Outlook 2010

Calendar
Table of Contents
The Calendar .................................................... 4
The Week View ................................................. 5
Day View ........................................................... 6
Month View ...................................................... 7
Schedule View................................................... 8
Scheduling Appointments ................................ 9
Appointments ................................................. 10
Meetings ......................................................... 10
Creating Appointments/Meetings ..................12
Accepting Appointments .................................14
Canceling Appointments ................................. 15
Rescheduling Appointments ........................... 15
Busy Status ......................................................16
Recurring Appointments ................................. 17
Scheduling Assistant ...................................... 20
Alarms..............................................................21
Sharing Calendars .......................................... 23
Granting Sharing Permission ......................... 24
Sharing Permissions ....................................... 26
Multiple Calendars ......................................... 27
Working with Multiple Calendars .................. 28
Revised: July 14, 2010
Calendar Groups ............................................. 28
Private Items .................................................. 32
Meeting Requests ........................................... 33 © 2010 The Learning Center at the
Robert C. Byrd Health Science Center,
Categories ....................................................... 34
West Virginia University, Morgantown, WV
Calendar Options ............................................ 36
Time Scale....................................................... 37
Printing ........................................................... 38
Outlook Calendar Quick Reference ................ 40

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The Outlook calendar allows you to keep track of your appointments and organize your time.
Additionally, you can also view the appointments of other HSC users and resources if you have been
granted access to those resources. This allows you to easily schedule meetings and appoints for others.

You can create several different types of appointments in Outlook: meetings, all day appointments,
and recurring appointments.

Keeping your calendar up-to-date allows you and others to easily schedule meetings and
appointments. Your Outlook calendar can also be synced with any PDA running Windows Mobile.

To View the Calendar

1. In the Navigation Pane select the Calendar button.
--OR--
Use the keyboard command Ctrl + 2.

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The Calendar
The Outlook calendar has three views: Day, Week, and Month. Additionally, you can view multiple
calendars at one time in any of those views.

To Change Calendar Views

Select the Home tab of the Ribbon. In the Arrange section, select
the desired view.

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The Week View

Clicking the Week button switches the calendar to the Week View. The Ribbon allows you to choose
between displaying a work week (Monday through Friday) or a full week (Sunday through Saturday).
Clicking the left or right arrow moves you through the calendar a week at a time.

All Day All Day All Day Event: All Day Event:
Event: Busy Event: Free Tentative Out of Office

Appointment: Appointment: Appointment:

Free Busy Out of Office

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Day View
Clicking the Day button switches the calendar to the Day view. This displays the appointments for a
single day. Clicking the left and right arrows moves you through the calendar one day at a time.

All Day
Event: Free

Appointment: Appointment: Appointment: Appointment:

Free Out of Office Tentative Busy

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Month View
Clicking the Month button switches the calendar to the Month view. This displays the appointments
for an entire month. Clicking the left and right arrows moves you through the calendar a month at a
time.

In the month view, appointments are displayed as Free, Busy, Tentative, or Out of Office, and All Day
Events are marked to affect the whole day.

All Day Event:

Appointment Current Day Out of Office

All Day All Day Event: All Day

Event: Busy Tentative Event: Free

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Schedule View
The schedule view allows you to view multiple calendars over the course of a single day, in a
horizontal rather than a vertical layout, to make scheduling for meetings easier.

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Scheduling Appointments
There are multiple ways to schedule appointments in Outlook.

To Create an Appointment from the Ribbon

1. Select the Home tab of the Ribbon. In the New section, click the New
Appointment button to create an appointment for the current date
and time.

To Create an Appointment Using the Keyboard

1. Use the keyboard command Ctrl + Shift + A to create an appointment for the current date and
time.

To Create an Appointment from the Calendar

1. Click and drag with your mouse to highlight the day
and/or time during which the appointment should
occur.
2. Right click in the highlighted area and choose New
Appointment to add an appointment for the selected
date and time.

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Appointments
There are two types of appointments. An appointment is a reminder for yourself, while meetings are
for multiple people and/or resources. An appointment is placed directly on your calendar, while a
meeting appears on the calendars and in the Inboxes of all recipients. When you are creating an
appointment for someone else, make sure you create a meeting so that appointment appears in their
inbox.

Parts of an Appointment

Subject The name of the appointment that will appear on your calendar.
Location Where the appointment will be; this field is not required.
Start time The time that the appointment begins.
End Time The time that the appointment concludes.
All day event Allows you to create an appointment that lasts the whole day.

You may also add information to the body of the appointment, but this is not required.

Meetings
A meeting is an appointment that is sent to multiple people, and appears on their calendars and in
their inboxes. This makes sure the recipients are aware of the meeting.

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To Create a New Meeting

1. Select the Home tab of the Ribbon. In the New section, click the New Meeting button.
--OR--
Use the keyboard command Ctrl + Shift + Q.
--OR--
Right click on the calendar and from the menu select New Meeting Request.
--OR--
Create an appointment, and then click the Invite Attendees button on the Ribbon.
--OR--
Right click on an appointment in your calendar, and from the menu select Invite
Attendees.

Meetings

To Allows you to invite other attendees.

Subject The name of the appointment that will appear on your calendar.
Location Where the appointment will be; this field is not required.
Start time The time that the appointment begins
End Time The time that the appointment concludes.
All day event Allows you to create an appointment that lasts the entire day.

You may also add information to the body of the appointment. This may be helpful when inviting
others to a meeting, to provide more information.

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To Switch from a Meeting to an Appointment

1. Click the Cancel Invitation button on the Ribbon.

Creating Appointments/Meetings
Although meetings and appointments are slightly difference, the creation process is the same for both.

To Create an Appointment/Meeting
1. Create a new appointment (see page 7) or meeting
(see page 10).
2. Type in the Subject of the Appointment/Meeting.
3. Type in the Location of the Appointment/Meeting.
Some appointments will not require a location.
4. Select a start date and time for the appointment
from the drop down menus if the current start
date and time are not correct.

5. Select an end date and time for the appointment

from the drop down menus if the current end date
and time are not correct.
6. Click Save & Close/Send when you have added all
necessary information.

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To Create an Appointment/Meeting from an E-mail

1. Open your Inbox.
2. Find the message you would like to convert to an appointment.
3. Click on the message
and drag it to the
Calendar button in the
Navigation Bar.

4. When you release the cursor, a new

appointment appears containing the
information from the mail message.
Set the dates and times as you
would for a regular message.
5. To make the appointment a
meeting, click the Invite
Attendees button. (See page 11)
6. Click the Save & Close button or
the Send button, depending upon
whether you are creating a Meeting
or an Appointment.

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Accepting Appointments
When a meeting is created it appears in your calendar, and an e-mail notification appears in your
inbox. You may set your own busy status when accepting an appointment.

To Accept an Appointment from an E-Mail Notification

1. Open the e-mail message
containing the appointment
notification.
2. In the Meeting tab of the Ribbon
click the Accept, Tentative, or
Decline button.
3. From the drop down menu, select
a response option.

To Accept an Appointment from your Calendar

1. Right click on the appointment and
select the desired option.
2. From the fly out menu, select, select a
response option.
3. The appointment is removed from
your Inbox.

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Canceling Appointments
You can cancel appointments that you created. If someone else created the meeting, you may only
decline attendance.

To Cancel an Appointment
1. In your calendar, right click on the meeting and select Cancel Meeting.
--OR--
Open the appointment and click the Cancel Meeting button in the Ribbon.
2. In the Meeting window the Send button
changes to a Send Cancellation button.
Click this button to cancel the meeting. A
cancelation e-mail will be sent to all
recipients.

Rescheduling Appointments
You can reschedule or modify any appointment that you created. If someone else created the meeting,
you may only decline attendance.

To Reschedule an Appointment
1. In the calendar view, open the
appointment.
2. Make any necessary changes to the
appointment.
3. Click the Send Update button to
resend the appointment.

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Busy Status
The busy status lets others who are viewing your calendar know whether you will be available, or out
of the office during a meeting or appointment. This status can be set when sending and accepting an
Appointment or at any time from the calendar view.

Free Busy

Out of Office

Tentative

Busy You are unable to attend any other appointment at this time.
Free You can schedule other appointments during this time.
Tentative You are unsure if you will attend this appointment.
Out of Office You will be away during this time.

To Set the Busy Status in the Appointment/Meeting Window

1. In the Appointment tab of the Ribbon, click the down arrow beside the Show As button.
2. In the drop down menu, select the desired status
for the appointment.
3. Save or Send the appointment.

Changing the Busy Status from the Calendar

1. Right click on the item in your calendar.
2. From the pop-up menu choose Show Time As,
and then select a new busy status.

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Recurring Appointments
Recurring appointments are those that occur again over time. A class that meets three times a week
for a semester, or a meeting that occurs every month are recurring appointments. Birthdays are
another type of recurring appointment. Recurring appointments can recur on a daily, weekly,
monthly, or yearly basis.

Daily Recurrence
Appointments that recur daily can be set to
occur every single day, or every weekday.

The Range of recurrence allows you to set a

start date for the first occurrence, then set
how often the appointment should recur.
This can be for a set number of occurrences,
to end on a specific date, or to have no end
date.

Daily recurring appointments occur at the

same time every day, such as your lunch
break.

Weekly Recurrence
Appointments that recur on a weekly basis
are set for selected days of the week.

The Range of recurrence allows you to set a

start date for the first occurrence, then set
how often the appointment should recur.
This can be for a set number of occurrences,
on a specific date, or no end date.

Weekly appointments occur on a weekly

basis, such as a class or meeting.

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Monthly Recurrence
Appointments that recur on a monthly basis
can be set in one of two ways. They can be set
to occur on a specific date each month, such
as the 31st of the month, or they can be set to
recur on a specific weekday, such as the first
Monday of every month, or the last Friday of
every month.

The Range of recurrence allows you to set a

start date for the first occurrence, then set
how often the appointment should recur.
This can be for a set number of occurrences,
to end on a specific date, or to have no end
date.

Yearly Recurrence
Appointments that occur on a yearly basis
can be set in one of two ways. They can occur
on a specific date every year, such as a
birthday or anniversary. Or they can occur
on a specific weekday, such as the first
Monday in September.

The Range of recurrence allows you to set a

start date for the first occurrence, then set
how often the appointment should recur.
This can be for a set number of occurrences,
to end on a specific date, or to have no end
date.

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To Create a Recurring Appointment/Meeting

1. Create a new appointment. (See page 7)
2. In the Meeting tab of the Ribbon click the Recurrence button.
3. The Appointment
Recurrence window opens.
Select the desired
recurrence pattern. (See
page 17)
4. Click OK.

5. Create the meeting or

appointment.
6. Click Save & Close or
Send to add the
appointment to the
calendar.
7. Recurring appointments
appear on the calendar
with the recurrence icon
on the right.

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Scheduling Assistant
Busy Search allows you to check the availability of the individuals you want to invite to your meeting.

To Do a Busy Search
1. Create a new meeting. (See page 11)
2. Add recipients.
3. In the Meeting tab of the Ribbon click the Scheduling Assistant button.
4. The window changes to
display the list of
attendees in the left
panel, and a daily
calendar view to the
right.
5. Your projected time
appears with a box
around it.
6. The appointments of
other attendees appear
in the calendar to the
right of their names.
7. Scroll through the
calendar to see available
times. If necessary,
remove attendees from
the search by deselecting
the checkbox beside their
name.
8. Click the Appointment
button to return to the
appointment.
--OR--
Click Send to send the
meeting request.

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Alarms
Alarms allow you to be reminded of an appointment. You can set an alarm for five minutes to give you
time to walk across the hall for a meeting, for two weeks so give you time to find a birthday gift, or for
any time in between.

To Set an Alarm
1. In the Appointment tab of the Ribbon click the Alarm button.
2. From the drop down menu select how long before the appointment the alarm
should go off.
3. Send the appointment as normal.

To Personalize the Sound of an Individual Notification

1. Set an alarm for your appointment.
2. An arrow appears in the lower right corner of the Options section
of the Ribbon. Click the arrow.

3. In the Reminder Sound dialog box,

Browse to found the desired sound.
4. Click OK.
5. Send the appointment as normal.

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To Change the Notification Sound for All Appointments

1. Select the File tab of the Ribbon.
2. Click the Options button.
3. In the Outlook Options
window, select
Advanced from the left
pane.
4. Scroll to the Reminders
section.
5. Place a check beside
Play reminder sound.
6. Click the Browse button
beside Play reminder
sound.
7. Browse to find the
desired sound.

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Sharing Calendars
You can also share your calendar(s) with others. When you share your main calendar with someone,
Outlook allows you to request that the recipient share their calendar with you.

To Share Your Calendar

1. In the Home tab of the Ribbon, click the Share Calendar button.

2. A message opens.
3. In the To box, add the individuals
with whom you would like to share
your calendar.
4. If desired, place a check in the box to
Request permission to view
recipient’s Calendar.
5. Add a message if so desired.
6. Click the Send button.

7. A dialog box opens requesting you confirm

you want to share your calendar. Click Yes.

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Granting Sharing Permission

You may receive sharing requests in your e-mail to allow others to view your calendar. These will
often be associated with the request to share your calendar with someone else.

To Grant Sharing Permission from a Message

1. Open the message with the subject
Sharing request: Calendar.
2. Check to make sure you want to share
your calendar with the message sender.
3. Click the green Allow button so share
your calendar with this person.

4. A message opens, allowing you to

notify the user you have agreed to
share your calendar.
5. Send the message.

6. A dialog box opens requesting you confirm you want

to share your calendar. Click Yes.

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7. That user’s calendar now appears in your calendar list, in the Shared Calendars section.

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Sharing Permissions
You can change what rights the viewer has to your calendar. When you first share a calendar with
someone, they are given rights only to view your calendar. If you would like them to be able to create
appointments for you, you will need to change the calendar settings.

To Change the Properties for a Shared Calendar

1. In the Home tab or the Folder tab of the Ribbon, click the Calendar Permissions
button.

2. Select the Permissions tab.

3. Select the individual whose permissions level
you want to change.
4. Select a new permissions level from the drop
down menu.
--OR--
Select individual options to modify.
5. Once all the desired permissions have been
selected, click OK.

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Multiple Calendars
Outlook allows you to create multiple calendars within a single account. This allows you to have
separate calendars for different activities. For instance you could have one calendar for your leave, a
different calendar for your work appointments, and a third calendar for your personal appointments.

To Create a New Calendar

1. Select the Folder tab of the Ribbon.
2. Click the New Calendar button.

3. The Create New Folder dialog box opens.

4. In the Name text box, create a name for your calendar.
5. In the Folder contains text box, make sure Calendar
Items is selected.
6. Click OK.

7. The new calendar appears in the Navigation Pane.

8. You can change the order in which calendars appear by clicking and dragging the calendar names
in the Navigation bar.
9. Once you have created a calendar, you can then share that calendar with others.

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Working with Multiple Calendars

In Outlook you can view multiple calendars side by side or overlapped.

To View Multiple Calendars

1. In the Navigation Pane, place a check beside the names of the calendars you would like to view.
2. Shared calendars will
appear in a section
called Shared
Calendars.

Calendar Groups
Calendar Groups allow you to organize the calendars of individuals or resources you frequently view
together, into a group that can be opened with a single click. Individual calendars can appear in
multiple calendar groups.

To Create a Calendar Group

1. Open the calendars you could like to group together.
2. Select the Home tab of the Ribbon. Click the Calendar
Groups button.
3. From the drop down menu select Save as New Calendar
Group.

4. Create a name for the group. Click OK.

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5. The new calendar group appears in the Navigation Bar.

To View Calendar Groups

1. In the Navigation Bar, place a check beside the calendar group you want to view.
2. All calendars in the group are opened, and displayed in the Schedule View.

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Multiple Calendars Side-by-Side

When you open other calendars in Outlook, they will initially open side by side. You can compare
multiple calendars in the day, week, and month view.

To overlap individual calendars, click the left pointing arrow in the tab of each calendar.

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Multiple Calendars Overlapped

When calendars are viewed overlapped, you can see all appointments at the same time. The
appointments for the selected calendar will be in bold. Appointments on all other calendars are
fainter.

To switch from Overlapped view to Side-by-Side view, click the right pointing arrow on the tab of the
calendar you want to see side-by-side.

When multiple calendars are overlapped, you can change which calendar appears on top by clicking
on the tab of the desired calendar.

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Private Items
You can hide calendar items from people who have proxy access to your calendar by marking those
items as Private. Appointments marked Private still appear in a Busy Search, however, the details of
private appointments remain secret.

To Mark an Item Private from the Right Click Menu

1. Select the calendar item.
2. Right click on the item and choose Private.

To Mark an Item Private from an Open Appointment

1. Open the item to be marked private.
2. In the Ribbon, click the Private button.

3. The item is now marked private.

4. In the Day view, a small lock appears in the corner of the appointment to show it
is a private appointment.

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Meeting Requests
By default, Outlook provides a meeting request dialog box, and then generates meeting request e-
mails every time you schedule a meeting.

To Automatically Process Meeting Requests and Cancellations

1. Select the File tab.
2. Click the Options button.
3. In the left pane,
select Mail.
4. Scroll to the
Tracking section.
5. Place a check
beside
Automatically
accept meeting
requests and
process
cancellations.
6. Click OK then
close all open
dialog boxes.

To Turn Off Request Responses for a Meeting

1. Create a new Meeting.
2. In the Meeting tab of the Ribbon, in the Attendees section, click
the Meeting Request button.
3. From the drop down menu, deselect Request Responses.

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Categories
Outlook contains multiple categories to help you organize your messages. You can use the default
Outlook categories or create your own. The easiest way to create a personalized category is simply to
rename one of Outlook’s default categories.

To Assign a Category from the Right Click Menu

1. Right click an item in your Mailbox or Calendar.
2. Select Categorize.
3. Select the desired category.

To Assign a Category from the Ribbon

1. Select the item in your mailbox or calendar.
2. Click the Categorize button.
3. Select the desired category.

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To Create Personalized Categories

1. Right click on at item and choose Categorize.
--OR--
Click the Categorize button on the Ribbon.
2. Select All Categories.
3. The Color Categories dialog box
opens. To create a personalized
category, select one of the Outlook
default categories.
4. Click the Rename button.
5. Type in a new name for the category.
6. Click OK.
7. The personalized category now
appears in the category list.

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Calendar Options
Outlook allows you to customize your Calendar Options. You can specify a default Calendar or change
the first day of the week in the calendar.

To Customize the Calendar Options

1. Select the File tab of the Ribbon.
2. Click Options button.

3. The Calendar Options

dialog box opens. Select
the desired options.
4. Click OK.

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Time Scale
The default time increment for the Outlook calendar is 30 minutes. This increment can be changed as
needed.

This can also be done from the View Settings available from the menu.

To Change the Time Increment on the Calendar

1. Switch to the day or week view of the Calendar.
2. Right click in the time scale area to the left of the
calendar.
3. From the drop down menu, select the desired time scale.

--OR--

1. Select the View tab of the Ribbon.

2. Click the Time Scale button.
3. From the drop down menu select the desired option.

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Printing
Outlook allows you to print your calendar(s) in any of several different views.

To Print Your Calendar

1. Switch to the Calendar view of Outlook.
2. Select the File tab of the Ribbon.
3. Select the Print tab to view the print options.

--OR--
Use the keyboard command Ctrl + P.

4. In the Print what section, select the calendar style you want to print.
5. Click the Print Options button.
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6. If needed, beneath Print this calendar

select the calendar to be printed.
7. Click the Page Setup button for further
formatting options.

8. The Page Setup dialog box will be

slightly different for each of the
calendar styles.
9. To change the style from Portrait to
Landscape, select the Paper tab.
10. In the Orientation section, select the
desired option.
11. Click OK.

12. Click the Print button.

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Outlook Calendar Quick Reference

Other
Command Tab Location Keyboard Reference
Location
Address Book Home > Find section
Alarm Appointment/Meeting > Right click
Options section
Appointment Home > New section Right click Ctrl+Shift+A

Busy Search Meeting > Show section

Calendar Groups Home > Manage Right click
Calendars section

Calendar Folder > Share section Right click >

Permissions Properties >
Permissions tab
Calendar View Navigation Pane Ctrl + 2
Categories Appointment/Meeting > Right click
Tags section

Change Appointment > Show

Appointment to section
Meeting
Check Names Meeting > Attendees Ctrl + K
section

Day View Home > Arrange section Ctrl+Alt+1

Go to Date Ctrl + G
Go to Next Day Ctrl + right
arrow
Go to Next Week Alt + down
arrow
Go to Previous Ctrl + left
Day arrow
Go to Previous Alt + up
Week arrow

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Other
Command Tab Location Keyboard Reference
Location
Meeting Home > New section Right click Ctrl+Shift+Q

Month View Home > Arrange section Ctrl+Alt+4

New Home > New section Right click Ctrl+Shift+A

Appointment

New Calendar Folder > New section

New Meeting Home > New section Right click Ctrl+Shift+Q

Options File > Options button

Print File > Print Ctrl + P

Private Appointment > Options Right click

section
Recurring Appointment > Options Ctrl + G
Appointments section
Reminders Appointment/Meeting > Right click
Options section
Schedule View Home > Arrange section Ctrl+Alt+5

Scheduling Meeting > Show section

Assistant
Send Alt + S

Share Calendar Folder > Share section

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Other
Command Tab Location Keyboard Reference
Location
Sharing Home > Share section
Permissions

Show As Appointment/Meeting > Right click

Options section
Time Scale View > Arrangement Right click
section
Today Calendar View > Home > Right click
Go To section

To-Do Bar View > Layout section

Undo Quick Access Ctrl + Z
Toolbar
Views View > Current Views
section
Week View Home > Arrange section Ctrl+Alt+3

Work Week View Home > Arrange section Ctrl+Alt+2

Zoom View > Zoom section Status Bar >

Zoom Slider

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If you would like more information about other Learning Center workshops, please or visit our
website at http://www.hsc.wvu.edu/its/LC or call the Learning Center at 293-3631 ext 5.

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NOTES

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