Cumberland College
Calendars and Meetings
Using Microsoft Outlook
2010
Tutorials prepared by
Gary Maunder
TABLE OF CONTENTS
How to Set an Calendar Appointment with a Reminder ................................................................................................. 2
Using Outlook 2010 – Sharing Calendars ................................................................................................................................ 4
How to Display Your Office Calendar beside Your Own Calendar ............................................................................. 6
Using Outlook 2010 – Making Items Private in a Shared Calendar .......................................................................... 9
Using Outlook 2010 – Changing Access permissions on your shared calendars ............................................ 11
Using Outlook 2010 – How to Cancel Access to a Shared Calendar......................................................................... 13
Using Outlook 2010 – Using the Scheduling Assistant to Plan a Meeting ............................................................ 14
Using Outlook 2010: Accepting and Declining Meetings .............................................................................................. 18
Page 1
HOW TO SET AN CALENDAR APPOINTMENT WITH A REMINDER
Outlook’s Calendar can be set to remind you of appointments. To do this first choose the day and time of
your appointment by double clicking the chosen timeslot.
You will see this screen. Enter the subject of the appointment here and the location here. If necessary
modify the start or end dates and times here
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If the event is an all-day event, place a tick mark here.
To add a reminder, drop this list down and choose how far in advance you wish to be reminded.
NOTE: You can enter a value not on the list by simply typing it in to the blank (for example: 3 weeks can be
types in here for a reminder 3 weeks ahead of time)
When done click Save and Close.
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USING OUTLOOK 2010 – SHARING CALENDARS
Outlook 2010 can save time for busy people who have to handle a substantial number of meetings and
appointments. One option is to share your calendar with your co-workers or supervisors. Sharing with
your assistant or receptionist, or sharing with your supervisor can coordinate appointments efficiently or
provide quick and comprehensive reporting for employees while guaranteeing appropriate levels of
privacy. Here’s how to share a calendar.
First open Outlook and right click your calendar here. Mouse over the Share menu item and choose Share
Calendar
This screen will appear. To allow someone to share your calendar, add them here as you would in a normal
email message.
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You will need to decide how much access to give by clicking here and choosing the approraiate level of
access.
Then add your message and click Send. You will see this alert (your last chance to change your mind.)
Click Yes and your finished.
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HOW TO DISPLAY YOUR OFFICE CALENDAR BESIDE YOUR OWN
CALENDAR
It is sometimes helpful to display two different calendars side by side. For instance, booking facilities or
equipment is easier if you can see your calendar and the Office side by side as in the example below.
To do this, first display the office calendar by going to “Folder List” then navigate to the Calendar you wish
to display. In this case I will display the Nipawin Office Calendar.
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Now drag that calendar straight up until you see your calendar and drop it there as shown.
You will see this window. Wait patiently as Outlook has to copy a lot of information.
Now click on your normal Calendar item to display your Outlook calendar.
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Notice that you now have a new calendar to be displayed. Click here to place a tick mark next to your office
calendar and both will be displayed.
By the way, removing the tick mark will not erase the calendar, Outlook just removes it from the display.
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USING OUTLOOK 2010 – MAKING ITEMS PRIVATE IN A SHARED
CALENDAR
You maky have shared a calendar, however there is no need to share personal items. Anything you wish
can be declared Private and then viewers, no matter what their access permission will only see “Busy” and
the time wil lbe marked Unavailble.
To do this go to your calendar. Notice the Hair Appointment is visible here.
To mark it Private, I will right click it and choose Private
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The only visible change to you as the Owner will be the padlock here, however all others will only see the
time slot as Busy or Unavailble.
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USING OUTLOOK 2010 – CHANGING ACCESS PERMISSIONS ON YOUR
SHARED CALENDARS
If you change your mind on the access to your shared calendar, right click your calendar here and choose
Share and Calendar Permissions as shown.
Click the name of the user your wish to modify. Then click here and pick the appropriate level of access
here.
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If you wish, you can customize your access by picking and choosing here.
Then click Apply and then OK and you are done.
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USING OUTLOOK 2010 – HOW TO CANCEL ACCESS TO A SHARED
CALENDAR
If you decide to cancel access to a calendar you have shared then right click your calendar here and choose
Share and Calendar Permissions as shown.
Click the name of the user your wish to modify. Then click Remove here and that person will no longer be
sharing your calendar.
Then click Apply and then OK and you are done.
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USING OUTLOOK 2010 – USING THE SCHEDULING ASSISTANT TO
PLAN A MEETING
The Scheduling Assistant is a tool which allows Outlook to show you who is free and who isn’t when you
are scheudling a meeting. Outlook does not require that these people have shared their calendar. First go
to your calendar and click the New Meeting button here.
You will see this screen. Click the Scheduling Assistant here.
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You will see this screen. It shows your calendar here. You will first want to add Attendees to your meeting.
Click here.
You will see this screen. Search for the people you wish to add to the meeting and click the name to add
them by clicking here if their presence is essential or here if their presence is optional. Then click OK.
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Once you choose your people and clikc OK, you will see this screen. Notice that the blue bars indicate that
the person is occupied in the times indicated on the current day day.
Next we need to choose the date and time of the meeting. Do that by clicking date and time options here.
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Now I can see the meeting time by the rectangle drawn here and the number of people who are otherwise
committed by the blue bars. Notice the Suggested times box here, which suggests times when all are
availble.
When you have a suitable date and time, click the Appointment button and you will be brought back to this
screen. Add a subject line, location and a message then click Send.
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USING OUTLOOK 2010: ACCEPTING AND DECLINING MEETINGS
If you hav used the Scheduling Assitant to set up your meeting, your attendees will receive a message
similar to this one.
If your user needs to, he or she can use the options here to edit the response or send no response.
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As soon as they Accept, the meeting is automatically entered into his or her calendar as shown.
Of course, the person can decline or tentatively accept as well.
When they have sent their response, you will receive an email similar to this one indiacting acceptance or
otherwise.
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