

  • Click below your name where it says “Click here to add a name.” Then type the name of the individual whose calendar availability you would like to see.

Click here to add a name

  • You will then be able to see if the person(s) and resource(s) are available. If they are not, the time will be shown as a color-coded bar, indicating the unavailable time periods.

Check availability

  • You can use the scroll bar to advance the time forward or backwards, and you can continue to add other persons or resources by repeating the previous two steps.

Search agenda

  • To search your calendar, open your calendar.

Open your calendar

  • Type what you are looking for in the "Search Calendar" text box and hit ENTER.

Search calendar

  • The below is an example of entries that matched the search term "class" on this calendar.

Search results

Schedule recurring meetings

  • When scheduling a meeting or an appointment, you can make it recurring by clicking the "Recurrence" button.

Recurrence meetings

  • You can then choose the recurrence pattern and on what days you want the meeting to recur.
  • Enter the number of occurrences or the end date, and click the appropriate button or you can click the button for "No end date."

Number of recurrences

Send email to all invitees of a meeting

  • If you need to change a meeting, re-open it and make the necessary changes. After you are finished making changes, click the “Send Update” button. A new email will be sent to notify the attendees of the changes you made to the meeting.

Email all invitees

Respond to a meeting request

  • When someone schedules a meeting with you, you will receive an email. At the top of the email you can respond by clicking “Accept,” “Tentative,” “Decline” or “Propose New Time.”

Email received

  • A dialogue box then appears allowing you to choose to edit the response, send the response now or not to send a response. Click the circle by the option you choose, and then click “OK.” It is recommended that you send a response, so the organizer will know whether or not you plan to attend.

Choose option

Display calendar views (daily, weekly, monthly)

In calendar view, you can choose the time period you want to view.

  • Work Week: Click "Week" and the radio button for "Show work week."

Work Week

  • Full Week: Click "Week" and the radio button for "Show full week."

Full Week

  • Day: Click the "Day" button.

Day

  • Month: Click the "Month" button.

Month

Share Your Calendar

  • Click "Calendar" in the Navigation Pane.
  • Select a calendar from My Calendars (the default or a personal sub-calendar).

Select calendar from My Calendars

  • Click "Share My Calendar" and the email window for sharing a calendar displays.

Share my calendar

  • Type the email address of the individual you wish to share your calendar.

Type the email address to share your calendar

  • Type a subject for the email.
  • Click the box next to "Allow" recipient to view your calendar.
  • Click the box next to "Request Permission" to view recipient's calendar.

Request permission to view recipient's calendar

  • Type a message in the body of the email.
  • Click "Send" and a dialog box confirming the permissions displays.
  • Click "Yes" and then click "OK."

Confirm permissions

  • To edit viewing permissions, right-click the calendar you are sharing, and then click "Change Sharing Permissions..."

Edit viewing permissions

  • Click on the appropriate person's name and then edit permissions under the "Permissions" section.

Edit permissions

  • Click "OK."

Description of Permissions

You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

Open a Shared Calendar

  • Click "Open a Shared Calendar..."

Open a shared calendar

  • In the "Open a Shared Calendar" dialogue box, type the name of the person who shared their calendar with you, and then click "OK."

Type name in the dialogue box

Giving Delegate Access

If you would like someone to manage your calendar for you, give them delegate access.

  • First, click on "Tools" and then "Options."

Options

  • In the options dialogue box, select the "Delegates" tab.

Delegates

  • Click "Add."

Add

  • In the "Search" box, type the name of the person you want to give delegate access to, select that name and click "Add->." Then click "OK."

Person to delegate

  • In the "Permissions" dialogue box, choose the access that you want your delegate to have. Check the box beside “Delegate receives copies of meeting-related messages sent to me” if you would like them to receive a copy of all meeting requests and edits.

Check the box

  • Click "OK."
  • Notice that you can also give them access to your tasks, inbox, contacts, notes and journal.
  • Click "Apply" and "OK."

Click