• The Calendar Components
• Calendar Views
• Selecting the Date
• Making an Appointment
• Editing an Appointment
• Deleting an Appointment
• Planning a Meeting
• Checking Attendee Availability
• Checking the Status of a Planned Meeting
• Editing an Existing Meeting
• Canceling a Planned Meeting
• Creating an Event
• Printing a Calendar
• Setting Permissions
• Viewing Another Calendar

Calendar Components

The calendar feature of Outlook 2000 provides for the electronic management of time, storing information you would expect to find in a paper based appointment book. By default, the calendar is displayed in the Day/Week/Month view with a detailed hour-by-hour list of appointments displayed for the selected day. The calendar can be viewed daily, by the 5-day work week, weekly or monthly.

• Event- An event is an activity that lasts 24 hours or longer, such as a birthday, vacation or a convention.
• Appointment- Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources.
• Meeting- A meeting is an appointment you invite people to or reserve resources for.
• Time Line- Displays the time of day and allows for point and click selection of an appointment time.
• Free Time- Display of the time available on the selected day.
• Date Navigator- Allows for point and click selection of date. Dates that are boldfaced have a scheduled appointment.
• Task Pad- The electronic to-do list.

Outlook displays icons next to entries in the calendar to illustrate the type entries:

- Outlook will issue a reminder once the appointment is due.

- The calendar entry is a meeting.

- This is a recurring appointment, whereby you set up a recurring pattern (daily, weekly, etc.).

Calendar Views

There are four different ways of viewing your calendar:

Day View - This view provides a detailed list of appointments for a selected day. It also displays a list of tasks.	5-Day Work Week - This view provides a detailed list of appointments for a selected work week. It also displays a list of tasks.
Week - This view provides an overview of the weeks appointments. It also displays a list of tasks.	Month - This view displays an overview of the entire month in a conventional grid layout.

Selecting the Date

• Locate the Date Navigator portion of the screen.

• Click on the or next to the month name to display the previous or following month

OR

• Click and hold on the month heading to see the 3 previous months and 3 following months and then highlight the month of choice.
• Click on the desired date to display the appointment area for that day.

OR

• Click on View/Go To/Go To Date to open the Go To Date dialog box.
• Type the date you require into the Date text box.
• Click the OK button to display the appointment area for that day.

Making an Appointment

• Select the date for the appointment.
• Double click the mouse arrow on the desired start time of the appointment to display the appointment window.

• Enter the Subject and the Location in the appropriate boxes. This information will be displayed in the appointment display. Note: The location, if specified will be in paranthesis.
• Set the start date and time by typing or or click the down arrow to the right of the start time box to select a time.
• Set the end date and time by typing or click the down arrow to the right of the end time box to select a time.
• Set the reminder if desired. Clicking the down arrow to the right of the reminder box will allow you to select the number of minutes prior to the appointment that you want the reminder to occur.
• Enter any notes about the appointment in the large text box at the bottom of the Appointment dialog box.
• Click on Save and Close to save the appointment and return to the calendar.

Editing an Appointment

• Double-click on the appointment to be changed. The appointment window is displayed.
• Make the changes desired. See Making an Appointment in this document for direction if necessary.
• Click on Save and Close to save the appointment and return to the calendar.

Deleting an Appointment

• Select the appointment to be deleted by single clicking on the appointment.
• Select Edit/Delete from the menu. The appointment is removed from your calendar.

Planning a Meeting

• Select File/New/Meeting Request from the menu or click on the down arrow next to the New Appointment icon and then click on Meeting Request.

• The new meeting screen appears. You need to specify for calendar who you would like to attend your meeting. To do this, select the To: option to display the Global Address Book.

• Highlight the desired attendee(s) from the address book.
• Click on Required -> to place the selected name(s) in the recipient required list. Click Optional -> to place the selected name(s) in the recipient optional list (they are not required to attend).
• Select OK to return to the meeting planner window.
• Click the down arrow to the right of the Meeting start time box to select a time for the meeting to start. Do the same to specifiy a Meeting end time.
• Position the cursor on the Subject: line. Enter something that describes the meeting. This will appear in the Subject Line of the email message that invites the recipients to the meeting.
• Position the cursor on the Location: Line. Enter the location where the meeting will be held. This will appear in the Location Line of the email message that invites the recipients to the meeting.
• Enter any notes about the meeting into the message text area in the lower half of the Meeting dialog box.
• Press Send button when finished to send the meeting invitations to the attendee(s). Outlook will send an email message to all of the recipients on the To: line. Once the message has been received, the recipient has the option to accept or decline. Confirmation will appear in your inbox when the meeting has been accepted or declined.

Checking Attendee Availability

• You can check the schedules of people you would like to attend a meeting, prior to sending out the meeting request. To do so, go through the following steps to begin planning a meeting:
• Select File/New/Meeting Request from the menu or click on the down arrow next to the New Appointment icon and then click on Meeting Request.
• The new meeting screen appears. You need to specify for Calendar who you would like to attend your meeting. To do this, select the To: option to display the Global Address Book.
• Highlight the desired attendee(s) from the address book.
• Click on Required -> to place the selected name(s) in the recipient required list. Click Optional -> to place the selected name(s) in the recipient optional list (they are not required to attend).
• Select OK to return to the meeting planner window.
• Select the Attendee Availability tab.
• When the screen is displayed, click Show Attendee Availability. If the attendee uses their calendar to plan meetings and set up appointments, blocked out areas appearing in blue means they are already busy. You can set the start and end time for the meeting while in this window as well. Making it easier to see who and when free time is available.

• Using AutoPick is another way to set up a meeting based on the availability of the attendees.
• Click on the down arrow next to AutoPick to choose who you want to schedule.
• Click on the right arrow button to go forward in the calendar until it finds a day and time that all of the attendees are available.

Checking the Status of a Planned Meeting

• Double-click on the meeting in the Calendar to open the Meeting dialog box.
• Click on the Attendee Availability tab.
• Select the Show attendee status option and the Meeting dialog box will change to resemble a list of the attendee(s) the meeting was sent to and their reply.

• The list shows who has accepted the meeting invitation and who has declined it. None in the response area indicates the person has not responded to the meeting request.
• Once you are finished viewing the meeting results, close the dialog box.
• Note: Only the meeting organizer can view the attendee responses, make changes to a meeting or cancel a meeting.

Editing an Existing Meeting

• Double-click on the existing meeting on your calendar. The meeting is displayed on the screen.
• Make the desired changes to the meeting.
• Click on the Send Updated button to send the revised meeting information to the recipients. The changes will be noted in the calendar. If the meeting is accepted by the recipients, an acceptance will appear in email and their calendars will display the changes. Likewise, if the changes have been declined, a notification will be sent to your email.
• Note: Only the meeting organizer can view the attendee responses, make changes to a meeting or cancel a meeting.

Canceling a Planned Meeting

• Double-click on the meeting in the calendar to open the Meeting dialog box.
• Click on Actions menu choice. One of your options is to Cancel Meeting .

• You will be prompted by Outlook to Send cancellation and delete meeting or Delete without sending a cancellation to your meeting attendee(s). If you decide to send a cancellation and delete meeting, the meeting will be cancelled from your calendar, but you will still need to send out the cancellation notice to the attendee(s) by clicking on Send. Your attendee(s) will then receive a notice from you stating the meeting was cancelled and it will also then be removed from their calendars. If you choose to delete without sending a cancellation, and the meeting will be removed from the calendars of the attendee(s). But, a notice will not be sent to them explaining the cancellation.
• Note: Only the meeting organizer can view the attendee responses, make changes to a meeting or cancel a meeting.

Creating an Event

• Select the date for the event.
• From the menu bar, click Actions/New All Day Event.

• Enter the Subject and the Location in the appropriate boxes. This information will be displayed in the event display. Note: The location, if specified, will be in paranthesis.
• Set the start date and time by typing or or click the down arrow to the right of the start time box to select a time.
• Set the end date and time by typing or click the down arrow to the right of the end time box to select a time.
• Set the reminder if desired. Clicking the down arrow to the right of the reminder box will allow you to select the number of minutes prior to the event that you want the reminder to occur.
• Enter any notes about the event in the large text box at the bottom of the Event dialog box.
• Click on Save and Close to save the Event and return to the calendar.

Printing a Calendar

• From the menu bar, click File/Print.

• Automatic default when printing is to print the daily calendar. You can change the format in which you want to print by highlighting the print style you want to print.
• Daily - Each day is printed with a detailed hour-by-hour list of appointments. Tasks are also printed. Space is provided on the printout for making notes.
• Weekly - The calendar is printed one week per page. Events, appointments and meetings are printed for each day of the week.
• Monthly - The calendar is printed one month per page. Events, appointments and meetings are printed for each day of the month.
• Tri-Fold - Events, appointments and meetings are printed for each day of the week. A detailed hour-by-hour list of appointments is also printed.
• Calendar Details - A simple list of events and appointments for the selected dates.
• Memo - Individual calendar entries are printed in a memo format.
• NOTE: Clicking on Page Setup after choosing your preferred layout will allow you to customize the printout even further.

• Select the range of dates you wish to print. Click the down arrow to the right of the Start box and select the first date you want to print.
• Click the down arrow to the right of the End box and select the last date you want to print.
• Click OK to print the calendar.

Setting Permissions

• Right click on the Calendar icon from the Outlook Toolbar.

• Select Properties from the menu.
• Select the Permissions tab from the Calendar Properties dialog box.
• Select the Add button to display the Global Address Book.
• Select the name of the individual you would like to give permission to view your calendar. Click the Add -> button.
• Press OK to return to the Calendar Properties dialog box. The name of the selected individual is displayed. Single click on that name to highlight it.
• Select the desired permission(s) for the highlighted individual.
• Select Apply to set the permissions for the highlighted individual.
• Select OK when finished.

Viewing Another Calendar

A calendar can only be viewed if access permissions have been granted from the owner of the calendar.

• Select File/Open/Other User's Folder.

• Select the Name: button to display the Global Address Book.
• Select the name of the person whose calendar you would like to view. Select OK.
• Select OK to view the calendar.