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THE COMPLETE

CompleteVISUALTM

Step-by-step Series

Computer Training Manualwww.computertrainingmanual.com

L E V E L Microsoft Outlook 2010


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Copyright Notice

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Outlook 2010 Level 2

HOW TO USE THIS MANUAL

The CompleteVISUALTM step-by-step computer training manual is speciallydevelopedand organized based on the Instructional Designconcepts, to ensure

the effectiveness of the learning process.

Most of the tasks in each chapter fit into a single page for easy reference. Mosttasks are summarized to less than 10 key steps and accompanied by actualscreen illustrations. Every step you go through is practical and relevant. Allchapters are independent. No exercise files need to be installed prior to thetraining, so you can start training from the modules that best suit you or yourtrainees. However, the module sequence that we suggest is designed to optimizeyour computer learning process.

Chapter introduction.Each chapter begins with a

presentation and illustrationto prepare you for theconcepts you will learn.

Chapter name. Eachchapter is an independentlearning unit. No exercisefiles need to be installed

prior to the training. Thislets you start your training

anywhere or anytime youlike.

Section name. Each

section groups relatedchapters to make sure youlearn all the related features

and skills in completedetails.


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HOW TO USE THIS MANUAL

Instructions You are asked to

Click File tab >> Open. Click the File to expand the menu, and then click the Opencommand.

Press + Hold down the Shift key while pressing the Tab key on thekeyboard.

TypePhoto from Kevin Jeff. Type the phrase Photo from Kevin Jeff.

Appropriate tips, tricks,and shortcutsthat you mayfind useful are included to furtherenhance your skills.

Handy summary. Eachtask concludes with asummary that reinforces the

key steps in the task. It alsoserves as a cue card for aspecific task.

Detailed descriptionsand explanationsoneach step help you to learnmore about the step that you

have just performed.

Actual screenillustrations such as thedialog boxes and the resultoutcomes are displayed toshow you how they appear

on screen. This helps youto learn visually andeffectively.

A rectangle or circle is usedto draw your attention to the

part of the illustration thatyou are dealing with.

Visual step-by-stepinstructions take youthrough hands-on activitiesto accomplish each task.These instructional actions

appearin bold.

The important commands or

keywords are highlighted inthis font and style.

The text that you need to

type in appears in this fontand styles.

Task Name. Each task consists of a series of fullyillustrated step-by-step instructions, which help youthrough the hands-on activities.


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TABLE OF CONTENTS

WORKING WITH THE CALENDAR ................................................................. 8

Understanding The New Interface ........................... ......................... ............................. ....... 9How To Navigate In TheCalendar ................................................ ......................... ....... 10How To Change TheCalendar View ............................................. ......................... ....... 11

Scheduling Appointments And Events ....................... .......................... ............................ . 12How To Schedule An Appointment .......................... ......................... ............................ . 13How To Set An Appointment Options .......................... ......................... ......................... 14How To Schedule An Event ........................................ ......................... ......................... 15How To Schedule A Recurring Appointment / Event .......................... ......................... ... 16How To Remove Recurring Appointment / Event ...................... ......................... ............ 17

Managing And Organizing Activities ........................... .......................... ............................ . 18How To View Appointment Details Using The Reading Pane......... ......................... ....... 19How To Turn Off The Reading Pane ....................... ......................... ............................ . 19How To Use The Calendar Tools ......................................... .......................... ............... 20How To Open An Appointment ...................... .......................... .......................... ............ 20How To Delete An Appointment .......................................... .......................... ................ 20How To Assign A ColorCategory To An Appointment ......................................... .......... 21How To Color-coding Appointments Automatically ........................ ......................... ....... 21How To Print A Calendar .............................................................................................. 24

Sharing Calendars ....................... ........................... .......................... ............................ ...... 25How To Share Calendar By E-mail ......................... ........................... ......................... ... 27How To Share Calendar UsingMS Exchange Server ........................ ........................... . 28How To Change TheCalendar Permissions ........................ ........................... ............... 29How To Stop Sharing YourCalendar .................................. ........................... ............... 30How To Open A SharedCalendar From The Sharing Invitation Email .......................... . 31How To Close A SharedCalendar ................................................................................ 32How To Remove A SharedCalendar .................................. ........................... ............... 32How ToWorkWithMultiple Calendars ....................... ............................ ....................... 33

How To Overlay TheCalendars ........................ ............................ ......................... ....... 34Scheduling And Managing Meetings ...................... .......................... ............................ ..... 35

How To Schedule A NewMeeting .......................... ........................... .......................... .. 36How To Accept AMeeting Request ........................ ........................... ......................... ... 38How To Propose A NewMeeting Time ....................... ............................ ....................... 39How To Decline AMeeting Request ....................... ........................... ......................... ... 41How To Cancel AMeeting Request...................................... .......................... ............... 42

WORKING WITH TASKS .....................ERROR! BOOKMARK NOT DEFINED.Creating And Updating Tasks ................................................... Error! Bookmark not defined.

How To Open The Tasks Folder ......................................Error! Bookmark not defined.How To Create A Task ......................... ........................... . Error! Bookmark not defined.How To Create A Task From An E-mail message.............Error! Bookmark not defined.

How To Create A To-Do Item From AContact.................. Error! Bookmark not defined.How To Create A Task In The Daily Task List InCalendarError! Bookmark not defined.How To Open A Task ...................... ........................... ...... Error! Bookmark not defined.How To Update A Task ........................ ........................... .Error! Bookmark not defined.How To Prioritize A Task ...................... ........................... . Error! Bookmark not defined.How To Mark A Task As Completed ....................... .......... Error! Bookmark not defined.

Managing And Organizing Tasks ................................ ..............Error! Bookmark not defined.How To View Tasks ......................................................... Error! Bookmark not defined.How To View Your Tasks In The To-Do Bar .....................Error! Bookmark not defined.


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TABLE OF CONTENTS

How To View Your Tasks In The Daily Task List In Calendar ...........Error! Bookmark notdefined.

How To Sort Tasks .......................................................... Error! Bookmark not defined.

How To Organize TasksWith Folders ........................ ...... Error! Bookmark not defined.How To Assign A ColorCategory To A Task .................... Error! Bookmark not defined.How To Assign A Task ......................... ........................... . Error! Bookmark not defined.How To Accept/Decline An Assigned Task ...................... .Error! Bookmark not defined.How To Share Task InformationWith Others ................... Error! Bookmark not defined.

WORKING WITH NOTES AND THE JOURNAL ....ERROR! BOOKMARK NOTDEFINED.Creating And Organizing Notes............................................ .....Error! Bookmark not defined.

How To Open The Notes Folder ......................... ..............Error! Bookmark not defined.How To Create A Note ......................... ........................... . Error! Bookmark not defined.How To Open A Note ...................... ........................... ...... Error! Bookmark not defined.

How To Modify A Note ......................... ........................... . Error! Bookmark not defined.

How To Create An Appointment From A Note ..................Error! Bookmark not defined.How To Create A Task From A Note .......................... ...... Error! Bookmark not defined.How To Send An E-mail From A Note ......................... .....Error! Bookmark not defined.How To Assign A Note To AContact .......................... ...... Error! Bookmark not defined.How To Assign A ColorCategory To A Note ....................Error! Bookmark not defined.How To Change The Notes View .....................................Error! Bookmark not defined.How To Delete A Note ..................................................... Error! Bookmark not defined.How To Share Your NotesWith Others ...................... ...... Error! Bookmark not defined.

Using The Journal ........................ ........................... ................... Error! Bookmark not defined.How To Record Journal Entries Automatically ..................Error! Bookmark not defined.How To Record Journal EntriesManually ........................ . Error! Bookmark not defined.How To Open The Journal Folder ....................................Error! Bookmark not defined.How To Change The Journal View ......................... ..........Error! Bookmark not defined.How To Open A Journal Entry ....................... ................... Error! Bookmark not defined.How To Modify A Journal Entry ......................... ............... Error! Bookmark not defined.

ADVANCED EMAIL FEATURES.......... ERROR! BOOKMARK NOT DEFINED.Using The Out Of Office Assistant And Rules ......................... .Error! Bookmark not defined.

How To Automatically Reply To IncomingMessagesWhile Out Of Office ................Error!Bookmark not defined.How To Create A Custom Reply Template ...................... .Error! Bookmark not defined.How To Create A Rule For Sending TheCustom ReplyWhile Out Of Office ............Error!Bookmark not defined.How To Delete A Rule ..................................................... Error! Bookmark not defined.

Reducing Junk E-mail And SPAM ........................... .................. Error! Bookmark not defined.How To Add A Name To The Blocked Senders List ..........Error! Bookmark not defined.How To Add A Name To Your Safe Senders List..............Error! Bookmark not defined.How To Add A Name To Your Safe Recipients List ..........Error! Bookmark not defined.How To Set The Junk E-mail Filter Options ......................Error! Bookmark not defined.How To Mark AMessage As Not Junk ....................... ...... Error! Bookmark not defined.How To Empty The Junk E-mail Folder ....................... .....Error! Bookmark not defined.

Working With Stationery ....................... ........................... .......... Error! Bookmark not defined.How To Set Default Stationery For All NewMessages ..... Error! Bookmark not defined.How To Apply Stationery To AMessage ......................... . Error! Bookmark not defined.

Working With Voting ........................ ............................ .............. Error! Bookmark not defined.


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TABLE OF CONTENTS

How To Conduct A VoteWith Outlook ........................ ...... Error! Bookmark not defined.How To Respond To A Vote.............................................Error! Bookmark not defined.

How ToC

heck The Reponses .........................................Error! Bookmark not defined.

How To Track The Voting Result ........................ ..............Error! Bookmark not defined.How To Copy Voting Results To Excel ....................... ......Error! Bookmark not defined.

Creating A Signature.................................................................. Error! Bookmark not defined.How To Create A Signature .............................................Error! Bookmark not defined.How To Edit A Signature ...................... ........................... .Error! Bookmark not defined.How To Insert A Signature In AMessage ........................ . Error! Bookmark not defined.How To Set A Default Signature In AllMessages ............. Error! Bookmark not defined.


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WorkingWith TheCalendar

Microsoft Outlook 2010

Level 2

Objectives:When you have completed these

lessons, you will be able to:

View And Navigate Your Calendar

Add And Remove Holidays

Schedule An Appointment/Event

Set An Appointment Options

Schedule And Remove A RecurringAppointment / Event

View Activity Details Using The ReadingPane

Modify and Delete An Activity

Assign A Color Category To An Activity

Color-coding Appointments

Share Your Calendar With Others

Change Sharing Permissions

Open A Shared Calendar From TheSharing Invitation Email

View Multiple Shared Calendars Side-By-Side

Send A Calendar Snapshot

Work With Multiple Calendars

Overlay The Calendars

Schedule A New Meeting

Accept And Decline A Meeting Request

Propose A New Meeting Time

Cancel A Meeting Request


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WORKING WITH THE CALENDAR

Understanding The New Interface

The Microsoft Outlook 2010 Calendar is the calendar and scheduling component of

Outlook. It is an electronic daily banner fully integrated with e-mail, contacts, and other

features. You can view or organize your calendar activities in a day, a week, or a month

easily using the Calendar component. With the Calendar you can create appointments,

events and invite people to a meeting.

Minimize theNavigation Pane Calendar View

DateNavigator

Event BannerTime Bar Appointment indicatorsTotal reminders


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How To NavigateIn The Calendar

1. In the Navigation

Pane, click theCalendarbutton.

2. In theDateNavigator, click the

left or right

arrow to go the

previous or nextmonth.

3. In theDate

Navigator, click onany date to view thatspecific days

schedule.

1. In the Navigation Pane, click theCalendarbutton.Outlook displays the Calendar view.

2. In the Date Navigator, click the right arrow to changethe current month.Outlook changes the current month to the following month.

3. In the Date Navigator, click on any date to view thatspecific days schedule.Outlook displays the calendar for the selected day.

4.

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How To ChangeThe Calendar

View

1. In the Arrange group,click Week to display

that week in theCalendar view.

2. In the Arrange group,

click Month to displaythat month in theCalendar view.

3. In the Go To group,click Next 7 days.

4. In the Go To group,

click Today to displaythe current day.

1. In the Arrange group, click Week.Outlook displays that week in the Calendar view. If you want to view only the

work week, in the Arrange group, click Work Week.

2. In the Go To group, click Next 7Days.Outlook displays the next 7 days in the Calendar view. This is a new view inOutlook 2010.

3. In the Go To group, click Today.Outlook displays todays date in the calendar view.

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Scheduling Appointments And Events

Appointments are activities that you schedule in your calendar that do not involve inviting

other people or reserving resources. A meeting is an appointment you invite people to or

reserve resources for. An event is an activity that lasts 24 hours or longer, for example a

seminar, a trade show or a vacation.

An Event is an all-day event. Itdoes not occupy blocks of time inyour calendar; instead, theya ear as banner.

The icon inan appointmentindicates it isrecurrin .


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How To

Schedule AnAppointment

1.Click theHometab.In theNewgroup,clickNew

Appointment.2. In the Subject box,

type a short

description of the

appointment.3. In the Location box,

enter where theappointment will takeplace.

4. In the Start time andEnd time list boxes,click the drop-downarrow to select thedate and time whenthe appointment isscheduled to begin

and end.5. In the Actions group,

click the Save &Close button.

To quickly schedule

an appointment, clicka time slot in theappointment area and

type a short descriptionof the appointment,then press .

1. Click the Home tab. In the New group, click NewAppointment.The new Untitled Appointment window appears, as shown below.

2. In the Subject box, type Sales Meeting.In the Location box, type Conference Room.This is a short description of the appointments and where it will take place.

3. In the Start time list box, click the date drop-downarrow and select a date from the pull-down menu.Click the time drop-down arrow and select the timefrom the pull-down menu.This is to set when the appointment is scheduled to start.

4. In the End time list box, repeat step 3 for the dateand time the appointment is scheduled to end.

SUMMARY

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How To Set An

AppointmentOptions

1. In the Options group,

click the Show Asdrop-down arrow andselect an availability

option.2. In the Options group,

click the Reminder

drop-down arrow toselect a remindertime, if you want.

3. In the Actions group,click the Save &Close button.

1. In the Options group, click the Show As drop-downarrow and then click Tentative.Make sure you are under the Appointment tab.

2. In the Options group, click the Reminderdrop-down

arrow and click then 1 day.Outlook will remind you 1 hour before the appointment is scheduled.

3. In the memo area, type To discuss sales performance.In the Actions group, click the Save & Close button.The new appointment is saved in your Calendar.

SUMMARY


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How To ScheduleAn Event

1.Click theHometab.In theNewgroup,clickNew

Appointment. ClicktheAll day eventcheck box.

2. In the Subject box,type a shortdescription of the

event.3. In the Location box,

enter where the event

will take place.4. In the Start time and

End time list boxes,

click the drop-downarrows to select thedates when the event

is scheduled to beginand end.


click the Show Asdrop-down arrow andselect an availability

option. Click theReminderdrop-downarrow to select a

reminder time.6.Click the Save &

Close button.

To change an eventto an appointment,clear the All Day

Event check box.

An all-dayappointment displays

time as busy whenviewed by others,while an event orannual event displays

time as free.

1. Click the Home tab. In the New group, click NewAppointment. Click the All day event check box.

The new appointment you create will be the all-day event in your Calendar.

2. In the Subject box, type Marketing Training.In the Location box, type GS Training Center.This is a short description of the event and where it will take place.

3. In the Start time list box, click the drop-down arrowand select a date from the pull-down menu.This is to set when the event is scheduled to start.

4. In the End time list box, click the drop-down arrowand select a date from the pull-down menu.

This is to set when the event is scheduled to end.

5. In the Options group, click the Show as drop-downarrow and click Out of Office. Click the Reminderdrop-down arrow and then click 1 day.Outlook will remind you one day before the event is scheduled.

6. In the Actions group, click the Save & Close button.The new event is saved in your Calendar. Events do not occupy blocks of timein your calendar; but appear in banners.

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How ToSchedule A

RecurringAppointment /Event

1. Open theappointment/event

that you want to makerecurring.


click the Recurrencebutton.

3. UnderRecurrencepattern, click the

frequency with whichyou want theappointment to recur

and then selectoptions based on thepattern.

4. UnderRange ofrecurrence, selectthe time span when

you want theappointment to recur,if you want.

5.Click the Save &

Close button.

1. In Calendar, double-click Sales Meeting.The Sales Meeting Appointment window appears.

2. In the Options group, click the Recurrence.The Appointment Recurrence dialog box appears.

3. UnderRecurrence pattern, click the Monthly optionbutton.Under Recurrence pattern, select how often you want the Event to recur. Forexample, the Sales Meeting is held regularly on a monthly basis. After you

have chosen a pattern, Outlook offers options based on the pattern. You canselect options for the frequency; for example, the meeting is held in 12

thof

every month, or the second week of every month etc.Under Range ofrecurrence, select the range of time during which the Event will recur.

4. Click the OK button.The Appointment Recurrence dialog box closes.

5. In the Actions group, click the Save & Close button.The recurring appointment is saved in your calendar. The icon in an

appointment indicates it is recurring, as shown below.

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How To RemoveRecurring

Appointment /Event

1. Open the recurring

appointment/eventthat you want toremove.

2. In the OpenRecurring Item dialogbox, click the Open

the series optionbutton and click theOK button.

3. In the Options group,click the Recurrencebutton.

4.Click the RemoveRecurrence button.

5.Click the Save &

Close button.

1. In Calendar, double-click the Sales Meetingrecurring appointment.

The Open Recurring Item dialog box appears, as shown below.

2. Click the Open the series option button, and thenclick the OK button.The Sales Meeting Recurring Appointment dialog box appears.

3. In the Options group, click the Recurrence button.The Appointment Recurrence dialog box appears.

4. Click the Remove Recurrence button.The recurrence for the appointment is removed and the AppointmentRecurrence dialog box closes.

5.

Click the Save & Close button.The Sales Meeting Recurring Appointment dialog box closes.

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Managing And Organizing Activities

In this lesson, you will learn how to assign a color category to Calendar activities

manually or automatically. Color categories connect your calendar items for easy

identification. You will also learn how to view activities by reading pane, how to

modify, delete or print activities in a Calendar.

You can configure Outlook to automatically apply acolor to an appointment based on one or morekeywords in the appointment subject or notes field.For instance, you can set up Outlook toautomatically apply an orange background toappointments that include the wordMeeting in thesub ect.

You can track all itemsrelated to a particularappointment or event byusing color categories toeasily identify and organizethe items.


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How To ViewAppointment

Details UsingThe ReadingPane

1. In Calendar, click theViewtab. In the

Layoutgroup, clickthe Reading Panedrop-down arrow, and

then clickBottom orRight.

2.Click an appointmentto view it.

1. In Calendar, click the View tab. In the Layout group,click the Reading Pane drop-down arrow, and then

click Bottom.Outlook displays the Reading Pane on the bottom of the Calendar view.

2. Click the Sales Meeting appointment.Outlook displays the details for the selected appointment in Reading Pane, asshown below.

How To Turn OffThe ReadingPane

3. In the Layout group, click the Reading Pane drop-down arrow, and then click Off.The Reading Pane disappear in the Calendar.

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How To Use The

Calendar Tools

In Calendar, click theappointment to select it,

the Calendar Toolsappears on top of thetitle bar.

1. In Calendar, click the Sales Meeting appointment.Note that when you click an activity in the Calendar, the contextual tool -Calendar Tools appears on top of the title bar, as shown below.

How To Open AnAppointment

In theActionsgroup,clickOpen.

2. In the Actions group, click Open.Outlook opens the selected appointment.

How To DeleteAn Appointment

In theActionsgroup,

clickDelete.

3. In the Actions group, click Delete.The selected appointment is deleted.

SUMMARY

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How ToAssign A Color

Category To AnAppointment

1. In theOptionsgroup,

click theCategorizebutton, and then clicka color category.

2.Click theYes button.

A category must belisted in the colorcategory list beforeyou can assign it.

If it is not listed, youcan simultaneouslycreate a new color

category:

1. In theOptionsgroup, click theCategorizebutton,

and then click AllCategories

2. In the ColorCategories dialog

box, click the Newbutton.

3. In the Add NewCategory dialog box,enter a name of the

category in theName box.

4.Click the OK button.


1. In the Options group, click the Categorize button,and then click a color category.

NOTE: Make sure the appointment is selected.A category must be listed in the color category list before you can assign it. If

it is not listed, you can simultaneously create a new color category.

Outlook prompts you a message if this is the first time you use the selectedCategory.

2. Click theYes button.Outlook applies the category to the selected appointment.

How To You can configure Outlook to automatically apply a color to

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Color-codingAppointments

Automatically

1. In Calendar, click theViewtab. In the

Current Viewgroup,clickView Settings.

2.Click theConditional

Formattingbutton.3.Click the Add button.4. UnderProperties of

selected rule, in theNamebox, type aname for the new

rule. In theColorbox,click the drop-downarrow and then click a

color.5.Click the Condition

button.

6. In the Search for theword(s) box, typeone or morekeywords that you

want Outlook tomatch.

7. In the In box, click the

drop-down arrow and

then select where youwant to search for the

keywords.8.Click the OK button.9.Click the OK button.

an appointment based on one or more keywords in theappointment subject or notes field. For instance, you can set

up Outlook to automatically apply an orange background toappointments that include the word Meeting in the subject.This is called a rule, and you can create rules based onkeywords, appointment times, meeting attendees, and otherconditions.

1. In Calendar, click the View tab. In the Current Viewgroup, click View Settings.The Advanced View Settings: Calendar dialog box appears.

2. Click the Conditional Formatting button.The Conditional Formatting dialog box appears.

3. Click the Add button.A rule named Untitled is added.

4. UnderProperties of selected rule, in the Name box,type Meeting. In the Colorlist, click the drop-downarrow and then click the Olive.You will create a new rule named Meeting and select orange to apply toappointments that satisfy the new rules conditions.

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With the rule appliesto all the

appointments in yourCalendar, youll neverhave to manually

color code anyappointment.W ithjust the content of the

appointment, Outlookwill automaticallycolor code it for you

without anyintervention on yourpart.

5. Click the Condition button.The Filter dialog box appears.

6. In the Search for the word(s) box, type Meeting. Inthe In box, click subject field only.If you want to color-code appointments created by another person, clickOrganized By and then select a contact. If you want to color-code

appointments that have a particular attendee, click Attendees and then selecta contact. If you want to color-code appointments by time, use the Time liststo select an operator (Starts, Ends, Created, orModified) and a time.

7. Click the OK button.The Filter dialog box closes and returns to the Automatic Formatting dialogbox.

8. Click the OK button.The Automatic Formatting dialog box closes and the rule is applied to allactivities in your Calendar. In the future, whenever you create an appointmentor event which contains the word Meeting in the subject, Outlook will

automatically assign orange to the activity.

9. Click the OK button.The Advanced View Settings: Calendar dialog box closes.

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How To Print A

Calendar

1. In Calendar, click File

tab >> Print.2.Click thePrinter

drop-down arrow, and

then click the printeryou want to useUnderPrint style,

click the print style

you want.3. UnderSettings, click

the print style youwant.

4.Click thePrint

Optionsbutton to setthe Page Setup orPrint Range.

5.Click thePrintbutton.

1. In Calendar, click File tab>> Print.The Print settings screen appears, as shown below.

2. Click the Printerdrop-down arrow, and then click theprinter you want to use.

3. UnderSettings, click the print style you want.When you click on a style, Outlook previews the style on the right screen.

4. Click the Print Options button to set the Page Setupor Print Range.To set the print options, such as the paper orientation or the fonts used, clickPage Setup, and then select the options that you want.

5. Click the Print button.Outlook sends the specified calendar to the printer.

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Sharing Calendars

There are several ways to share your Outlook 2010 Calendar with other people. You

can send a calendar by e-mail, share yourMicrosoft Exchange Calendar with others

on the same server or publish a calendar online. This lesson provides an overview of

the Office Outlook 2010 Calendar sharing, with an emphasis on new and improved

features.

Calendar Shared by e-mail

You can send any of the calendars you own to another person in an e-mail message.

This is a type of InternetC

alendar called aC

alendar Snapshot. The calendar appearswithin the body of an e-mail message. The Office Outlook 2010 user who receives the

Calendar Snapshot can choose to open the calendar as an Outlook calendar.


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Calendar Shared by Microsoft Exchange Server

You can share your default Microsoft Exchange Calendar with others on the sameserver. Your calendars can be viewed only other to whom you have given permissions.

.

When you open a shared Calendar,

the Calendar is added to the Shared

Calendars list in the Navigation Pane.

Shared Calendar displays inSchedule View.

Schedule View, new in Outlook 2010, is a new horizontal layout for the Outlook

calendar that displays many calendars at the same. It is useful when you work closely

with a team of co-workers who share their calendars.


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How To ShareCalendar By E-

mail

1. In Calendar, click theHome tab. In the

Share group, click E-mail Calendar.

2. In the Calendarbox,

click the calendar thatyou want to send. Inthe Date Range box,

click the time periodthat you want thecalendar to show.


4.Click the Sendbutton.

Calendars shared bye-mail arrive in therecipients Inbox as e-

mail message

attachments, with aCalendar Snapshot inthe message body.

1. In Calendar, click the Home tab. In the Share group,click E-mail Calendar.

An Untitled message window appears. At the same time Outlook displaysthe Send a Calendar via E-mail dialog box, as shown below.

2. In the Calendarbox, click the calendar that you wantto send. In the Date Range box, click the time periodthat you want the calendar to show.Enter or select any other options that you want in the Send a Calendar via E-mail dialog box.

3. Click the OK button.The Send a Calendar via E-mail dialog box closes and returns to the e-mailmessage screen, as shown below.

4. Complete the E-mail message and then click theSend button.The calendar is sent.

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How To ShareCalendarUsing

MS ExchangeServer

1. In Calendar, click the

Home tab. In theShare group, click E-mail Calendar.

2. In the Calendarbox,click the calendar thatyou want to send. In

the Date Range box,click the time periodthat you want the

calendar to show.3.Click the OK button.4.Click the Send

button.

To request to view theCalendar of therecipient of your email

message, click the

Request permissionto view recipients

Calendarcheck boxon the sharinginvitation emailmessage.

1. In Calendar, click the Home tab. In the Share group,click Share Calendar..

Outlook display the Sharing invitation message window, as shown below.

2. In the To box, enter the person that you want toshare with.You can also click the To button to display the SelectNames: Global AddressList dialog box.

3. Complete the E-mail message and then click theSend button.You can enter or select any other options that you want, just as if you weresending an e-mail message.

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How To ChangeThe Calendar

Permissions

1.Click the Home tab.In the Share group,

click CalendarPermissions.

2. On the Permissions

tab, click the username of the personfor whom you want to

change. UnderPermissions, in thePermission Levellist, click a permission

level.3.Click the OK button.

1. Click the Home tab. In the Share group, clickCalendarPermissions.

The Calendar Properties dialog box appears, as shown below.

2. On the Permissions tab, click the user name of theperson for whom you want to change. UnderPermissions, in the PermissionLevel list, click apermission level.Under Read, Write, Delete and Other, change the permission you want.

3. Click the OK button.

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How To Stop

Sharing YourCalendar

1.Click the Home tab.In the Share group,click Calendar

Permissions.2. On the Permissions

tab, click the user

name of the personwith whom you wouldlike to stop sharing.

3.Click the Removebutton.


1. Click the Home tab. In the Share group, clickCalendarPermissions.The Calendar Properties dialog box appears.

2. On the Permissions tab, click the user name of theperson with whom you would like to stop sharing.

3. Click the Remove button, and then click the OKbutton.The Calendar Properties dialog box closes.

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How To Open AShared Calendar

From TheSharingInvitation Email

1. In the NavigationPane, click the Mail

button.2. In the Inbox pane,

click the message

containing the sharedcalendar.

3. In the Reading Pane,click the Open this

Calendarbutton.4.Click theYes button.

1. In the Navigation Pane, click the Mail button.Outlook opens the Mail folder.

2. In the Inbox pane, click the message.

3. In the Reading Pane, click the Open this Calendar.Outlook prompts a message, as shown below.

4. Click theYes button.Outlook switches to the Schedule View (new view in Outlook 2010) to displaythe persons calendar in your main Calendar. The Calendar is added to theShared Calendars list in the Navigation Pane.

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How To Close AShared Calendar

In Calendar, underShared Calendars,

click to clear the checkbox to close thecalendar.

1. In Calendar, underSharedCalendars, click to clearthe check box to close the calendar.

The shared calendar closes.

How To RemoveA SharedCalendar

1. UnderSharedCalendars, right-clickthe calendar that you

want to remove.2.Click Delete

Calendar.

2. In Calendar, underShared Calendars, right-click thepersons name.A shortcut menu appears, as shown below.

3. Click DeleteCalendar.Outlook removes the selected shared calendar.

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How To WorkWith Multiple

Calendars

1. In Calendar, click theFoldertab. In the

Newgroup, clickNewCalendar.

2. In theNamebox,

type a name for yournew calendar. In theSelect where to

place the folderlist,clickCalendar.

3.Click theOKbutton.

How to open multiple

Calendars side-by-side:In Calendar, underMyCalendars, click the

check box of anothercalendar that you wantto open.

You can work with multiple calendars if your calendar isbecoming cluttered or hard to use. For example, you can

create one for office or business appointment and one forpersonal or family appointments.

1. In Calendar, click the Foldertab. In the New group,click NewCalendar.The Create New Folder dialog box appears.

2. In the Name box, type a name for your new calendar.In the Select where to place the folderlist, clickCalendar.

3. Click the OK button.Outlook creates a new Calendar underMy Calendars.

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How To OverlayThe Calendars

1. InCalendar, select

the check box ofanother calendar thatyou want to view.

2. On the Calendartab,

click the View inOverlay Modebutton.

How to remove acalendar from theoverlay stack:

On the Calendar tab,click the View in Side-by-sidebutton.

Viewing calendars in overlay mode lets you combinemultiple calendars into a single view. For example,

you might track your personal appointments on aseparate calendar from your business appointments.

This view is useful for identifying conflicts or wants tofind a common free time slot on several differentcalendars.

1. In Calendar, select the check box of another calendarthat you want to view.The calendar that you selected opens next to calendar that is already displayed.Repeat this step for each calendar that you want to view.

2. On the Calendartab, click the View in Overlay Mode

button .If your Calendars are not display in Side-by-side view, in the Arrange group, clickDay.

The calendars are now in overlay mode, as shown below.

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Scheduling And Managing Meetings

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 a meeting easily using

Outlook 2010.When you create a meeting, you can look up the availability of resources,

invite contacts to your meetings, block out time in your Calendar and send meeting

requests to the attendees.

The Organizer of the meeting can use the new interface and improved scheduling

capabilities to schedule meetings easily and in less time.

The Calendarallows youto open and view yourcalendar if the meetingtime works for you.

The Appointment helps you to show the Appointment pageto enter the details of the meeting. For example, theSubject, Location, Start time and End time.

The Scheduling Assistant allows you to show thescheduling page, in which you can see the attendeesfree/busy times. You can use the AutoPick button to helpyou find the best time for the meeting.

The Cancel Invitation button

allows you to cancel ameeting and the meeting willbe removed from yourcalendar. The cancellationmessage is sent to theattendees.


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How ToSchedule A New

Meeting

1. In Calendar, click the

Home tab. In theNew group, click NewMeeting.

2. In the Subject box,type a shortdescription of the

meeting. In theLocation box, typethe location where the

meeting will takeplace

3. In the Start time and

End time, select thestart and end time forthe meeting.

4. In theShowgroup,click theSchedulingAssistantbutton.

5.Click the AddAttendees.

6.Click the name of a

person you want toinvite to the meeting,then click the

Required ->, button.

7.C

lick the Sendbutton.

If you are using a

Microsoft ExchangeServer for your network,you can reserve a

resource, e.g.conference room,meeting room. In the

Name list box, click theresource name andclick the Resources->

button.

1. In Calendar, click the Home tab. In the New group,click NewMeeting.

The Untitled Meeting window appears.

2. In the Subject box, type a short description of themeeting. In the Location box, type the locationwhere the meeting will take place.You can also click the Location drop-down arrow to choose from rooms

available for automatic scheduling by usingMicrosoft Exchange.

3. In the Start time and End time lists, select the startand end time for the meeting.If this is an all-day event, select the All day event check box.

4. In the Show group, click the Scheduling Assistantbutton.Outlook displays the scheduling window which helps you to view free/busytimes to find the best time for your meeting.

5. Click the Add Attendees.The Select Attendees and Resource: Global Address List dialog box appears.

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6. In the Name list, click the name of a person you wantto invite to the meeting, and then click theRequired -> button.To select more than one person, press and hold the key. The selectedRequired attendee appears in the To box on the Meeting tab.

7. Click the OK button.The Select Attendees and Resources dialog box closes. All those attendeesyou invited appear in the All Attendees list 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.

8. Click the Send button.The scheduling window closes and Outlook sent the meeting invitation to all

attendees.


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How To Accept

A MeetingRequest

1. In Mail, click the

Inbox and then clickthe e-mail with themeeting request.

2.Click the Acceptbutton, and then clickthe Send the

response now

button.3.Click the OK button.

1. In Mail, click the Inbox and then click the e-mail withthe meeting request.Outlook displays the meeting request in the Reading Pane.

2. Click the Accept button.Outlook displays the options how you want to send the response.

3. Click the Send the response now.If this option is selected, you accept the meeting request and the meeting will

be moved to your Calendar.

4. Click the OK button.Outlook sends the response and deletes the meeting request from the Inbox

folder. The meeting is added to your Calendar.

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How To ProposeA New Meeting

Time

1. In Mail, click the

Inbox and then clickthe e-mail with themeeting request.

2.Click the ProposeNew Time button,and then click

Tentative andPropose New Time.

3. In the Meeting start

and Meeting endboxes, specify a newmeeting time.

4.Click the ProposeTime button

5.Click the Send

button.

When you sent topropose a new meetingtime, it is sent with a

default message saying

that you want topropose a new time, but

that you havetentatively accepted themeeting.

1. In Mail, click the Inbox and then click the e-mail withthe meeting request.

Outlook displays the meeting request in the Reading Pane.

2. Click the Propose New Time button, and then clickTentative and Propose New Time.Outlook displays the options how you want to send the response.

.

The Propose New Time window appears, as shown below.

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3. In the Meeting start and Meeting end boxes, specifya new meeting time.You can use the AutoPickNext button to find a new time that does not clashwith your existing appointments.

4. Click the Propose Time button.The New Time Proposed message window appears, as shown below.

5. Click the Send button.Outlook sends the response and deletes the meeting request from the Inboxfolder.


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How To DeclineA Meeting

Request

1. In Mail, click Inbox

and then click the e-mail with the meetingrequest.

2.Click the Declinebutton, and then clickEdit the response

before sending

option button.

3. In the message area,enter your messageand then click the

Send button.

1. In Mail, click the Inbox and then click the e-mail withthe meeting request.

Outlook displays the meeting request in the Reading Pane.

2. Click the Decline button.Outlook displays the options how you want to send the response.

3. Click the Edit the response before sending optionbutton.The Declined message window appears, as shown below.

4. In the message area, enter your message and thenclick the Send button.Outlook sends the response and deletes the meeting request from the Inbox

folder.

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How To Cancel

A MeetingRequest

1. In the Calendar,

double-click the

scheduled meeting.

2. In the Actions group,click the CancelMeeting button.

3.Click the SendCancellation.

The only person whocan cancel a meeting is

the meeting organizer.

1. In Calendar, double-click the scheduled meeting.The appointment window appears.

2. In the Actions group, click CancelMeeting.Outlook removes the meeting status at the top of the meeting window but theCancellation has not been sent.

3. Click the Send Cancellation button.If you select this option, Outlook will remove the scheduled meeting from your

Calendar and send a cancellation message to all others attendees to themeeting.

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