Outlook 2013 Calendar Guide

The following guide offers a tutorial-style walk-through of the calendar features found in Outlook 2013. For information on obtaining the Microsoft Office suite, including Outlook, please see the Software Agreements Guide.

 

Manage Your Calendar

Manage Scheduling

 


Manage Your Calendar

Define your available time

  1. Open your calendar view by clicking the Calendar button in the Navigation bar
  2. Click the Arrange dialog box launcher (the arrow in the bottom right corner of the Arrange group)
  3. Set your work schedule in the Work Time area and click OK

 

Share calendar information

  1. Click the File tab
  2. Click Account Settings
  3. Select Delegate Access from the list
  4. In the Delegates dialog box, click Add
  5. Use the search/list to select the user you would like to delegate control to
  6. Click Add
  7. Click OK
  8. Use the Delegate Permissions box to grant the level of access you wish to give the delegate
  9. Click OK
  10. In the Delegates box, select the delivery option for meeting requests
  11. Click OK
  12. Click the circled arrow icon to return to the Home tab

 

Work with multiple calendars

  1. Open another calendar (you must have permission to see the calendar, see Share calendar information)
    1. Click the Open Calendar button from the menu ribbon
    2. Select Open Shared Calendar… from the popup menu
    3. Enter the e-mail address of the calendar you wish to open
    4. Click OK. The calendar will open and you will see the calendar listed on the navigation pane
    5. Use the tick box in the navigation pane to hide/unhide the calendar
    6. To overlay calendars, click the left facing arrow on the tab at the top of the calendar
  2. Create a second calendar
    1. Locate your personal calendar in the Navigation/File pane (named 'Calendar') and right click on it
    2. Select New Calendar…
    3. Enter a calendar name
    4. Click OK
    5. Use the left facing arrow on the tab at the top of the calendar to overlay both calendars

 

Display different calendar views

  1. Click the Work Week button.
  2. Scroll the Calendar pane to display an hour before your work day starts. Note, work time has a white background while time outside of work is shaded
  3. In the Go To group, click the Today button. If the calendar was not already there it will switch to the current day/current week
  4. Switch to the View tab
  5. Click Reset View and then Yes to confirm. The calendar will return to the default, single month view.
  6. Click Day to see today's schedule
  7. Click the Daily Task List button and select Normal. Note that the task pane now appears at the bottom of the calendar window
  8. Click the Daily Task List button again and select Minimized to minimize the amount of screen space the task pane takes
  9. The optional views of the Navigation/Folder pane, the Reading pane, and the To-do bar are also available
  10. Click the Month button (not the arrow below it). This will show a view of the whole month
  11. Click the Week button to switch to the week view
  12. To the left of the date range in the calendar header, click the Forward button to move the calendar forward one week
  13. Navigate to a different week by selecting the week from the calendar in the Navigation/File pane
  14. Hover your mouse over the divider between the Navigation/File pane and the Calendar pane. When the pointer changes to two parallel lines with arrows, drag the divider to the right to expand the navigation pane. Note that you are able to see more months

 

Print a calendar

  • Weekly Agenda Style - Prints the selected date range with one calendar week per page, including reference calendars for the selected and following month.
  • Weekly Calendar Style - Prints the selected date range with one calendar week per page. Each page includes date range and time increments, reference calendars for the selected and following month, and TaskPad.
  • Monthly Style - Prints a page for each month in the selected date range. Each page includes the selected month with a few days showing from the previous and subsequent months, along with reference calendars for the selected and following month.
  • Tri-fold Style - Prints a page for each day in the selected date range. Each page includes the daily schedule, weekly schedule, and TaskPad.
  • Calendar Details Style - Lists your appointments for the selected date range, as well as the accompanying appointment details.

 

  1. Open the calendar you wish to print
  2. Click the File tab
  3. Click Print
  4. Click Print Options
  5. Use the Settings list to select the calendar style you would like to print
  6. Click Page Setup
  7. Use the Format tab to set the following options: To-Do Bar, Notes, Time range, Workdays
  8. Click OK
  9. Click Preview to check your settings
  10. Click Print to print the document
  11. Click the circled arrow icon to return to the Home tab

 

Manage Scheduling

Schedule appointments

Appointments are blocks of time you schedule for only yourself (as opposed to meetings, to which you invite others). An appointment has a specific start time and a specific end time (as opposed to an event, which occurs for one or more full 24-hour periods).

 

Create a single appointment (Simple)

  1. In the Calendar pane, click once in a time slot to activate it
  2. Type an appointment name and press enter
  3. Click away from the entry
  4. Click on the entry and use the drag boxes to change the time

 

Create a single appointment (Advanced)

  1. In the calendar pane, double click on an available time slot
  2. Enter a subject
  3. Enter a location (optional)
  4. Select a start time (can be edited manually. e.g., 11:20)
  5. Select an end time (can be edited manually. e.g., 11:20)
  6. Enter a note (optional)
  7. Set an alarm time (optional)
  8. Select a Category (optional)
  9. Click Save and Close

 

Change the time of an appointment

  1. Drag and drop an appointment to another day. And/or,
  2. Hover over the top or bottom of an appointment, click and drag the selection box that appears to the new start or end time. Or,
  3. Double click a non-recurring appointment, change the start and end time, and then click Save & Close

 

Add a recurring appointment

  1. In the calendar pane, double click on an available time slot.
  2. Enter meeting information as in 'Create a Single Appointment' above
  3. Click the Recurrence button
  4. Select the recurrence pattern for the appointment
  5. Select a range
  6. Click OK
  7. Save and Close the appointment

 

Create an appointment from an e-mail

  1. On your own calendar
    1. Find the email you wish to create an appointment from
    2. Click once on the message to highlight it
    3. Click the Meeting button
    4. Click the Cancel Invitation button
    5. Enter appointment details
    6. Click Save & Close
  2. On another user’s calendar
    1. This feature is no longer available in Outlook 2013

 

Schedule events

Events are day-long blocks of time that you schedule on your Outlook calendar—for example, a birthday, a payroll day, or anything else occurring on a particular day but not at a specific time.

  1. Use the date navigator to find the first day of next month
  2. Click your mouse in the blank space between the header and the time slots
  3. Type the event name and press enter to add a simple event
  4. Double click the event you just created to open the Options window and set further details
  5. Click Save & Close

 

Schedule meetings

The meeting window has two pages: the Appointment page and the Scheduling Assistant (or Scheduling) page. The Appointment page is visible by default. You can enter all required information directly on the Appointment page, or use the additional features available on the Scheduling Assistant page to find the best time for the meeting.

 

Create a meeting

  1. While viewing your calendar, click the New Meeting button
  2. In the To field, enter the email address(es) of your meeting attendee(s)
  3. Enter a Subject. This will become the title/name of the meeting
  4. Enter a meeting location or select a meeting room from the drop down list. If you use an existing room, the room will be included as a participant. The manager of the room will receive an invitation that will need to be accepted or declined just like any other participant
  5. Enter notes, attach a relevant document, or otherwise fill in the details just as you would for an appointment
  6. Click Send to send the invitation to the meeting participants

 

Scheduling assistant

  1. While viewing your calendar, click the New Meeting button
  2. Enter the email address(es) of your meeting attendee(s)
  3. Enter a Subject. This will become the title/name of the meeting
  4. Enter a meeting location or select a meeting room from the drop down list. If you use an existing room, the room will be included as a participant. The manager of the room will receive an invitation that will need to be accepted or declined just like any other participant
  5. Enter notes, attach a relevant document, or otherwise fill in the meeting details
  6. Click the Scheduling Assistant button
  7. In the All Attendees list, click Click here to add a name, enter the email address(es) of your meeting attendee(s)
  8. Click the Required icon next to the name of any person required to attend
  9. Select Optional Attendee for any person not required to attend
  10. In the Group schedule, experiment with changing the meeting time and duration by dragging the start time bar and the end time bar
    1. Dates that occur in the past and non-working days are gray
    2. Days when all attendees are available are white (Good)
    3. Days when most attendees are available are light blue (Fair)
    4. Days when most attendees are not available are medium blue (Poor)
  11. You can also use the Suggested times list by selecting a meeting time that works for all attendees
  12. When ready, click Send to send the invitation to the meeting participants

 

Make changes or delete a meeting

  1. Changes
    1. Locate the calendar item that needs to be changed on your calendar
    2. Double click the calendar item
    3. If the meeting is recurring, you will be asked if you wish to make changes to the single meeting on which you clicked or the whole series of events
    4. Make the necessary changes
    5. Resave or resend the calendar item
  2. Deletions
    1. Highlight the calendar event you wish to delete
    2. Click the Delete button
    3. Outlook will send an update to any other participants (meeting creator only)

 

Create a meeting on another user's calendar

Creating an appointment or event on another user’s calendar is the same as creating an event on your own calendar. Only meetings, because they require invitations, are different.

 

  1. Tick the box next another user’s calendar in the navigation pane to make it visible
  2. Select a start time on the calendar for the meeting by clicking once in an available time slot
  3. Click the New Meeting button
  4. Complete the infivitation as you would for your own calendar
  5. Click the Send button. Note that the From field appears to have your email address. The invitation the recipient receives will appear to have been sent ‘on behalf of’ the calendar owner

 

Respond to meeting requests

When you receive a meeting request from another Outlook user, the meeting appears on your calendar with your time scheduled as Tentative. Until you respond to the meeting request, the organizer doesn’t know whether you plan to attend.

 

  1. Standard response
    1. In the meeting window (open e-mail), in the Reading Pane (e-mail preview), or on the shortcut menu that appears when you right-click the meeting request, click Accept, Tentative, or Decline
    2. Choose whether to send a standard response, a personalized response, or no response at all. Responses will be sent as an email to the meeting requestor
  2. Propose a new time
    1. In the meeting window (open e-mail), in the Reading Pane (e-mail preview), or on the shortcut menu that appears when you right-click the meeting request, click Propose New Time
    2. Click Tentative and Propose New Time or Decline and Propose New Time
    3. Select a new time for the meeting
    4. Click Propose Time
    5. Type a response to the meeting organizer
    6. Click Send. Outlook sends your response and adds the meeting to your calendar as tentatively scheduled for the original meeting time. If the meeting organizer approves the meeting time change, you and other attendees will receive updated meeting requests showing the new meeting time