Basic Calendar Functions:
To open the calendar, click the Calendar button in the Navigation Pane or use the Command+ 2 shortcut.
Figure 1: Outlook shortcut bar
You will see a structure much like any mail folder, with the ribbon interface, Navigation Pane, and central window.
Figure 2: Outlook Calendar
Using the Calendar Navigation Pane
At the top, you will see a "mini" calendar. The current day is highlighted. You can click any date to go to it or you can use the arrows beside the current month to go back or forward in the calendar.
Then, in the My Calendars section, you will see all your available calendars.
Customizing Calendar Views
You can change the appearance of your calendar using the view options on the Home and Organize tabs . The Home tab offers these options:
Figure 3: Calendar view options
Notice that the current view is highlighted in dark gray. Let's review each choice.
- Day - View one day at a time
- Work - View a week, Monday through Friday
- Week - View a seven-day week
- Month - View a month in low, medium, or high detail
You can also use the Organize tab to customize your view with more options:
Figure 4: Organize tab
Let's review the commands:
Will create a new "sub" calendar in your mailbox.
Allows administration for your Colorized Category list.
Changes your Calendar view to the associated option
Changes the scale to view more in the same window.
Changes Calendar between classic grid view and a detailed list view
Allows you to Open another users shared calendar
Allows you to set permissions for other to have access to your Calendar
Creating and Editing Appointments
There are several ways you can create a new appointment. Like a mail message, if you're in the Calendar folder, you can use the Meeting or Appointment command on the Home tab or the Command + N shortcut.
Figure 5: Outlook home ribbon commands
A new appointment window will open. Click Save & Close when finished entering data.
Figure 6: Creating a new appointment
You can also double-click a location in the calendar to place an appointment there, or Control + click and choose either New Appointment or New Meeting:
With any of these actions, you will see the New Appointment window.When the time for the appointment comes, Outlook will remind you of it.
Figure 7: Pop up calendar reminder
You can choose to Snooze or Dismiss this reminder, open the item by clicking on the Calendar Icon.
To edit an appointment, double-click to open, make your changes and click Save & Close:
Figure 8: New appointment window
Understanding the Appointment Tab
When you are in the calendar and an event is selected, you will see the Appointment tab.
Figure 9: Appointment ribbon
Its commands are as follows:
Opens the appointment selected
Deletes the selected appointment
Invite attendees to an already existing meeting/appointment
Allows you to set certain variables to tag for this appointment
Sets the reminder timer for notifications on this appointment
Allows to make this appointment recurring according to a schedule
Allows categories to be assigned to your appointments
Will mark this appointment unreadable even by those that have access to share your Calendar
Using the My Day Feature
No matter what section of outlook you are in you will see a My Day button.
Figure 10: My Day button
This feature allows you to view your daily schedule and task list. To use this feature click the My Day button.
The My Day application has two parts:
The first section shows your Daily Calendar View
Figure 11: My Day
In the second section you see your current tasks, and any contacts that you have flagged.
There are also some additional options on the bottom.