Office of Information Technology

Outlook Calendar Documentation

Calendar Basics

Outlook Calendar allows you to create and manage all your appointments, meetings, important events and tasks in a simple and efficient interface. The tabs below provide a general overview of basic Outlook Calendar features and functionality.

Note: For more detailed information and documentation,please refer to Microsoft Office Outlook 2010.

Viewing Your Calendar

Before you can see what’s in your calendar, you need to know how to find it. Click Calendar icon in the navigation pane of Outlook.

Once you’re looking at your calendar, you can use the Calendar Ribbon to switch views. Click Day, Week, or Month to switch views.

Adding an Appointment

Use an Appointment when you know you’ll be busy but no one else is involved. You might enter an appointment to block out time in your calendar for work on a project, for writing a report, or for other tasks.

  1. One quick way to start add an appointment is to rest the mouse pointer over the desired time in Week view, click, and type the details.
  2. Rest the pointer over the desired time in your calendar and click.
  3. Type the details.
  4. Drag the handles to make the appointment longer or shorter, or click, hold and drag move to another date and time.

Create a Meeting

A Meeting occurs at a scheduled time, and it includes other people and a meeting location. A Meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else. Meetings appear both in your calendar and in the calendars of the other people who are involved.

In your calendar, you can tell the difference between a Meeting and an Appointment by the information in the meeting entry. In a Meeting you’ll see these:

  • The location of the meeting
  • The meeting organizer’s name

A Meeting in Outlook is set up with the help of a Meeting request, which is delivered to the meeting participants via e-mail.

To add a new meeting:

  1. Go to menu bar and click New Meeting.
  2. Fill in the fields as shown below:
  • To, Subject, Location, Times, Brief Description.
  • List multiple attendees in the To: line, similar as you would to multiple email recipients.
  • 3. When you have entered all the required information in the fields above, click  Send

Recurring Meeting or Appointment

Use the Recurrence icon from the ribbon ( toolbar) to create a recurring appointment, meeting or task.

  1. Double click on an existing appointment or task, or create a New Meeting, New Appointment or  New Task .
  2. Click the Recurrence button in the Options group of the Appointment tab.
  3. Fill in the recurrence pattern as indicated below.
  4. Click Ok when completed.

Editing a Recurring Item

To open a recurring calendar entry to see its details or to change it, you’ll double-click it. When you do this, you’ll see a message like the one in the picture, which gives you two options:

  • Open this occurrence: Choose this option when you want to see or change one instance, not the entire series. On one particular day, for example, you might want to exercise a half-hour later than usual, without changing the usual time.
  • Open the series: Choose this option when you want to see or change the entire series — if, for example, you decided to shift all instances of your “Exercise” appointment by half an hour.
  1. To change recurrence options, on the Appointment Series or Meeting Series tab, in the Options group, click Recurrence. Change the options you want, such as time, recurrence pattern, or range of recurrence, and then click OK.
  2. Click Save & Close or for a meeting, click Send Update.

Tips: Keep these in mind when you work with recurring items:

  • Don’t delete a recurring entry. Instead, change the “End by” time. This leaves you with a record of past occurrences.
  • You may need to create several different recurring calendar entries to achieve the desired pattern for a single activity. For example, if you want to set up a payday event that occurs on the 15th day of the month and also on the last day of the month, you will need to set up two recurring events for that.

Using Scheduling Assistant to Plan a Meeting

The Scheduling Assistant in Outlook  lets you see when people in the organization are available before planning a meeting. It lets you view the attendees calendars and indicate where there are conflicts and suggest times when all of the attendees are free.

  • Click New Appointment
  • Click the Scheduling Assistant
  • In the All Attendees column on the left hand side of the window you will see your own name. You can type the name of each person, you would like to invite to the meeting, in the Click here to add a name box.
  • You can now see when the attendees are free. A solid blue block indicates that the person is busy during the highlighted time. A hashed line indicates the attendees have tentative appointment during the highlighted time.
  • In the lower right-hand column the Scheduling Assistant will suggest times when all of the attendees are free. In the screenshot below the calendar for March is showing that the 12th and 13th March are Poor dates for planning a meeting. The best dates are shown in white marked Good, light blue as Fair and dark blue as Poor. The Suggested Times box shows, for each time slot, the number of conflicts, and number of attendees who have conflicting items. The ones with No conflicts are shown at the top of the list.
  • In the above example, under Suggested times, 08:00 – 08:30 Friday 9th March is shown as the best time to arrange a meeting. Click on this time slot, to select the suggested time. Then click on the [Appointment] button.
  • The date, start and end times suggested should automatically be completed ready for you to send your meeting invitation. Enter a [Subject], and [Location], and then click [Send].
  • The attendee will receive details of the meeting and can click the available options Accept, Tentative, or Decline