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Getting started with Outlook 2010 and your calendar

Creating entries on your calendar

Entries will appear on Outlook calendar as appointments, meetings or events.

Appointments

Appointments are activities that you schedule in your calendar that do not involve inviting other people. Designating each appointment as busy, free, or out of office, lets other Exchange calendar users know your availability.

Create an appointment

  1. In Calendar, on the Home tab, in the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment.
    Create an appointment
  2. In the Subject box, type a description.
  3. In the Location box, type the location.(Note: The location field is a text field that is not attached to resource entities)
  4. Enter the Start and End times.
  5. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As box and then click Free, Tentative, Busy or Out of Office.
  6. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.
  7. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None.
  8. On the Appointment tab, in the Actions group, click Save & Close.

Change an appointment

  1. Single click the appointment you want to change and then click on Open or double click the appointment and it will open automatically.
    If the appointment has a recurrence, you can do one of the following:
    • To change options for one appointment that is part of a series, select Open this occurrence
    • To change options for all appointments in the series, select Open the series
      Change an occurrence
  2. Make changes to the appointment.
  3. On the Appointment or Recurring Appointment tab, in the Actions group, click Save & Close.

Meetings

A meeting is an appointment that includes other people. Responses to your meeting requests appear in your Inbox.

Outlook helps you find the earliest time when any invitee with an SCS Exchange/Calendaring account is free. When you send the meeting request by email, the invitees receive the request in their Inbox, where they can accept, tentatively accept or decline your meeting. If your request conflicts with an item on the invitees' Calendar, Outlook displays a notification. If allowed by the meeting organizer, invitees can propose alternate meting times. As the organizer, you can track who accepts or declines the request or who proposes another time for the meeting by opening the request.

Schedule a meeting

  1. In Calendar, on the Home tab, in the New group, click New Meeting.
    new meeting
  2. In the Subject box, type a description.
  3. In the Location box, type a description or location. (Note: The location field is a text field that is not attached to resource entities.)
  4. In the Start time and End time lists, click the start and end time for the meeting. If you select the All Day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight. (If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.)
  5. In the meeting request body, type any information that you want to share with the recipients. You can also attach files.
  6. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting.
  7. Click Add Others, and then click Add from Address Book.
  8. In the Select Attendees and Resources* dialog box, in the Search box, enter the name of a person, with an SCS Exchange/Calendaring account, to include at the meeting. If you are searching with the More Columns option, click Go.
  9. Click the name from the results list, then click Required or Optional and then click OK. (Required and Optional attendees appear in the To box on the Meeting tab.)

    The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
    Free/Busy grid

  10. To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence. Choose the options for the recurrence pattern you want, and then click OK.
  11. To change the advance time of the meeting reminder, on the Meeting tab, in the Options group, click Reminder, and then click the time you want. Click None to turn off the reminder.
    • The organizer can also set the reminder time for recipients by changing the reminder time on the meeting invitation. If the organizer does not change the default reminder time on the invitation, the recipients will each use their own default reminders.
Note: Resources are not managed via Exchange and will not be visible in the free/busy grid. SCS resources are managed through Oracle Calendar.

Events

An event is an activity that lasts 24 hours or longer. Examples of an event include a conference, a seminar or a trip.

Create an event

  1. In Calendar, on the Home tab, in the New group, click New Items, and then click All Day Event.
  2. In the Subject box, type a description.
  3. In the Location box, enter the location.
  4. To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list.
    Show as Out of Office
  5. If the event lasts longer than one day, change the values in the Start time and End time boxes.
  6. Click Save and Close.

Change an event

  1. Open the event that you want to change.
  2. Do one of the following:
    • To change options for an event that is not part of a series
      1. Click Open the event and then click OK
      2. On the Event tab, makes changes to the subject or location
      3. Click Save and Close
    • To change options for all items in a series
      1. Click Open the series, and then click OK.
        Open recurring item
      2. On the Event tab, change the subject or location options.
      3. To change the recurrence options, on the Actions menu, click Recurrence; change the start time, end time, recurrence pattern, or range of recurrence as required, and then click OK.
      4. Click Save and Close.

Set an event to recur

  1. Open the event that you want to set to recur.
  2. On the Appointment tab, in the Options group, click Recurrence.
  3. Click the recurrence frequency Daily, Weekly, Monthly, Yearly that you want, and then select the options for the frequency.
  4. Click OK, and then click Save and Close.

Make an event private

  1. Create or open the event that you want to make private.
  2. On the Appointment tab, in the Tags group, click Private.
    Make an event private

Set or remove a reminder

Do one of the following:
  • For all new events that you create
    1. Click the File tab.
    2. Click Options.
    3. Under Calendar options, to automatically turn on or off the reminders for new events, select or clear the Default reminder check box.
    4. If you select the check box, enter how long before the event that the reminder will appear.
  • For existing events
    1. Open the event or the series, if the event recurs.
    2. To turn on or off a reminder, on the Appointment tab, in the Options group, in the Reminder list, click None or how long before the event that you want a notification.

Continue to viewing and customizing your calendar.