OUTLOOK
Using the Calendar
Planning a Meeting
Using the Calendar
The Calendar in Outlook is designed to keep track of appointments and events. It provides a daily, weekly and monthly view of events you have entered and will remind you of these activities at a preset time. As allCalendars are shared throughout the Justice FCU network, other employees can view your Calendar to schedule meetings efficiently.
To Add an Event
Click Calendar on the Outlook Navigator Bar:
You are now in the Calendar:
TheMain Calendar shows the month at a view and all dates in bold numbers have entries.
Daily Entries show events entered for a day. You can view your entries by choosing monthly, weekly, or daily format on the toolbar.
To create an event, click on the New pushbutton on the toolbar. The Appointmentscreenis displayed:
Enter the Subject of the event, the location and a label, if required. The Label dropdown menu gives you choices such as “personal,” “business,” etc.
Next choose the Date of the event. Click on the arrow next to the date and a monthly calendar is displayed:
Click on the date of the event (or the first date of an event series) on the shown calendar and that date pre-fills on your screen. If it is an all day event, place a check mark in the All Day Event checkbox. Otherwise, choose the correct start and stop times from the drop down list.
The Reminder Option allows you to choose to have a reminder of this event show on your desktop. The time frame is preset by Outlook, but you can change it by using the drop down menu and choosing how far in advance you would like to be reminded.
The Time Coding option allows you to mark the time as Free, Tentative, Busy or Out of Office. Your entries is then color coded on your personal and shared calendars through Outlook.
You can also add details of the event in the lower box, including addresses, items to take to the event, etc.
To save the event, click on Save and Close on the toolbar:
The event is now saved and can be seen on your Calendar.
Adding Holidays
Outlook is equipped to add all holidays to your Calendar for easy reference. Click on Tools/Options. From the Preferences tab, push the Calendar Options button:
Push the Add Holidays buttons from this screen, then choose the country whose holidays you wish to add. The holidays will download into Outlook.
Planning a Meeting
To plan a meeting, click the Plan a Meeting icon on the Calendar toolbar:
This screen is displayed:
Choose Add from Address Book and choose employees that you want to attend the meeting. If there is already a group listing in the Address Book for the group, such as Team Future, you must add all members individually to see individual schedules.
You can add employees asRequired or Optional, and the system allows you to schedule the meeting during a time that Optional attendees show as booked on their Calendar.
Once you have chosen all attendees, the screen will look like this:
The names of the attendees you chose are shown in the box on the left side of the screen. Required attendees are marked with an upward arrow and optional attendees are listed with an “I” for information.
The schedules of all attendees flows on a chart to the right of the names, beginning with today’s date. The color codes are listed on the bottom right of the screen. (This shows why it is important to color code your Calendar entries.)
You can flow the Calendars to the right and left by pulling theScroll Bar below the Calendars left and right. As you scroll, look at the calendars to view times when no attendees have anything scheduled on their Calendar:
Highlight the column of the time chosen for the meeting. The date and time is automatically set. You can change the end time of the meeting from the drop down time list.
When your meeting time is set, click the Make a Meeting push button. Your screen will look like this:
This is the Meeting Planner page and works just like Adding an Event to the Calendar.
Fill in the Subject and the Location on this screen. The date and time are preset from the Plan a Meeting screen. Add any notes about the meeting to the bottom of the page and press Send. An e-mail has been sent to all invited persons.
Each invitee will receive an e-mail containing the information you input:
Each attendee can Accept the invitation, accept the invitation as Tentative, or Decline the invitation. However, if your calendar is up to date and accurate, you will be able to Accept the invitation.
Once you decide on acceptance of the invitation, click on the appropriate push button and your response is automatically e-mailed back to the Meeting Planner.
The Meeting Planner’se-mail looks like this:
You see the Icon for a meeting in your In Box and the actual acceptance e-mail is contained your original invitation. Anyone accepting the invitation now has it listed automatically on his or her Calendar as an entry. If it was set up with a reminder, the attended will receive a reminder at the pre-designated time.
Your meeting is now planned.