UC Outlook 2007 Calendar

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1MicrosoftMicrosoft

Outlook 2007Outlook 2007CalendarCalendar

Management ToolsManagement ToolsForFor

Jerry Maletsky

Dash Designs Consulting

Technology Training And Consulting


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Microsoft Outlook 2007Calendar Management Tools

ForThe Haas School of Business,

University of California

Copyrights and Trademarks

2010, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903email: [email protected]

web site: www.dashdesignsconsulting.com

Any mention or use of Microsoft, University of California, or any third party

products is hereby acknowledged by Dash Designs Consulting to be for the sole

purpose of editorial and educational use of this training manual and for the benefit

of the mentioned parties.

Dash Designs Consulting gives permission to the Haas School of Business of the

University of California at Berkeley to reprint this training manual for internal use

only. No re-sale of this material or renunciation of copyrights are granted by this

author.

Revised: February 12, 2010


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Chapter 1: Viewing Calendar And Making Appointments ...............................1

Creating and Editing Appointments ............................................ 7

Assigning Categories To Appointments ...................................... 13

Making Appointments Private ................................................... 17

Creating Recurring Appointments ............................................. 19

Chapter 2: Arranging and Managing Meetings Through Calendar ................23Responding To Meeting Requests ............................................ 25

Tracking Meeting Responses .................................................... 26

Cancelling A Meeting ............................................................... 27

Chapter 3: Sharing Your Calendar ..................................................... 29

Setting Permissions for Sharing Calendars ................................. 31

Viewing Shared Calendars ...................................................... 35

Using Calendar Overlay Mode................................................... 36

Sending Calendars Via Email .................................................... 37

Connecting and Viewing Web Calendars .................................... 39

Chapter 4: Printing Calendar Appointments ........................................ 43

Chapter 5: Using Tasks With Calendar .........................................................47

Creating Tasks With Calendar .................................................. 47

Organizing Your Tasks In Week View of the Calendar .................. 49

Adding Tasks In Week View of the Calendar ............................... 50

Displaying The To-Do Bar In Your Calendar ............................... 51

Marking Tasks Completed In Your Calendar ............................... 53

Chapter 6: Optional Calendar Topics .................................................. 55

Creating Appointments From Email ........................................... 55

Setting Calendar Options ......................................................... 56

Creating Your Own Custom Calendar ........................................ 57

Displaying Additional Time Zones ............................................. 59

Locating Similar Calendar Items ............................................... 61

Table of Contents

CCALENDARALENDARMMANAGEMENTANAGEMENT TTOOLSOOLS

WWITHITH MMICROSOFTICROSOFT OOUTLOOKUTLOOK 20072007


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Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting

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1

Outlook To-Do Bar

The To-Do Bar provides viewing access to upcoming appointments, meetings, and

tasks (to-do lists) as well as a calendar navigation area. Just as with the

Navigation Pane, the To-Do Bar can be collapsed or expanded on the screen. In

addition, the To-Do Bar can be turned on or off in the View menu. The To-Do Bar

is divided into several areas.

Calendar Navigator- change the month being viewed

Appointments - upcoming scheduled appointments

Task List- list of task due by day

Calendar Navigator

Upcoming Appointments

Expand/Collapse Button

Upcoming Tasks

1Outlook 2007 Calendar Tools

Viewing Calendar And Making Appointments


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2Outlook 2007 Calendar Management Tools For The Haas School of Business, UC Berkeley - Dash Designs Consulting


Entering Into Calendar

Using the Navigation Pane, you can view your Outlook Calendar as well as other

Outlook components. Clicking on the calendar navigation bar below will allow you to

access your calendar. In addition, you can use the Go menu, Calendar command.

Go menu: Calendar command

Reading Pane


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1

The Calendar Interface

The Calendar feature in Outlook 2007 allows users to create and manage

appointments and meetings. There are 3 main Calendar Views. They are Day,

Week, and Month. Tasks due that day can appear in Daily and Week Views

Calendar - Daily View

Outlook 2007 Calendar Tools


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1Outlook 2007 Calendar Introduction


Calendar - Weekly View

Planning Meeting

Tasks (To-Do list items) will display for the appropriate days in Week View. Tasks

due that day will display at the bottom of each day in Week View. The Tasks

window can be minimized to hide these tasks.


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Calendar - Month View - High Details

In the Month View, more or less detail about the appointments can be viewed by

selecting Low, Medium, or High in the Details area.



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Calendar - Month View - Medium Details




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7

Creating An Appointment

The Calendar Appointment Entry Screen provides an easy interface to create

appointments and set options for that appointment. That could include recurring

appointments, changing time zones, categorizing, and setting up meetings.

Steps:

Activate the Calendar area (see page 2)

Perform oneof the following commands

Click File menu: New: Appointment

Click the New button on the Toolbar

Right-Click (or double-click) a time slot on any preferred day

Press (keyboard shortcut)

Enter a Subject and Location (location is optional)

Uncheck All Day Event option (if necessary) and

set Start Date and Time and End Date and Time

Enter any notes (if necessary) in the Text Area

Click Save and Close button (Event Tab)

to save appointment



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The Calendar Appointment Entry Screen



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9

Showing Time Allotment and Reminders

In the new calendar appointment screen you can set how your time is viewed by

others. By using the Show As option list you can set your time to be viewed as

Busy, Free, Out of Office, or Tentative. In addition, you can set a reminder for this

appointment by setting the Reminder box.



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Setting Reminders For Appointments

Just like an alarm clock emits an alert that its time to get up in the morning,

Outlooks Reminder Window can alert you to upcoming appointments. Each time

you start Outlook the Reminders window will appear with upcoming or past due

appointments. You can open that appointment item, set a snooze interval, or

dismiss that appointment from the reminders box.

Steps:

Setting A Reminder For An Appointment Open the appointment, if necessary

Open the Reminder box (see previous page) and select the preferred

time frame

Click the Save And Close button (Appointment tab) when finished.



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Editing An Appointment

Occasionally you may need to change the date and/or time of an appointment. In

addition, you can update the location as needed.

Steps:

To edit an appointment perform one of the following tasks...

Double-Click the preferred appointment

Right-Click the preferred appointment and select Open

Click File menu: Open: Selected Items

Select appointment and press

Make changes as needed

(i.e. dates and times, subject, location, show (time) as, reminder, etc.)

Click Save and Close button (Appointment Tab)to save appointment



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Deleting An Appointment

You can delete appointments as necessary. Deleted appointments are removed

from your calendar and placed in the Deleted Items folder and may remain there

until that folder is emptied. You can also Undo a deleted appointment prior to the

next task completed.

Steps:

To Delete an appointment perform one of the following tasks...

Right-Click the preferred appointment and select Delete

Select appointment and click Edit menu: Delete

Select appointment and press

Deleted Items Folder

Note: You can restore that appointment by

activating the Deleted Items folder and

dragging the item to the Calendar

Navigation button.



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13

Assigning A Category To An Appointment

Outlook 2007 allows you to categorize your appointments by color and type. This

can help visually identify types of appointments.

For example, staff meetings can be assigned a category named Meetings that is

blue in color and training dates can be assigned a category named Training in red.

Steps:

Open the appointment (if necessary)

Click the Category command button

Select a Category from the list or click All Categories

(bottom)

In the All Categories box, you can

Select one or more categories (check boxes)

Click Rename button to assign a custom name

Assign a shortcut key to that category

Click New button to create a new category with

other colors

Click OK button to assign that category


Meetings



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Assigning A Category To An Appointment

New Category Dialog Box

Opened Appointment With Category Categorized Appointment

In Month View

Meetings

All Categories

Dialog Box



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Automatically Assigning A Category To Appointment Types

Using theAutomatic Formatting command, Outlook 2007 allows you to

automatically assign a category to a new appointment based on that type of

appointment.

For example, using keywords that you pre-set (i.e. staff meeting ) in a new

appointment Outlook can automatically assigned a chosen category color to that

appointment.

Steps:

Right-click the appointment Click the Automatic Formatting command

Click Add button

In the Name box, replace Untitledwith a name for this category

In the Color box, select a color for this category

To set when to apply this category, click the Condition... button

In the Search for the word(s)box, type a key word or phrase you would

use in naming an appointment like this (i.e. staff meeting) Click OK button

Click OK button again to set the automatic formatting of this category


Automatic Formatting Command


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Automatically Assigning A Category To Appointment Types

Click Add Button to Add A New

Automatic Formatting Category

Automatic Formatting

Dialog Box


Setting Conditions on the New Category


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Marking An Appointment Private

You may be entering personal as well as business appointments in your calendar.

In that case, you can mark an appointment private so people designated to see you

calendar appointments cant see the specifics of that appointment but can see that

you have that time blocked out. A Lock icon displays next to the corresponding

private appointment.

Steps:

To mark an appointmentprivate, perform one of the following tasks...

Open the preferred appointment and click the Private command

(Appointment Tab) then click Save and Close button (Appointment

Tab)to save appointment changes

Right-Click the preferred appointment and select Private



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Marking An Appointment Private

Private Appointment In Day View

Lock Icon



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Creating Recurring Appointments

Anytime you have appointments that occur at a regular interval such as a weekly

staff meeting, a quarterly review, or someones yearly birthday or anniversary you

can create a recurring appointment. You can set how that time is shown in your

calendar (i.e. busy, free) and a reminder can be set to run prior to each recurrence.

Steps:

Open the preferred appointment (if necessary) or start a new one

Click the Recurrence button (Appointment Tab)

In the Appointment Recurrence dialog box you can set the following

Start Time

End Time

Recurrence Pattern (i.e. Daily, Weekly, Monthly, Yearly)

Set the day of the week the recurring appointment is to happen

Range of Recurrence (i.e. Start Date and End Date (if any)

Click OK when finished

Make additional changes to the appointment as needed

(i.e. subject, location, show (time) as, reminder, etc.)




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Creating Recurring Appointments

Appointment Recurrence Dialog Box

Recurring Appointment Icon

Recurrence Command in Appointment Window



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Editing Or Deleting Recurring Appointments

When you edit or delete an appointment that is part of a recurring series Outlook

will ask you if you want to edit or delete the entire recurring series or just that

specific date. For example, perhaps a weekly staff meeting was cancelled for that

week you would want to delete just that appointment while leaving the remainder

of the recurring appointments intact.



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Creating All Day Events

When you want to set an appointment to cover a one or more days without setting

a time slot you can check the All Day Event option. The appointment will appear at

the top area of that Day in the Daily or Weekly View.



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Setting Up A Meeting

Meetings can be scheduled with others in the calendar entry screen. The Invite

Attendees button or the Scheduling button can be used to set up meetings. The

Scheduling button allows you to view the prospective attendees schedule in a

timeline format so that you can make certain they are available. Once a meeting

has been accepted by the invitees that appointment is automatically placed in their

calendars.

Steps:

To Schedule A Meeting Start a new appointment in Calendar

Click the Invite Attendees button and

select the prospective attendees or re-

sources (i.e. conference rooms) from the Address book or Contacts list

Enter the Subject, Location, and Start and End Dates and Times

Type a message and click Send button

Arranging and Managing Meetings Through Calendar


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Setting Up A Meeting

Steps:

To View Prospective Attendees Schedule Timeline Prior To Sending

In the appointment window, click the Scheduling button

Scroll through to view attendees timeline schedule

If there are conflicting times to the proposed appointment,

Note: In the bottom section of this window you can add additional invitees, useAutoPick to find a common

available time for all participants, and re-set starting and ending times. In addition, there is a legend to

describe whether that person is available (i.e. busy, free)


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Steps:

Open the message

Click the appropriate button to respond

Outlook will ask the user if they want to type a reply

Click Send when completed

To Respond To A Meeting Request

When you are invited to a meeting you will receive an email message with that

information. When you open that message Outlook will display buttons to

acknowledge that meeting request. You can Accept, Decline, Tentatively

Accept, or even Propose New Time for that meeting. If you accept the meeting

request a new appointment will be added for that meeting in your calendar.



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Tracking Meeting Responses

You can track how invitees have responded to your meeting request by using the

Tracking button in the original meeting form window. The message window will

change to a summary list of all attendees and their response.



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Steps:

Delete the message

Outlook will open the message

Click the Send Cancellation button

Cancelling A Meeting Request

If the meeting you requested needs to be cancelled Outlook will send messages to

all attendees as soon as you delete that appointment. That appointment will then

be removed from your calendar as well as the attendees when they receive and

open the generated message



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Cancelling A Meeting Request

Send Cancellation Message Window

Attendees Remove Cancelled Meeting From Calendar Window



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3 Sharing Your Calendar

Sharing Your Calendar With Others

With Outlook 2007 you can share your calendar in several ways. You or your

organization can allow others to open your calendar and view your appointment

schedule. Whether a person can just view your appointments or make changes

and add new appointments to your calendar are set with permissions either granted

by you or your organization.

You can view multiple calendars at the same time in Outlook 2007. For example

you can view your calendar as well as your managers or your groups calendar.

Steps:

To Open A Shared Calendar

Click the Open A Shared Calendar option in Calendar Navigation Pane

Type that persons name or click the Name button to select that person

from the Global Address List of your company

The shared calendar will appear next to your calendar

To Share A Calendar

Click Share My Calendar option in the Calendar Navigation Pane

Type the person(s) or click the To: button to select those people from the

Global Address List of your company

Enter a subject for the email

Check the Allow recipient to view your Calendar option

If preferred, Check the Request permission to view recipients toCalendar option (this will grant you permission to see their calendar)

Add any additional message text

Click Send button to send this request



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3

Sharing Your Calendar With Others

Calendar Navigation Panel

Bill Smith

Marketing Group

Mary JonesSam Williams

Note: Source of the above screen shots is Microsoft Help System



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3

Setting Permissions On How Others Can Use Your Calendar

When you share a calendar (as on the previous page) the person who has been

given permission has only the ability to view your calendar. However, using the

Change Sharing Permissions command, you can customize how someone who

has permission to view your calendar can interact with it. For example, you can

give permissions to co-workers or subordinates that allow them to add or change

appointments in your calendar.


Steps:

To Set Sharing Permissions To A Calendar

Select the Calendar in the Navigation Pane

Click File menu, Folder command, Change Sharing Permissions

Click the Permissions tab (if necessary)

Click the Add button and select the required users or group

Back in the Permissions tab, select the users name

In the Permission Level list, set the appropriate level of permission to

assign to this user or group (see page for explanation of permissions)

After selecting the Permission level, set any further customization in the

area below (i.e. Read, Write, Delete Items, Other)

Click Apply button to update permissions

Repeat for each necessary user or group

Click OK button to complete this process


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Change Sharing

Permissions Command


Add button (for users/groups)

Set Permission Level

Set Custom Levels of

Permissions


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3



Setting Permission Levels

Permission Level Users Can

Free/Busy Time Can view free/busy time settings. Cant add or edit calendaritems.

OwnerCreate, read, modify, and delete all items and files, and cre-

ate subfolders. As the folder owner, you can change the

permission levels that other people have for the folder.

Publishing Editor Create, read, modify, and delete all items and files, and cre-ate subfolders.

Editor Create, read, modify, and delete all items and files.

Publishing Author Create and read items and files, create subfolders, and mod-

ify and delete items and files that you create.

Author Create and read items and files, and modify and deleteitems and files that you create.

Contributor Create items and files only. The contents of the folder donot appear.

Reviewer Read items and files only.

Custom Perform activities defined by the folder owner.

None You have no permission. You cant open that personscalendar.


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Viewing Shared Calendars

Multiple calendars can be viewedside-by-side or in Overlay mode. Overlay

mode is a new feature of Outlook 2007 that allows you to view two or more

calendars on top of each other to better see if there are overlapping appointments.

Steps:

To View Or Not View A Shared Calendar

Click the that shared calendar checkbox in Calendar Navigation Pane

The shared calendar will appear next to your calendar

Bill Smith

Marketing Group

Mary Jones

Side by Side Calendars



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Viewing Shared Calendars In Overlay Mode

Overlay mode is a new feature of Outlook 2007. It allows you to view multiple

calendars on top of each other and see overlapping appointments.

Steps:

To View Multiple Calendars In Overlay Mode

Activate that shared calendar

Click the Overlay Arrow on that calendars tab



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Sending Calendars Via Email

A new feature in Outlook 2007 allows you to send snippets of your calendar to

others via an email message. Microsoft calls this a calendar snapshot. You can

control whether a recipient can view your actual appointments or just see whether

Steps:

Click Send a Calendar via Email option in Calendar Navigation Pane

Enter the name(s) of the people to which to send the calendar

Select the calendar (if there is more than one) to send

In the Date Range box set the range of dates to send

In the Detail list, select the viewing permissions for recipients

If necessary, click Show button to add additional options

(i.e. Show/Hide Private items)

Click OK button when finished

Click Send button (in email) to send the

calendar snapshot


CalendarSnapshotinRecipientsEmail


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Sending Calendars Via Email

Send A Calendar Via Email Dialog Box

Detail List of Options



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Connecting and Viewing Web Calendars

In Outlook 2007 you can connect to and view calendars stored on the web. Then

you can view them side by side or in overlay mode. Although the connected

calendar will automatically be updated by Outlook, changes to the web calendar will

need to be made on-line. Appointments in the web calendar can be dragged

(copied) to the Outlook calendar.


Steps:

Click Tools menu: Account Settings command

Click the Internet Calendars tab

Click the New button

In the New Internet Calendar Subscription box type the address of

the web-based calendar

(Hint: open the web calendar first and copy, ,

the web address and then paste it, , in this

dialog box)

Click the Add button

In the Subscriptions Options box, type a

custom name for this folder and/or a

description (both are optional)

Click OK button when finished

In the Account Settings dialog box, click

Close button

The calendar will appear in the CalendarNavigation Pane


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Account Settings Dialog Box


New Internet Calendar Subscription Dialog Box


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Subscription Options Dialog Box


Optional

Optional


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Web Calendar In Calendar Navigation Pane

Outlook Calendar and Web Calendar Side-By-Side

Overlay Mode Button


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Printing the Calendar

The Outlook Calendar can be printed in several different views. They include the

Daily View, Weekly View, and Monthly View.

Steps:

Activate the Calendar

Click File menu: Print command

Select thepreferred viewto print

Daily Style just print the selected day

Monthly Style prints the selected month

Weekly Style prints the selected week

Tri Fold Style prints selected day or week in 3 column

format

Calendar Details prints selected month as it appears in the

calendar view

Memo Style prints calendar in memo format with

appointments listed separately

Define Print Styles allows for customized print styles

Set the Date Range To Print

Click Print Preview, if preferred, otherwise

Click Print to print calendar appointments

4 Printing Calendar AppointmentsOutlook 2007 Calendar ToolsOutlook 2007 Calendar Tools


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4Outlook 2007 Calendar ToolsOutlook 2007 Calendar Tools

File menu: Print Dialog Box


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Print the Calendar in Weekly View

Print the Calendar in Monthly View



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Print the Calendar in Tri Fold View

Print the Calendar in Daily View



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Creating Tasks With Calendar


Everyones day is filled with things to do. A lot of us make To-Do lists on pads or

post-it notes as a way of reminding us of tasks we want or need to take care of

that day or week. Outlook allows you to keep those tasks organized electronically

through its Tasks area. This method creates a very efficient task-and-time-

management system.

Outlook incorporates these tasks in the Calendar area as well as the To-Do Bar in

the Email area. Outlook's approach is to carve out some space at the bottom of

your calendar and use that to show you the tasks for that day. These are the exact

same tasks (including flagged mails) that you see in the To-Do Bar.

Tasks can be created and tracked inside the Calendar or on the To-Do Bar as well

as the main Task area.

Steps:

To Create A Task in the To-Do Bar

Click in the Type a new task box

Type task

To Create A Task in the Day or Week Calendar View

Click in the Tasks area of that day in the Calendar

Type task

- OR-

Double-Click in the tasks area for that date

Complete the information necessary for the task

Click Save and Close button (Task Tab) when

finished

Using Tasks With Calendar


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Creating Tasks With Calendar


This area is called the Daily Task List. It shows in both the Day and Week

views in the calendar. Within the Week view of the Calendar you can view and

assess accumulated tasks for the week, typing in new ones, and assign them to

days of the week based on when they're due, or when you think you will have time

to get to them.

Tasks Shown In Day View of the Calendar
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_2.png


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Organizing Your Tasks In Week View of the Calendar


Since these are the same tasks you see in the To-Do Bar, when you move them to a

different day on your calendar, their dates are updated in the To-Do Bar as well.

Note that tasks assigned to "No Date" don't show up in the Daily Task List, since, well,

there's no date for them to appear on. This makes "No Date" a good place to stash

tasks that you'd like to get to some day, but that really don't have a deadline. (Tip:

you can hide them in the To-Do Bar as well by double-clicking on the "No Date"

header. Then you can use "Today", "Tomorrow", etc, just for things that really do have

deadlines.)

Tasks accumulated in first day of upcoming week

Tasks after dragging them to due dates of upcoming week
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_10.pnghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_6.png


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Adding Tasks In Week View of the Calendar


2.Type

3. Press Enter

You can add tasks on any day simply by clicking on any blank space in the Daily

Task List:

1. Click
http://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/image_20.pnghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/clip_image002%5B6%5D.jpghttp://blogs.msdn.com/blogfiles/outlook/WindowsLiveWriter/TheDailyTaskList_D7E7/clip_image002%5B4%5D.jpg


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The Daily Task List provides an easy and visual way to organize your tasks. A major

advantage is that it keeps your tasks visible when you are viewing your calendar.

Collectively, the To-Do Bar and the Daily Task List ensure that wherever you go,

you're tasks are there, so they never get forgotten.

If you use the Daily Task List a lot, another tip is to turn on the To-Do Bar in the Cal-

endar (View > To-Do Bar > Normal). It's off by default in the Calendar because most

of the information in it is already visible. But turning it on makes it easier to drag tasks

to future weeks just switch to next week in the calendar, and your tasks from today

or this week will still be accessible in the To-Do Bar.

Displaying The To-Do Bar In Your Calendar


Steps:

To Display The To-Do Bar

Click View menu: To-Do Bar ,Normal command

To Hide The To-Do Bar

Click View menu: To-Do Bar ,Offcommand


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Displaying The To-Do Bar In Your Calendar


Calendar in Week View With the To-Do Bar Displayed


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Marking Tasks Completed In Your Calendar


An advantage to using the Calendar to display your tasks is that when you com-

plete a task from the To-Do Bar it is removed, however, when you complete at task

in the calendar area, it does notdisappear. Instead, it stays put, with a highly sat-

isfying strikethrough:

Furthermore, the completed task then stays put on that day, allowing you to build

up even more satisfying records of your accomplishments over the week:

Steps:

To Mark A Task Complete

Right-Click task

Click Mark Complete command
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Marking Tasks Completed In Your Calendar


If you find your completed tasks to be cluttering your task area, you also have the

option of turning them off (View > Daily Task List > Arrange By > Show Completed

Tasks.) From the same menu, you can also change the arrangement to Start Date if

that is how you prefer to work.

Steps:

To Turn On/Off Completed Tasks

Right-Click in Task area Click Arrange By command

Click Show Competed Tasks

Completed Tasks in Calendar in Week View


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Optional Calendar Topics

Creating An Appointment From An Email Message

You might receive an email from which you want to generate a calendar

appointment. You can do this simply by right-clicking the email message from the

Inbox and selecting the Calendar option. Outlook will open a new appointment

window and place the email, as an attachment, in the text area of the appointment.

Steps:

Right-Click the message in the Inbox window

Click Move To Folder command

Select Calendar

Complete the information necessary for the appointment such as

Enter a subject and location

Set a Start Date and Time

Set an End Date and Time

Set the Show (time) As and/or the Reminder box

Click Save and Close button (Appointment Tab) when finished



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Setting Calendar Options

Outlook allows you to customize the settings for the Calendar. These options

include work week timeframe, free/busy settings, and time zones.

Steps:

Click Tools menu: Options command

Click the Calendar Options button

Make the preferred setting changes Click OK button when finished



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Creating Your Own Custom Calendar

You can create additional calendars in Outlook 2007. For example, you can create

a calendar folder for a specific project and share it with your co-workers.

Optionally, you can grant them permission to modify the events and appointments

Steps:

Activate the calendar area (if necessary)

Click File menu: New, Calendar command

Type a name for the new calendar (i.e. New Product Rollout) Verify that the setting for Folder Contains is set for Calendar Items

Click OK button to create the new calendar


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Creating Your Own Custom Calendar

The newly created calendar will display in the Calendar Navigation Pane. You can

click the checkboxnext to it to display or hide it.


Steps:

Activate the calendar area (if necessary)

Right-Click the calendar to delete

Select Delete the name of your calendar

command

Click Yes button to confirm deletion

(calendar is moved to the Deleted Items folder)

Deleting A Custom Calendar

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Displaying An Additional Time Zone

Outlook 2007 allows you to display a different time zone in addition to your own.

This could help you in creating appointments with others in other parts of the

country or the world.

Steps:

Click Tools menu: Options command

Click the Calendar Options button

Click the Time Zone button

Click Show Additional Time Zone checkbox (bottom half of dialog box)

Type a name for that new time zone (i.e. East Coast)

Select the new Time Zone area

Click OK button when finished until all dialog boxes are closed

Note:

The top half of

this dialog box

is for your

local time

zone. Use the

bottom half of

this dialog box

to turn on an

additional time

zone.


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Displaying An Additional Time Zone

You can see multiple time zones only in Day or Week View.


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Locating Similar Calendar Items

Outlook 2007 allows you to search for calendar items using the Instant Search box.

You can search for items based on some text in that appointment name. Outlook

will search all available calendars for appointments that match that criteria.

Steps:

Activate the Calendar, if necessary

Click in the Instant Search box

Type the text you want the search to be based on

Press Enter

To return to your calendar just click the Close button at the end of the

Instant Search box.


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N o t e s

Documents

UC Outlook 2007 Calendar