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Outlook 2010 - Calendar Student Guide

Version 1.2

Revision Date 2019-Apr-12

Course Length 3.5 hours

Outlook 2010−Calendar Student GGuuiiddee

Computer Training Solutions 3 of 22

Table of Contents

QUICK REFERENCE ............................................................................................................................... 5

Outlook 2010 Main Window ...................................................................................................................................................... 5

Manitoba eHealth Learning Management System .................................................................................................................... 5

General Keyboard Shortcuts ..................................................................................................................................................... 6

Navigating Shortcuts ................................................................................................................................................................. 6

Formatting Shortcuts ................................................................................................................................................................. 6

Mail and Appointment Shortcuts ............................................................................................................................................... 6

GETTING STARTED WITH THE CALENDAR ......................................................................................... 7

Ribbons ..................................................................................................................................................................................... 7

Navigate the Calendar .............................................................................................................................................................. 9

Calendar Options .................................................................................................................................................................... 10

Print Calendar ......................................................................................................................................................................... 10

WORKING WITH APPOINTMENTS AND EVENTS ............................................................................... 11

Appointments .......................................................................................................................................................................... 11

Events ..................................................................................................................................................................................... 12

Creating Private Appointments or Events ............................................................................................................................... 13

Modifying Appointments .......................................................................................................................................................... 13

Working with Reminders ......................................................................................................................................................... 14

Recurring Appointments .......................................................................................................................................................... 15

Modifying Recurring Appointments ......................................................................................................................................... 15

Deleting Recurring Appointments ........................................................................................................................................... 16

WORKING WITH MEETINGS................................................................................................................. 17

Creating Meeting Requests..................................................................................................................................................... 17

Performing a Busy Search ...................................................................................................................................................... 18

Accepting Meeting Requests .................................................................................................................................................. 18

Tracking Meeting Requests .................................................................................................................................................... 19

Canceling a Meeting ............................................................................................................................................................... 19

SHARING CALENDARS ........................................................................................................................ 20

Sharing Calendars .................................................................................................................................................................. 20

Opening Shared Calendars..................................................................................................................................................... 21

Removing Shared Calendar Access ....................................................................................................................................... 22

Assigning Delegate Permissions ............................................................................................................................................ 22

CALENDAR OPTIONS ........................................................................................................................... 24

Creating a Task ....................................................................................................................................................................... 24

Logging into Outlook Web App ............................................................................................................................................... 26

Working with Web App Options .............................................................................................................................................. 27



EXERCISES............................................................................................................................................ 28

Exercise 1 – Appointments ..................................................................................................................................................... 28

Exercise 2 – Recurring Meetings ............................................................................................................................................ 29



QUICK REFERENCE

Outlook 2010 Main Window

Manitoba eHealth Learning Management System

https://manitoba-ehealth.learnflex.net

Quick Access Toolbar

Commands shown here always are visible. Add your favourites.

Ribbon Tabs

Click on any tab to display its buttons and commands

Ribbon Groups

Each ribbon tab contains groups, and each group contains a set of related commands.

Backstage View

Click the File tab to enter Backstage View, where you set signatures, set automatic replies, and manage rules and alerts.

Like 2003 - Tools> Options

Hide the Ribbon

Click this icon or press CTRL+F1 to hide or show ribbon.

To-Do Bar

This resizable bar displays the Date Navigator, appointments, and Task List.

Help

Click File, then Help. Under Support click Getting Started.

Training courses, menu-to-ribbon

guides and online labs.

Outlook Today 2003

https://manitoba-ehealth.learnflex.net/



General Keyboard Shortcuts

CTRL + N ................................................... New message

CTRL + Shift + A ................................... New appointment

CTRL + Shift + C .......................................... New contact

CTRL + P ................................................................... Print

CTRL + Shift + I ........................................ Switch to Inbox

F7 .................................................................... Spell check

CTRL + D ................................................................ Delete

Navigating Shortcuts

CTRL + 1 .................................................... Switch to Mail

CTRL + 2 ............................................ Switch to Calendar

CTRL + Period ........................... Switch to next message

CTRL + Y ........................................ Go to different folder

F3 .................................................................... Search box

Formatting Shortcuts

CTRL + B ................................................................... Bold

CTRL + U ........................................................... Underline

CTRL + I ................................................................. Italics

CTRL + Shift + L ............................................ Add bullets

CTRL + Z ................................................................. Undo

Shift + F3 ..................................................... Change case

Mail and Appointment Shortcuts

CTRL + R ................................................................. Reply

CTRL + Shift + R ................................................ Reply All

CTRL + F ............................................................. Forward

ALT + S ................................. Send/Save active message

CTRL + Shift + B ............................ Display Address Book



GETTING STARTED WITH THE CALENDAR

Ribbons

The ribbon is the rectangular region across the top of the window. It puts the options you need in plain view. The ribbon has three basic components:

Tabs – There are eight of them across the top. Each represents an activity area.

Groups – Each tab has several groups that show related items together.

Commands – A command can be a button, drop-down list, or a box to enter information.

The small arrow, called the Dialog Box Launcher , in the lower-right corner of a group points to more detailed options available for the commands in that group



Location Commands

File Ribbon

Home Ribbon

Send/Receive Ribbon

Folder Ribbon

View Ribbon

Quick Access Toolbar

Outlook 2010−Calendar SSttuuddeenntt GGuuiiddee


Navigate the Calendar

1.

Icon Calendar View

OR

2. Click on the small calendars in the Navigation Pane to go to the desired date



Calendar Options

The Calendar options allow you to change the default options to ones that are specific to you.

1. From the File tab select Options

2. Click Calendar

Work time

3. Select your start time, end time, and your work week.

Calendar options

4. Change the default reminders, and add holidays to your calendar.

Display options

5. To change your color scheme select Default calendar color.

Print Calendar

1. From the File tab select Print

2. From Settings select your desired style of calendar

to print

3. Click Print



WORKING WITH APPOINTMENTS AND EVENTS

Appointments

1. Click New Appointment from the Home tab

An untitled Appointment window opens

2. Type the subject and location for the appointment

3. Set the Date, Start and End time.

4. Set other options as desired.

5. Click Save & Close

The appointment is scheduled in the calendar



Events

1. Click New Appointment from the Home tab

An untitled Appointment window opens

2. Click the check box All day event

3. Start and end time disappear as an Event is 24 hours.

4. Select All day event.

5. Complete the event as you would an appointment


Note: Once All day event is selected, the time drop lists are no longer available. The event appears a the top of calendar view



Creating Private Appointments or Events

1. Create the appointment or event and set the desired options.

2. Select Private from the Appointment/Event tab

3. This will keep the appointment/event details hidden if you share your calendar


Note: Once the appointment/event is marked private a lock appears on the calendar view

Modifying Appointments

1. Double-click the appointment or event in a calendar view

2. Make the desired changes.




Working with Reminders


2. Ensure Reminder is selected.

3. Set the desired amount of time the reminder to generate a reminder pop up window

4. When the reminder window is generated choose the necessary option.

Option Description

Dismisses all reminders in the Reminder dialog box. An Alert dialog box appears, asking if all reminders are to be dismissed.

Reminders will not show again.

Dismisses the selected reminders in the Reminder dialog box. The reminder for the selected items will not show again.

Opens the selected item.

Temporarily closes the Reminder dialog box, but continues to send reminders at the time intervals selected from the ‘Click Snooze to be reminded again in’ drop list.



Recurring Appointments


2. Click Recurrence from the Options group on the Appointment/Event tab

3. From the Recurrence window choose your options.

4. Click Ok


The recurring appointment is scheduled in the calendar. The circle icon represents recurring.

Modifying Recurring Appointments

1. Open the appointment to be modified.

Note: The Open Recurring Item alert dialog box appears

2. Select the desired option.

3. Click Ok

4. Make the desired changes.

Note: Changes will affect either all occurrences or only one depending what was chosen.




Deleting Recurring Appointments

1. Open the appointment that is to be deleted.

2. Select Delete from the ribbon

The Confirm Delete dialog box appears

3. Select the desired option.

4. Click Ok



WORKING WITH MEETINGS

Creating Meeting Requests

1. Select New Meeting from the Home tab.

An untitled meeting window opens

2. Click To to select the attendees with the Address Book.

3. Click Ok.

4. Type the subject and details of the meeting.

5. Select the date and time.

6. Click Send.



Performing a Busy Search

1. Create and address the meeting as required.

2. Select Scheduling Assistant from the Show group on the Meeting tab.

3. All attendees will list and the time frame will populate if any of the attendees are busy.

4. Select the desired time frame.

OR

5. Click the desired timeframe from the Suggested times list under Room Finder Task Pane.

6. Click Send.

Accepting Meeting Requests

1. Open the appointment email that is to be accepted.

2. Select Accept from the Respond group on the Meeting tab.



3. Click the desired option.

Options Description

Edit the response before sending Accepts the appointment, and allows the user to add a personal message prior to sending the response email.

Send the response now Accepts the appointment and does not provide the user an opportunity to add additional comments to the message. Sends a reply email to the sender, indicating the meeting has been accepted.

Don’t send a response Accepts the appointment. No other action is taken.

4. The meeting is accepted and placed on your calendar

Tracking Meeting Requests

1. Open the meeting that is to have the status tracked. You must be the meeting organizer to track it.

2. From the Meeting tab, select Tracking from the Show group.

3. In the responses listing you can see who has responded.

Canceling a Meeting

1. Open the meeting that is to be cancelled. Only the meeting organizer can cancel a meeting

2. Select Cancel Meeting from the Meeting tab, in the Actions group

3. A cancelled meeting email is sent to the attendees.



SHARING CALENDARS

Sharing Calendars

1. Select Calendar Permissions, from the Share Group on the Home tab.

(The Calendar Properties window appears)

1. Click

2. Select the desired name(s) from the Address Book.

3. Select the name from the Name window.

4. Choose the appropriate Permission Level.

5. Click OK.

6. Select Share Calendar, from the Share Group on the Home tab.

(The Sharing invitation window appears)



7. Complete the email invitation.

8. Click Send.

Opening Shared Calendars

1. Select Open Calendar, from the Manage Calendars group on the Home tab.

2. Select Open Shared Calendar.

3. Click Name and select the user from the Address Book.

4. Click Ok and the shared calendar is opened.



Removing Shared Calendar Access

1. Select Calendar Permissions, from the Share Group on the Home tab.

2. Click Remove.

3. Click OK.

Assigning Delegate Permissions

1. From the File tab, click Account Settings.

2. Select Delegate Access

(The Delegates window opens)

3. Click Add… to select the user from the Address Book.

Delegates have send-on-behalf-of permissions. So be sure that is the type of permissions that you need to give.

4. Select the type of permissions that you require from the Delegate Permissions window



5. Click Ok

Option Description

Delegate receives copies of meeting-related messages sent to me

Delegate receives all copies of meeting requests sent to owner.

Automatically send a message to delegate summarizing these permissions

Delegate receives an email outlining the exact permissions granted to them.

Delegate can see my private items Delegate can see any items that they have been granted permission to, includes items the owner has marked as private.



CALENDAR OPTIONS

Creating a Task

1. From the Home tab, in the New group, select New Items and then Task.

(The Untitled – Task window opens)

2. Complete the window as required


4. You can view your tasks by clicking Tasks from the Navigation Pane

OR



5. Expand the To Do Pane on the right of your calendar window

(The To Do Pane expands to display your tasks)



Logging into Outlook Web App

1. Type the following link into the Internet Explorer Address Bar:

https://webmail.manitoba-ehealth.ca

(The Outlook Web App login window appears.)

2. Type in the username and password that is used to log into the network.

(The Outlook Web App window appears.)

https://webmail.manitoba-ehealth.ca/



Working with Web App Options

1. Click .

2. Click Set All Options…

3. Set the desired Options; such as,

a. Automatic Replies

b. E-Mail Signature

c. CalendarOptions

d. Password

4. Click

Outlook 2010− Calendar EExxeerrcciisseess


EXERCISES

Exercise 1 – Appointments

1. On the third Friday of next month, make a one-hour appointment located in your office beginning at 9:00 AM to review preparations for the United Way breakfast. Make a note that says: Order all ingredients for waffles.

2. Move this appointment to the second Friday of next month.

3. Change the meeting time from 9:00 AM to 11:00 AM and shorten the meeting to ½ hour.

4. Display Friday of the following week. Make a one-half hour appointment that recurs weekly at 3:00 PM to review your stationery supplies.

5. Starting the second Monday of every month, create a recurring appointment from 4:00 PM to 6:00 PM to attend a computer training session for Excel at the U of M.

6. Set a reminder for the computer training for one hour before the course.

7. On the fourth Tuesday of next month, create a tentative appointment from 2:30 to 3:30 PM for a Dentist appointment.

8. View your appointments for this week, and then view your appointments for the entire month. Then return to Day view.

9. Create a yearly recurring appointment for your birthday for the next five years.

Outlook 2010− Calendar EExxeerrcciisseess


Exercise 2 – Recurring Meetings

1. Plan a recurring meeting using the following information:

Invite your mailing partner

Date: Even Trainee #’s – every second Wednesday, starting next month Odd Trainee #’s - every second Thursday, starting next month

Start Time: 1:30 PM

End Time: 3:00 PM

Subject: Staff Meeting

2. Add a message in the subject area with the following text: Please bring an updated report of all current activities during the last month.

3. Send the meeting

4. Open your Meeting Request

5. Accept all instances of the meeting.

6. Check your calendar to see the appointments.

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