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Outlook 2010 Calendar Tips and tricks

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Jason Craft

on 3 April 2015

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Transcript of Outlook 2010 Calendar Tips and tricks

Microsoft Outlook 2013
GLH IT Training
Outlook 2013 Calendar
Tips and Tricks
Meeting Request
Meeting - A meeting is an appointment to which you invite people or reserve resources for. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings.

When you create a meeting, you identify the people to invite and the resources to reserve and you pick a meeting time. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting or reschedule a meeting.
Sending a New Meeting Request
Bonus Material!!!
How to create a Conference Calls and Transfer a Call
Phone Training
Appointment - Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources.

You can schedule recurring appointments, view your appointments by day, week, or month, and set reminders for your appointments.
Reminding meeting attendees of upcoming meetings
Sometimes it's a good idea to remind attendees of upcoming meetings, or to send them additional information related to an upcoming meeting. You can quickly do this by sending a message to all meeting attendees using the Meeting tab. Follow these steps:
1. Open the meeting in your Calendar.
2. Click the Message tab.
3. Click Message to Attendees in the Attendees group.
4. Click New Message to Attendees.
Suggested Times…cont.
Suggested Times
The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.
Select Attendees and Resources…Cont
Select Attendees and Resources
The Select Attendees and Resources dialog box appears. There are 3 fields that are able to be populated.
Required – People that need to be at this meeting.
Optional – People that could be at this meeting.
Resources – This is where the room is reserved. By adding the resource here, Outlook will correctly schedule the resource
In the lower left hand corner click on Add Attendees and Add from Address Book…
To add a location such as a conference room, click on the Scheduling Assistant button in the ribbon.
In the Subject box, type a description.
Creating a meeting
Reminding meeting attendees of upcoming meetings…cont
In the email message that opens, enter the text for the attendees and/or use the Insert tab to include attachments attendees might need.
Accepting or Declining
When a notice arrives in your Inbox, you can accept it, tentatively accept it, decline it or propose a new time. Click the Meeting tab, and then select one of the options in the Respond group.
 Invitation response options in Outlook 2010.
Accepting or Declining
Finalizing and Sending
Type any information that you want to share with the recipients or attach any files.
Once you have all the information and files that you want attached, you are now ready to send it. Click Send.
Start and end times
In the Start time and End time lists, select the start and end time for the meeting. If this is an All-Day event, select the All-Day event check box. (An All-Day event is a full 24 hour event lasting from midnight to midnight.)
Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
Misc. Calendar Tasks –
Quickly Move Appointments
Quickly move an appointment     Drag it to a new date or time in your Calendar or in the date picker.
Accepting or Declining
Unless you propose a new time, Outlook will prompt you with one of three options:
Misc. Calendar Tasks –
Appointment to a Meeting
Quickly turn an appointment into a meeting     Open a new appointment, and on the toolbar, click Invite Attendees. Type attendees' names in the To box.
Misc. Calendar Tasks –
Track all invitees responses. On the Meeting Series tab, Select the Tracking option in the Show section of the ribbon.

On the Home Ribbon, point to New Items, and then click Meeting.
The Iwatsu Enterprise-CS allows you to make conference calls with any combination of up to four internal and outside lines on the same call.
To Make a Conference Call:
While speaking on an internal or outside call:
• Press the Conference [ADD] key (The Conference [ADD] key LED will flash to indicate that the call is on hold).
• Make your next call (internal or outside call).
• When the party you are calling answers, press the Conference [ADD] key again to complete the conference.
• After you hear a tone burst, all parties are connected.

To add another party to the conference, repeat same procedure.
Thank you for coming to this class!
Transferring a Call to Another Extension
When speaking on an outside line:
• Press the [TRAN] key. You will hear dial tone.
• Dial an extension number.
• Press an extension key (if assigned).
• Announce the call when the extension answers.
• Hang up.
Full transcript