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Getting started with Outlook 2011 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. On the Home tab, click Appointment.

    Create an appointment

    You can also create an appointment in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new event window.

  2. Enter the details about the event, and then do any of the following:
    • To Display the Time zone menu for the event, on the Appointment tab, click Time Zone.Description: Appointment tab, group 4
    • To make the appointment recurring, on the Appointment tab, click Recurrence, and then select a recurrence pattern.
    • To change the appointment into a meeting by inviting other people, on the Appointment tab, click Invite.

    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 all the invitees are free. When you send the meeting request by email, the invitees receive the request in their Inbox. When the invitees open the request, they can accept, tentatively accept, or decline your meeting by clicking a single button. If your request conflicts with an item on the invitees' Calendar, Outlook displays a notification. If you, as the meeting organizer, allow this, invitees can propose an alternative meeting time. 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. On the Home tab, click Meeting.new meeting
    2. To send the invitation from an account that isn't your default account, click an account on the From pop-up menu.
    3. In the To box, enter the names of people you wish to include for the meeting.

      To search for additional contacts, on the right side of the To box, click Open Contacts Search.

    4. In the Location box, type a description or location.
    5. Enter the details about the event, and then do any of the following:
      • To display the Time zone menu for the event, on the Meeting tab, click Time Zone.

    time zone

      • To add attachments to the meeting, on the Meeting menu, click Attachments, and then click Add.
      • To make the meeting a recurring event, on the Meeting tab, click Recurrence, and then select a recurrence pattern.
      • To see whether your invitees are available, on the Meeting tab, click Scheduling

    Scheduling
  3. When you complete your invitation, on the Meeting tab, click Send.
    Description: Send group

    Update a meeting

    1. Locate the meeting on your calendar, and then double-click the meeting to open it. If you want to update all instances of a recurring meeting, on the Meeting tab, click Edit Series.

      Description: Meeting tab, Edit Series

    2. Change the options that you want.
    3. On the Meeting tab, click Send Update.

      Description: Meeting tab, Send Update

    Cancel a meeting

    1. Locate the meeting on your calendar, and then double-click the meeting to open it.
    2. On the Meeting tab, click Cancel.

    Description: Meeting tab, Cancel
    1. If you want to, type a message to invitees in the Message window.
    2. On the Meeting tab, click Send Cancellation.

    Description: Meeting tab, Send Cancellation

    Events

    An event is an activity that lasts 24 hours or longer. Examples of an event include a trade show, a seminar, or a vacation.

    Create an event

    1. On the Home tab, click Appointment.

      Description: Calendar Home tab, group 1
    2. In the Appointment window, fill in the Subject, Location, Start Time and End Time and check the All Day Event check box.
    3. Click on the Status drop-down list to indicate whether you want this time to show as busy, tentative, free, or out of office. This affects what delegates and others with whom you've shared your calendar will see when they look at your calendar, and what anyone will see when they try to schedule a meeting with you. Click on the Save & Close button when you're done.

    Set an event to recur

    1. Create a meeting, appointment or event like you normally would.
    2. You can make the calendar entry reoccurring either before or after you fill the needed information. Click on the Recurrence button in the Options section.
      recurrence
    3. The Recurrence drop-down will then open. You can choose a preset or click on "Custom:" to set it up manually.
      Recurrence options detail
    4. Click on the OK button when done.
    5. A summary of the recurrence will be shown in the entry.

    When a series of meetings has run its course, rather than cancel the meeting, which will remove all historical instances of the meeting, change the recurrence pattern to end on the last occurrence of the meeting. To do this, click the Recurrence button and change the end date.

    Make an event private

    1. Create or open the event that you want to make private.
    2. In the Appointment window, click the Private icon
    private

    Set or remove a reminder

    Do one of the following:
    • For all new events that you create
      1. Click the Outlook in the menu bar
      2. Click Preferences.
      3. Under Other, click Calendar. 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.
      Reminder

    Turn off all Office 2011 reminders

    When you turn off Office Reminders, you will not receive reminders from any of the Office applications.

    1. 1. On the Outlook menu, click Turn Off Office Reminders.

    Continue to Viewing and customizing your calendar.