Outlook Calendar 2000/XP/2003

• Accessing the Outlook Calendar
• Calendar Views
• Scheduling Appointments & Events
• Using the Meeting Planner
• Shared Calendars
• Accessing Other Users' Calendars

  Accessing the Outlook Calendar 

Outlook 2000/XP

To access your Outlook Calendar, look at the left side of your screen. You will see something like the image on the right. Click on the Calendar button. If you do not see Outlook toolbar, click on View and then Outlook Bar.

Outlook 2003

To access your Outlook Calendar, look at the left side of your screen. You will see something like the image on the left. Click on the Calendar button. If you do not see Outlook toolbar, click on View and then Navigation Pane.

  Calendar Views 

The calendar can be viewed in many different ways. Notice on the image below, that you are looking at a single day (normally today) when you first activate the Calendar. Click on each of the day, week, and month buttons and notice the different displays.

  Scheduling Appointments & Events 

Scheduling a New Appointment or Event

While viewing your calendar, you can schedule a new appointment:

1. Click on Actions in the Menu Bar and then New Appointment.

2. You will then see this dialogue box. Fill in the appropriate information.
NOTE: To receive a reminder: Select Reminder then from the Reminder pull-down listing, select the amount of time before the meeting you would like to be reminded.
NOTE: To set Recurring Appointment click on the Recurrence button. Choose the desired pattern and range and then click OK

NOTE:

3. Click the Save and Close tab and you will see the appointment on the date you have chosen for you meeting.

Changing Appointments or Events

1. Locate the appointment or event to be changed

2. Double click the appointment or event

Deleting Appointments or Events

1. Locate the appointment or the event to be deleted

2. Click within the appointment or event

3. From the Edit menu, select Delete. The appointment or event disappears from your calendar.

Deleting A Recurring Appointment or Event

1. Click within the appointment or event to be deleted

2. From the File menu, select Delete. A dialog box appears asking if you want to delete all occurrences or just this one. Select then click OK.

  Using the Meeting Planner 

Checking Availability

1. If necessary, open your calendar

2. From the Actions menu, select New Meeting Request. The Meeting dialog box appears. Select the Attendee Availability tab (Outlook 2003) or Scheduling (Outlook 2000/XP).

3. Adjust the Meeting start time and Meeting end time text boxes to indicate the length of meeting you want. Green (start) and red (end) bars appear within the day, marking off the meeting start and end time for your reference.

4. At the left side of the window click "Add Others" button to invite attendees.

5. Check free busy information. Use AutoPick Next to select next available time for all the attendees.

6. Click Send to send meeting invitation. Click Save to save it without sending invitation.

Responding to a Meeting Request

When you have been invited to attend a meeting, a tentative meeting will appear on your calendar and the request will appear in your Inbox. Your reply to the meeting request will be sent only to the person who originated the request.

Read the invitation message. Click the appropriate button (ACCEPT, TENTATIVE, or DECLINE). A dialog box will appear asking if you want to edit the response, send the response, or not send a response.

NOTE: Responses from Eudora Users
When you invite a Eudora user to a meeting, they too will receive an email message and can reply to the message to let you know whether they will be attending. Because they are not on Outlook, the meeting request is not automatically updated to reflect their status. To automatically update a Eudora user's status:
1. Open a Calendar entry, double click it.
2. Select the Attendee Availability tab.
3. Select Show attendee status. A list of attendees names appears along with their Attendance and Response status.
4. Click the Response field for the appropriate individual.
5. From the listing, select the appropriate response.
6. Click SAVE AND CLOSE

  Shared Calendars 

One of the benefits of Outlook is the ability to share your Calendar with others. Calendars can be shared to provide access for others to view but not make any changes, or access can be provided for others to make appointments on your Calendar. Access is based on permissions you establish in Outlook.

Outlook 2000/XP

1. Right click Calendar in the Folder List or Outlook Bar.

2. Choose Properties.

3. Choose Permissions Tab.

4. To add a person, click on the word add. Select the person you wish to give permission to your calendar to and click on add. When you are done, press OK.

5. Now you need to give  the type of permission you want them to have. To do this, click on the name in the window. Then click on the down arrow to the right of the  Roles or Permission Level and select the type of role that person should have. You can see what each role does by clicking on it and looking at the options it gives below the drop down menu.

6. Click OK to close the window and save your changes.

Outlook 2003

1. Click on Tools then Options.

2. Choose Delegates Tab.

3. To add a person, click on the word add. Select the person you wish to give permission to your calendar to and click on add. When you are done, press OK.

4. Now you need to give  the type of permission you want them to have. To do this, click on Permissions. Then click on the down arrow to the right of the  Calendar and select the type of role that person should have.

5. Click OK to close the window and save your changes.

  Accessing Other Users' Calendars

In order for you to access another user's Calendar, that person needs to set permission for you to do so.

Outlook Web Access

1. Open browser.

2. Type in your browser http://xchange.gsw.edu/exchange/username/calendar, where username is the alias of the calendar owner.

3. When the logon prompt appears, type your user name, and password. These credentials are used to verify that you have permission to the person's calendar and to authenticate your request.

Outlook

1. Open Outlook.

2. Click File then Open then Other User's Folder...
The Open Other User's Folder dialog box appears.

3. In the Name text box, type the name of the person whose Calendar you wish to access OR Click NAME... to access the campus directory search feature.

4. From the Folder pull-down list, select Calendar

5. Click OK. The selected user's Calendar will open.