Technical TrainingOutlook Calendar
Outlook Calendar, Contacts, Notes
Quick Reference
GartnerGroup© 1998 / Page 1March, 1998
Technical TrainingOutlook Calendar
Schedule an appointment
1.Select the month and day.
2.Double click on the desired time.
3.Enter a subject and location.
4.Choose how to mark your time under Show time as.
5.Choose a category (optional).
6.Click on Private to keep others from viewing this appointment (optional).
7.Click on the Save and Close button.
Edit an appointment
1.Double click on appointment to open.
2.Make changes.
3.Click Save and Close.
Move an appointment
1.Drag to another time or day.
Change start or end times
1.Drag the top of the appointment up or down to change start time.
2.Drag the bottom to change end time.
Schedule an event (at least 24 hrs)
1.Click on Calendar on the menu bar.
2.Select New Event.
3.Enter subject and location.
4.Choose Out of office under Show time as.
5.Click Save and Close.
Delete an appointment or event
1.Select the appointment or event.
2.Click on the delete button on the toolbar.
Schedule a recurring appointment
1.Create a new appointment.
2.Enter data.
3.Click on the recurrence icon.
4.Pick the pattern and range.
5.Click on OK.
6.Click on Save and Close.
Edit a recurring appointment
1.Double click to open.
2.Choose Open this occurrence or series.
3.Make changes.
4.Click on Save and Close button.
Using Autodate
1.Create a new appointment.
2.In the start or end time field type in text such as:
6 weeks from now or
4 months from last Friday or
Christmas.
3.Press Enter.
Set the time zone
1.Right click on the time display.
2.Click on Change Time Zone.
3.Pick a new time zone.
4.Click OK.
Display an additional time zone
1.Right click on the time display.
2.Click on Change Time Zone.
3.Click on Show additional time zone.
4.Pick a new time zone.
5.Type a label for each time zone.
Printing
1.Click on File.
2.Select Print.
3.Choose Style.
4.Choose date range.
5.Click OK.
Schedule a meeting
1.Click on Plan a Meeting icon.
2.Click on Invite Others button.
3.Choose names to invite and move them to Required or Optional.
4.Pick a time all invitees are free.
5.Click on the Make Meeting button.
Respond to a meeting invitation
1.Click Accept to respond to originator and have the meeting put on your calendar or
Click Decline.
Give permissions to your Mailbox Folders
1.Right-click on the folder.
2.Choose Properties.
3.Choose Permissions.
4.Select the permission level you wish to assign.
5.Click on Apply.
6.Click OK.
Access another Mailbox - 1 time
1.Click on File.
2.Point to Open Special Folder.
3.Select Exchange Server Folder.
4.Type in the person’s name.
5.Choose folder to access (inbox,calendar).
6.Click on OK.
(Need permission from other user).
Access another Mailbox frequently
1.Click on Tools.
2.Choose Services.
3.Click on Microsoft Exchange Server.
4.Click on the Properties button.
5.Click on Advanced tab.
6.Add the person(s) to access.
7.Click OK twice.
8.Open the other person’s mailbox.
9.Access their services.
(Need permission from other user).
Choose folder on startup
1.Click on Tools.
2.Choose Options.
3.Click on General tab.
4.In "Startup in this folder" choose the desired folder.
Contacts
1.Click on New Contact icon.
2.Enter info including E Mail address.
3.Click on Save and Close.
Sending a message to a contact
1.Select contact.
2.Click on Contacts on the menu bar.
3.Choose New Message to Contact icon.
4.Type in message.
5.Click on Send.
Using Notes
1.Click on New Note icon.
2.Type in a note.
3.Click icon - upper left.
4.Point to Color.
5.Pick a color.
6.Close note window.
Synchronizing
1.Click on Tools.
2.Click on Synchronize.
3.Choose All folders or This Folder.
4.Choose Download Address Book to work off-line.
Change your password
1.Click on Start.
2.Point to Settings.
3.Click on Control Panel.
4.Double click on Passwords.
To exit Outlook
1.Click on File.
2.Choose Exit and Log Off.
GartnerGroup© 1998 / Page 1March, 1998