How-To Instructions - Outlook 2007 - Calendar
For more information on using Outlook 2007, click here. This will take you to Outlook FAQ and Instructions.
How to:
- know the difference between 'appointment' and 'meeting requests'
- create a new appointment
- create a meeting request
- modify an existing appointment
- set up a recurring appointment
- manage appointments I receive
- get meeting reminders
- schedule an appointment and mark it as private so others cannot view it
- use the scheduling assistant
- share my calendar with others
- modify share permissions on my calendar
- view another person's calendar
- create additional calendars
- share my calendar with individuals outside UNB
- integrate my shared calendars into my primary calendar
- create a new task
- prevent Outlook from closing automatically when minimized
What is the difference between ‘appointment’ and ‘meeting requests’?
Appointments are for personal appointments or meetings and meeting requests are for group meetings with other UNB employees.
How do I create a new appointment?
To create a new appointment, click on ‘Calendar’ from the left-hand side of your screen. Then select ‘Appointment’, it will open up a window to fill in the appropriate details. You can also double-click on the appropriate date in your calendar to create an appointment.
When you are finished, click ‘Save & Close’.
Note: You can also invite others by clicking on the ‘Invite Attendees’ icon in the menu.
How do I create a meeting request?
To create a meeting request, click on the downward arrow next to new and click 'Meeting Request'.. If you know the address of the person you are inviting, you can type it in the ‘To:’ field. If you do not know the address you can click on the ‘To:’ and it will open up the global address book. Once you have located the individual in the address book, select their name, and then click ‘Required:’ under meeting recipients. Repeat this for all individuals invited. When done, click ‘Ok’ at the bottom of the window.
Fill out the rest of the information (i.e. subject, start/end date & times, body of the message). Click ‘Send’.
Note: You can create a meeting message in your mail or calendar view.
How do I modify an existing appointment?
To modify an existing appointment, double-click on it in your calendar and a window will open with the details of the appointment. Once you’ve modified the required information, click ‘Save and Close’.
How do I setup a recurring appointment?
When you create a new appointment click on the ‘Recurrence’ icon along the top of the window. Here you can set the date/times, and whether is should occur weekly/monthly/yearly, and the day (Sunday-Saturday). You can also choose a date for the recurring appointment to end. When finished, click ‘Ok’.
What do I do when I receive an appointment?
When someone sends you an appointment it will be in the form of an email in your inbox. When you click the message you will see the details of the meeting appear (including all invitees, date/time/location, and message details). Opening the email will also show you the details of the meeting.
To deny/accept a request, click on the green check mark (for accept) or the red X (for deny). If you are unsure whether you can attend a meeting you can select the purple question mark. When you click on the icon of choice you will see three different options.
- Edit the response before sending
- Send the response now
- Don’t send a response
Choose the appropriate option, if you chose to edit the response before sending a window will appear and provide you space to type in your response. If you chose to edit the response, click ‘Send’ when done.
This will add the meeting into your calendar.
Note: You can also drag the meeting request (from your inbox) and drop it in your calendar (listed on the left-hand side). This will automatically add your meeting into your calendar.
Will I be reminded of my meeting?
If you have a meeting reminder set, a pop-up window will appear prior to the meeting. You will have the options of Dismissing the reminder, View appointment details, or Snooze.
Note: If you have multiple reminders you can choose to dismiss all.
Can I schedule an appointment and mark it as private so others cannot view it?
When you are creating an appointment in your calendar, select the Lock icon, and that will hide from others who have access to your calendar.
What is the scheduling assistance and how do I use it?
The scheduling assistant will allow you to compare multiple individuals’ schedules to find a time that is best for everyone, it shows your free/busy information when someone invites you to a meeting. You can also compare room availability.
When creating a new meeting request (or appointment), click on the scheduling assistant tab. Then select the dates and times you are looking to schedule your meeting. ‘Show only working hours' is defaulted.
To select attendees, click on ‘Add Attendees’ (next to options in the lower part of the window), it will open the global address book. Search for the individual and click on their name. Then click on ‘Required’, when you have selected everyone click ‘Ok’. You also have the option to set someone as optional – meaning they are invited to the meeting but not required to attend.
To remove someone from the attendees list, click on their name and hit your backspace key.
There is also a box in the right-hand corner of the window that suggests times available. You can click within the schedule window to select a timeframe. This will adjust the start/end time dropdown menus. When you have found a time, click on the appointment button and fill in the subject line and message (optional). Click ‘Send’.
How do I share my calendar with others?
To share your calendar, right-click on the calendar and select 'Share Calendar'. .
In the window, click ‘To:’ and search for the individual. Select their name and click ‘To:’ and then ‘Ok’. If you know the address of the person, you can type it directly into the ‘To:’ field.
You have three options for sharing:
- Availability Only
- Limited Details
- Full Details
If you would like to view the recipient’s calendar, select ‘I want to request permission to view the recipient’s calendar folder’. You also have the option of typing in a message to the individual.
When finished, click ‘Send’.
To accept a view request you will receive an email and must click ‘Open this calendar’.
Note: For information on how to share a calendar, click the link 'How to share calendars' from the left-hand side menu.
How do I modify share permissions on my calendar?
To change permissions, right-click on the calendar and select ‘Calendar Permissions’. This screen will list everyone who has access to your calendar. To modify, select an individual and click on ‘Edit’, you are given the following options:
- Owner
- Publishing Editor
- Editor
- Publishing Author
- Author
- Non-editing Author
- Reviewer
- Contributor
- Free/Busy time, location, subject
- Free/Busy time
When you select a different permission level, the options will change accordingly. If you alter the settings it will turn into a custom level.
Note: the default setting should be left as-is so that the Scheduling Assistant can view your busy information. Details will not be visible.
When you are happy with the settings, click ‘Ok’.
You can remove permission by selecting the individual and clicking remove.
Note: Permission options in the Outlook Web App are minimal. To provide edit rights, you need assign permission via your desktop client.
Important to note when providing permissions:
In order for your colleagues, who are Mac users, to view your calendar you must provide them with Reviewer rights or higher. Users are not able to view a calendar that has only provided view busy/free information (this includes Free/busy time, location, subject). Other Windows users are able to see calendars with Free/Busy permissions.
How do I view another person’s calendar?
After you have accepted a view request the individual’s calendar will appear under ‘Shared Calendars’ on the left-hand side of the screen. You can then select/unselect the calendars to view.
To add a calendar that you have not received a view request from, click on ‘Open a Shared Calendar’ and click on ‘Name’. You then need to search for the individual and select their name. Click ‘Ok’.
Note: If you do not have permission to view a calendar a small icon will appear. When you click on it, you have the option of sending a request for view permission.
How do I create additional calendars?
To create a new calendar, click on ‘File’ then 'New' and select ‘Calendar’. You will need to provide a name and click ‘Ok’.
To assign a different set of permissions for the new calendar (different than your primary), right-click on it (from under ‘My Calendars’ on the left-hand side) and click ‘Change Sharing Permissions’. You can add/delete/modify permissions and click ‘Ok’.
Can I share my calendar with individuals outside UNB?
Yes, click on 'Send a calendar email' from the left-hand side menu. By default, it will select your primary calendar, today’s date and show availability only. You can modify these options, as well as options under advanced. Click ‘Ok’. It will then add your calendar into the message field of your email.
How do I integrate my shared calendars into my primary calendar?
Right-click on the shared calendar you want to integrate and click ‘Overlay’. It will turn the calendars into a tabbed view and you can see everyone’s appointments. To remove a calendar, click the ‘X’ on the tab.
How do I create a new task?
Click on Tasks from the left-hand side and click ‘New Task’. Fill in the subject, start date, due date, status, priority, percentage complete, and the description. You also have the option of setting a reminder. When done click ‘Save and Close’.
When I minimize Outlook, it appears to close and I cannot find the icon to open it again. How do I prevent this from happening?
This is the default behaviour of Outlook on Windows computers. When you minimize Outlook, the Outlook icon is only displayed in the notification area at the far right of the taskbar (where the time is displayed). To change this behaviour, right-click the Outlook icon in the notification area, and then in the shortcut menu, uncheck Hide When Minimized. For more detailed instructions, please visit the Microsoft Office website.
