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Table of Contents
Outlook Lingo ................................................................................................................................................ 2
Navigation Pane .................................................................................................................................... 2
Ribbon ................................................................................................................................................... 2
Tab ......................................................................................................................................................... 3
Groups ................................................................................................................................................... 3
Setting Up Your Calendar .............................................................................................................................. 4
Set up your calendar for others to view.................................................................................................... 4
Changing Your Calendar’s Appearance ..................................................................................................... 6
Change Time Scale to 15 Minutes ............................................................................................................. 6
Viewing Other Staff Calendars ...................................................................................................................... 7
Create Calendar Groups ............................................................................................................................ 7
View a Calendar not within a group .......................................................................................................... 7
Steps for Administrative Staff ....................................................................................................................... 8
Add Open Assessment/Admit Slots........................................................................................................... 8
Scheduling an Assessment or Admit Appointment ................................................................................... 8
Schedule a Private Appointment (that only you can see) ......................................................................... 9
Search for an Appointment that has already been scheduled.................................................................. 9
Schedule a Group Room ..........................................................................................................................10
View a Group Room Calendar .............................................................................................................10
Schedule a Group or Meeting .............................................................................................................10
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Outlook Lingo
Navigation Pane
The Navigation Pane appears on the left side of the Outlook window and is how you switch between the
different areas of Outlook, such as Mail, Calendar, Contacts, Tasks, and Notes.
Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to
complete the most common tasks in Outlook, such as composing an email, scheduling a meeting, or
adding a contact.
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Tab
The Tab is located on the Ribbon. You have the File tab, the Home tab, the Send/Receive Tab, the Folder
Tab, and the View Tab
Groups
Groups are similar commands and tools that are placed together, to make them easier to find. You’ll
notice below that in the Home Tab, there is a “New” Group and a “Go To” Group, plus many more
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Setting Up Your Calendar
Set up your calendar for others to view
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Open Microsoft Outlook 2010
In the Navigation Pane (on the left side of your screen) click on Calendar
In the Navigation Pane right click on Calendar under My Calendars
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Select Properties (at the very bottom of the options)
Click on the Permissions Tab
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Make sure that Default is highlighted (if it is not, click on it to highlight it)
Change Permission Level: to review and change the “Read” option to Full Details
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Click on Apply
If you have anyone that you would like to be able to make changes to your calendar, click Add
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Locate the person that you want to give permission to, click Add and hit OK
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You should now see this person in the list, make sure that they are selected by clicking on their
name
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Change the Permission Level: to Editor and make sure that all of the following selections are
made;
o Receptionists = Full Details, Create items, Edit all, Folder visible, & Delete items = All
o Counselors in your office (to schedule admit appointments) = Full Details, Edit All (do
not select create items), Delete Items = None, Other = Folder Visible
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Click OK
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Changing Your Calendar’s Appearance
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While in the Calendar, click on the View Ribbon
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You can select to view a single day at a time, a week at a time, or a month at a time.
Change Time Scale to 15 Minutes
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While in the Calendar, click on the View Ribbon
Click on Time Scale in the Arrangement Group
Select 15 minutes
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Viewing Other Staff Calendars
Receptionists need to make sure that they do this for ALL staff that may have open assessment and
admit slots (not just staff in their offices)!
Create Calendar Groups
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In the Home tab of the Ribbon, in the Manage Calendars Group, click Calendar Groups
Select Create New Calendar Group
Type what you want to name this group (i.e. Assessments)
Make sure that Global Address List is selected in the Address Book Drop Down
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Search for the calendars that you wish to add, when you find them double click on them or hit
the Calendar button on the bottom (you can do this for multiple calendars at a single time)
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Click OK
You should now see your new calendars under the group that your created
To display or hide any calendar on your list, click the individual’s name from your list on the left
hand side of the calendar.
View a Calendar not within a group
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In the Home tab of the Ribbon, in the Manage Calendars Group, click Open Calendar
Select From Address Book
Make sure that Global Address List is selected in the Address Book Drop Down
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Search for the calendar that you wish to add, when you it them double click on it or hit the
Calendar button on the bottom
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Click OK
You should now see this calendar under the Shared Calendar Group
To display or hide any calendar on your list, click the individual’s name from your list on the left
hand side of the calendar.
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Steps for Administrative Staff
Add Open Assessment/Admit Slots
When you add open slots you need to make sure that you are following these directions exactly, if you
don’t the receptionists will not be able to search for open slots. These must be scheduled one at a time
and may not be recurring appointments.
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While in your calendar, Select New Appointment from the New Group of the Home Tab
Enter the subject line as “Sch Assessment”, “Sch Youth Assessment”, or “Sch Admit”
Enter the Location line as Your Name – Location (i.e. Stephanie Luth – Main or Rachel Kimble –
East Side)
Change the date to reflect the date of the appointment
Change the Start Time and End Time to reflect the entire length of an appointment
In the Options Group, change Show As: to Busy
In the Options Group, select the reminder that you wish, or change it None
Click Save & Close in the Actions Group of the Home Tab
If you would like to schedule multiple appointments, just right click on the appointment to copy
it and paste the appointment into another slot
Scheduling an Assessment or Admit Appointment
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Open the Search shortcut on your desktop (Assessment Search, Youth Assessment Search, or
Admit Search) if you do not have this contact someone in the IT Department
Double Click on the appointment time that you want to schedule
Change the Subject to the Client’s Full Legal Name (i.e. John Doe – Assessment)
In the Note box at the bottom type the following information for an assessment
o Date of Birth
o Social Security Number
o Phone Number
o Address
o WT
o Date of 1st Contact
o IV Drug Use
o Pregnant
o Referral Source
Click Save & Close
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Schedule a Private Appointment (that only you can see)
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While in your calendar, Select New Appointment from the New Group of the Home Tab
Enter the subject line
Change the Start Time and End Time
In the Options Group, change Show As: Busy
In the Options Group, select the reminder that you wish or change it None
In the Tags Group, select the Private button
Click Save & Close in the Actions Group of the Home Tab
Search for an Appointment that has already been scheduled
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Click on your Start Menu
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Where is says “Search Programs and Files” type the client’s name
Click on Microsoft Outlook
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In the box at the top right corner of this screen, put your curser in the field. You’ll notice that a
box appears just below it, click on Kind: and select Calendar.
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You should now see results in the main section of this page, right click and select Sort By. You
want to Select Start Date and Descending Order
Once you find the appointment, double click on it to view the actual calendar appointment
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Schedule a Group Room
View a Group Room Calendar
• In the Home tab of the Ribbon, in the Manage Calendars Group, click Open Calendar
• Select From Room List
• Select the group room that you wish to see
• Click OK
• You should now see this calendar under the Shared Calendar Group
Schedule a Group or Meeting
• In the Navigation Pane, select the group room that you would like to reserve
• In the New Group of the Home Tab, click on New Appointment
• In the Subject Line, enter the name of the group
• In the Location Line, enter the name of the room that you are scheduling (i.e. East EOP Group
Room)
• Select the Start Date & Time and the End Date & Time
• If you would like to schedule this group for the same time every week, every other week, or
each month
o Click on Recurrence in the Options group
o By default it will select it to recur every week at the same time, if you want it to recur
every two weeks change the Recur Every ____ week(s) on: to 2
o Or if you want the appointment to recur the same day every month, select Monthly
o You can also select an end date for this group of appointments
If your expectation is for a client to be seen for 10 individual sessions, Select End
after ___ Occurrences, you can change this to any number of sessions you wish.
If your expectation is for a client to complete treatment on a specific date,
select End By: and insert the expected graduation date
o Click OK
• Click Save & Close
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