Basic Microsoft Outlook 2003 Part 2

Calendar

This handout is simply an outline to be used as a guide in class. Microsoft Outlook offers many ways to accomplish different tasks. The steps below identify at least one way to accomplish a task in Microsoft Outlook. We will explore as much of this program as time allows.

Microsoft Outlook displays your meetings, reminds you of your appointments, and schedules appointments and meetings with others. When you schedule meetings, you can check to see when attendees are busy or free, so you can find a good time to meet. Outlook will also help you keep track of annual events such as anniversaries and birthdays.

Views

Outlook gives you different ways to look at information by putting it in different arrangements. Each folder in has a set of standard views. To use any of the views below, first move to the Calendar.

Use the buttons provided on the toolbar to change the view.

On the View menu, click the view you want.

To move quickly back to the current date, click the Today button on the toolbar.

New View

In the Task Pane in Microsoft Outlook 2003, monthly calendars are displayed as well as My Calendars and Other Calendars (shared calendars).

View calendars side-by-side

You can view multiple calendars that you have created as well as those shared by other Outlook users side-by-side. Permission has to be granted by the other user first then follow the steps below.

1. Click the Open a Shared Calendar... link
2. Enter the users name or click the Name button to find a name in the Global Address List.
   
3. Click OK to see the calendar in the list.
   

Right-clicking on a calendar under Other Calendars gives you many options such as:

• Opening the calendar
• Opening the calendar in a new, separate window
• Copying the calendar
• Deleting the calendar from the list
• Renaming the calendar on the list
• Removing the calendar from the list
• Move the calendar up or down in the list
• Check the properties of the calendar (folder size)

Adding Holidays

1. On the Tools menu click Options.
2. Click Calendar Options
   
3. Click the Add Holidays button.
   
4. Select the location of the holidays you want to add to your calendar and click OK.
5. Click OK to close the Calendar Options box and OK to close the Options box.

Changing the Background Color of the Calendar

1. On the Tools menu click Options.
2. Click Calendar Options
3. Click the arrow on the drop down box for the list of Background colors and click on the desired color.
4. Click OK on the Calendar Options dialog box when finished choosing a color.
   
5. Click OK on the Options dialog box to close.

Creating an Appointment

1. Click the New button on the toolbar.
   
2. Enter a Subject and Location.
3. Select a start date and start time as well as an end date and end time.
4. Click the Reminder button if you want a reminder for this appointment.
5. Type any additional information in the box.
6. If this is a private appointment, click the Private button in the lower right corner of the box.
7. If this is a recurring appointment click the button on the toolbar.
8. Change or adjust options in this box and click OK.
   
   
9. When all changes have been made, click .

Creating a Meeting

1. Click the New button .
2. When scheduling a meeting, click the Invite Attendees button .
3. A To button is now available in the dialog box. You can type in names or click on the To button to see a list of names.
4. To check the availability of attendees, click the Scheduling tab.
5. This screen will show you a list of the attendees as well as their availability. From this screen you can move the meeting date and time. You can also invite additional attendees.
6. When finished click .
   

Creating an Event

An event is an activity that lasts 24 hours or longer. Examples of an event include a seminar or a vacation. Usually, an event occurs once and can last for one day or several days, but an annual event, such as a birthday or anniversary, occurs yearly on a specific date. Events and annual events do not occupy blocks of time in your calendar; instead, they appear in banners.

Create an All-day Event

1. In the Calendar, on the Actions menu, click New All Day Event.
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. Select any other options you want.
5. To indicate to people viewing your calendar that you are out of office instead of free, in the Show time as box, click Out of Office.
6. If the event lasts longer than one day, change the values in the Start time and End time boxes.
7. To make the event recur, click the Recurrence button, select the options you want, and then click OK.
   
8. Click Save and Close.

Calendar Coloring

Color can be applied to calendar items by following the steps below:

1. Click on a calendar item to select it.
2. Click on the Calendar Coloring button on the toolbar.
3. Select a color from the list.

Editing the Labels

1. Click on the calendar item to select it.
2. Click on the Calendar Coloring button on the toolbar.
3. Click on Edit Labels on the menu.
4. Modify existing labels and click OK when finished.
   

Group Schedules

About group schedules

The Calendar group schedule makes it easy for you to see the combined schedules of a number of people or resources at a glance. You can create and save multiple group schedules, each showing a group of people or resources. For example, one group schedule might contain all employees in a department. While viewing a group schedule, you can quickly schedule a meeting and you can use AutoPick to find a time that's free for all group members.

To create a group schedule:

1. Click on the Calendar.
2. Click the Schedules button on the toolbar.
3. To create a new group schedule click the New button.
   
4. Type a name for the new group schedule and click OK.
   
5. Click under the Group Members heading to add a name to the group schedule. Type in a partial or full name and press Enter on the keyboard. This should verify the name with the Global Address List on the Exchange server.
   
6. When all of the members of the group schedule have been entered, click on Save and Close.
   

Open an existing group schedule:

1. Click the Schedules button on the toolbar.
2. Click the schedule name and click the Open button to open the group schedule.
   

Delete an existing group schedule:

1. Click the Schedules button on the toolbar.
2. Click the schedule name and click the Delete button.
3. Click Yes in the next dialog box to permanently the group schedule and close the Schedules dialog box.
   

Granting and Sharing Permissions

You can give someone sharing permission to open and read the contents of your folders by selecting the reviewer permission when you share a folder. In addition, for Outlook, you can give another person sharing permission to schedule appointments and meetings for you in Calendar and to create and modify tasks for you in Tasks, depending on the permission level you specify for the person.

Sharing Permissions

With this role	You can
Owner	Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor	Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor	Create, read, modify, and delete all items and files.
Publishing Author	Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)
Author	Create and read items and files, and modify and delete items and files you create.
Contributor	Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer	Read items and files only.
Custom	Perform activities defined by the folder owner. (Does not apply to delegates.)
None	You have no permission. You can't open the folder.

Set Sharing Permissions for a Folder

1. Right-click the folder you want to share and then click Properties on the shortcut menu.
2. Click the Permissions tab.
3. Click Add.
   
4. In the Type Name or Select from List box, type a name or select a name from the list and click the Add button.
5. Click OK when finished.
   
6. In the Name box, click the name of the person you just added.
7. In the Permissions box, click the Role you want to give that person and click OK when finished.
8. Repeat these steps for each folder (Calendar, Inbox, Contacts) that you want to share. As well as for each individual that you want to add.
   

Adding Mailboxes

Once permission is granted to access the mailbox and a folder (Calendar, Inbox, Contacts) a mailbox can be set up on the grantee's computer for easy access.

1. Click Tools, E-mail Accounts.
2. View or change existing e-mail accounts should be marked then click Next.
   
3. Click the Change button.
   
4. Click More Settings
   
5. Click the Advanced tab.
   
6. Click the Add button.
   
7. Type the person's name in the Add mailbox: dialog box and click OK.
8. In the next 3 dialog boxes, click OK, Next, Finish.

Delegates

Delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.

With this role	You can
Author	With Author permission, as a delegate, you can read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.
Editor	With Editor permission, as a delegate, you can do everything an Author can do, plus modify and delete the items the manager created.
Reviewer	With Reviewer permission, as a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox.

With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

If a delegate needs permission to deal with meeting requests and responses only, the manager can select the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab and does not need to grant permission to his Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder.

1. Click the Tools menu, Options, and the Delegates tab.
2. Click Add to add a delegate.
   
3. In the Type Name or Select from List box, type a name or select a name from the list and click the Add button. Click OK when finished.
   
4. Set Permissions for each folder and click OK.
5. Click OK on the last dialog box.
   

Out of Office Feature

1. In the Inbox, click the Tools menu, and click Out of Office Assistant.
2. Click I am currently Out of the Office.
3. Type the message you want to send to others while you are out in the text box.
4. Click OK when finished.