Information Technology

Click Day to view a single day.
Click Work Week to see the days you work (Work Week can be changed in Calendar Options).
You may also change the view to Week and Month.
To return to today's schedule click on Today.

To increase or decrease the size of your calendar, move the mouse to the left or right border of the calendar.
Click on the border and while holding down on the mouse button, drag the border to the left or the right.

To select a specific date
Click on the date in the small calendar. The small calendar is on the upper right of the window.

To move to the previous or next month
Click on the Left or Right arrow in the blue bar by the month name.

* More info on Arranging Your Calendar Work Space at the Microsoft Outlook help website

Setting Calendar Options

From the "Tools" drop down menu select Options...

In the options window click

The options menu allows you to change the days displayed in your work week. Other options include: changing the times at which you begin and end your work day, the background color of your calendar and what day will be the "First day of week".
Once your options have been changed click OK.
You will return to the options menu.

Click Apply to save your changes.

* More info on Setting Calendar Options at the Microsoft Outlook help website

Scheduling a New Appointment

Select the button from the Toolbar.
An "Untitled-Appointment" window will pop up.

Fill in the Subject field to give your appointment a title.
Click on the date and time drop down menus to give your appointment a "Starting Time" and "Ending Time".

You may also choose to fill in a location for the appointment and information about it in the text box.

Click on
The new appointment will now show up on the calendar.

* More info on Scheduling a New Appointment at the Microsoft Outlook help website

Scheduling Recurring Appointments

Create a New Appointment
Or open an existing meeting by double clicking on the calendar event.

In the Appointment window
Click on the Recurrence button in the window Toolbar.

The "Appointment Recurrence" window will pop up.
In the "Recurrence Pattern" section, select the frequency of recurrence.

In the "Range of Recurrence" section
Set a beginning date and an ending date and click OK.

Click

* More info on Scheduling Recurring Appointments at the Microsoft Outlook help website

Labeling (coloring) Appointments

You can use labels to categorize events.
Click the event on your Calendar.

From the toolbar click on the Label button and select the appropriate color or category.

You can also label or color an event while creating an appointment.
In the Appointment window, click on the Label: drop down menu and select a label/color

Click

* More info on Labeling (coloring) Appointments at the Microsoft Outlook help website

Deleting an Appointment

Click the event on your calendar to select it.
Once the event is selected, click the Delete button from the Toolbar.

Scheduling Group Meetings

1. A group meeting is an appointment that includes other participants.

2. Create a New Appointment
Or open an existing meeting by double clicking on the calendar event.

In the appointment window click on the button.
This will add a To: field in your appointment window and the appointment will now be called a meeting.

Click on the button
The "Select Attendees and Resources" window will pop up.

You can search for attendees by name or by department.
To search for a person by name, type into the field "Type Name or Select from List".
To search by department, click on the Global Address List drop down menu and select the department.
Once an attendee is located, select his name from the list and click either the Required ->, Optional -> or Resources -> buttons.

Repeat your search, placing attendees into either the required, optional or resource fields until complete.
When all Attendees have been found click OK.

If all your Meeting information is complete click Send.
All Attendees will receive an e-mail inviting them to the meeting.

* More info on Scheduling Group Meetings at the Microsoft Outlook help website

Responding to a Meeting Request

Meeting requests will show up in your inbox with the following icon.
To respond to the request, open the e-mail by double clicking on it.

At the top of the e-mail select from

NOTE: If a request is closed without response, then it is placed as Tentative in your calendar.
Tentative events generally do not have reminders and the requester will not be informed that you will attend.

You can identify Tentative events by the striped border line. Accepted events have a solid border.

If you had previously responded to a meeting request as Tentative, you can change it to an Accept.
Double click the meeting in your Calendar.
The meeting window will pop up.
In the Toolbar click Accept.

* More info on Responding to a Meeting Request at the Microsoft Outlook help website

Sharing Your Calendars with Others

Select Share My Calendar, located under “Other Calendars”.
The "Calendar Properties" Window will pop up.

From the "Calendar Properties" window click the Add... button.
The "Add Users" window will pop up.

In the "Add Users" window you can search for individuals by name or by department.
To search for a person by name, type into the field "Type Name or Select from List".
To search by department, click on the Global Address List drop down menu and select the department.
Once an attendee is located, select his name from the list and click the Add -> button.
Press OK. You will return to the "Calendar Properties" window.

In the "Calendar Properties" window Click the "Permission level" drop down menu.

It is common to set the permission level to Reviewer. A person with Reviewer permission level is allowed to read your calendar, but they cannot edit your information in any way.

Click Apply
Then click OK.

* More info on Sharing your Calendar with Others at the Microsoft Outlook help website

Viewing a Shared Calendar

To View a shared calendar for the first time
Click on Open a Shared Calendar under "Other Calendars".
The "Open a Shared Calendar" Window will pop up.

Click on the Name button. The "Select Name" window will pop up.

In the "Select Name " window you can search for inidividual by name or by department.
To search for a person by name, type into the field "Type Name or Select from List".
To search by department, click on the Global Address List drop down menu and select the department.
Once an attendee is located, select his name from the list and click OK.
You will return to the "Open a Shared Calendar" window.

The name of the person will now show up in the "Open a Shared Calendar" window.
Click OK
The shared calendar will now appear in the "Other Calendars" list.

Check the box next to the persons name to view their calendar.

* More info on Viewing a Shared Calendar at the Microsoft Outlook help website