Planning and Scheduling Meetings Using your Outlook Calendar

Why use Outlook Calendar? You can easily: Check availability Track responses to an invite Share documents in advance of a meeting Notify attendees of changes to date/time/location Set meeting reminders for the forgetful

Getting started Agree as a team to use the Outlook Calendar for all appointments Share your calendar with your team Set your calendar options to show your working hours. Keep your own calendar up to date

Share your calendar 1.Click on Calendar 2.Click on Share My Calendar 3.Type the name / distribution list of the people you want to share with 4.Tick to request to see recipient’s calendar 5.Click on 3 4 5

Set your calendar options Click on Tools menu and select Options Click on Calendar Options Set your work days and times To add bank holidays quickly, click on Add holidays

Room availability Bookings for pooled rooms are managed by the Estates and Facilities management Visit services/room-bookings.html for information services/room-bookings.html You can maintain a shared calendar for meeting rooms your team manages –Not possible for rooms managed by E&FM (CMIS) –You can use the calendar for an existing shared mailbox –Allows people to check room availability using the calendar –Categories can be used to distinguish between rooms where more than one room is managed by one team

Scheduling a meeting using Outlook 1.Create an appointment 2.Invite attendees 3.Schedule the appointment / check availability 4.Send the meeting request 5.Track responses

1. Create the appointment Click on your Calendar Locate the date you propose for the meeting Double click on your preferred start time In the appointment, specify: 1.Subject 2.Location 3.Start & End Time 4.Text for the invitation sent to attendees For regular meetings with the same group, click recurrence to schedule all at once

2. Invite attendees 1.Click on 2.Add the attendees to the To field 2

3. Check availability 1.Click on to see attendee availability 2.Colours are used to show availability 3.Hover over a line to see more information –shared calendars only 4.Scroll to find a time when all available 5.Or use button for outlook to propose a time. 6.You can drag and drop the vertical time lines to manually change the start & end times if required

4. Send the meeting request 1.Click on 2.All attendees will receive an invitation 3.Attendees can use buttons to –Accept* –Tentatively accept* –Decline –Propose a new time * Appointment will automatically be added to the recipients calendar 3

5. Track responses 1.Click on your Calendar 2.Double-click to open the appointment 3.Click on 4.Responses are shown where attendees have responded 3 4

To change a meeting 1.Click on your Calendar 2.Double-click to open the appointment 3.To cancel a meeting, click 4.Use start time/end time to change the date and/or time 5.Update the message text and then click on to send an update to the meeting details 6.Delete a name from the To field to cancel their invitation. Outlook will prompt you to send an automatic update for all appointment changes

Want to have a go? Feel free to stay back I’ll be here to help Need to dash? Please complete feedback form A training guide for Outlook (including calendar) is available on Using is005 in the search field Thanks for joining the session