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Creating a Single-user Event

Block out the time range for the event and click Actions (or use the right-click option) and select New Appointment.

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Creating a Meeting

Note: Free/Busy calendar information will only be available for other Exchange users. If you are unable to view the Free/Busy information of another Exchange user, ensure you are adding the user from the Global Address list.
The address book icon in the invite area will expand out to include different address list options, including the Global Exchange user list.

1. Block out the time range for the event and click Actions (or use the right-click option) and select New Meeting Request.
2. Use the To: field to add attendees and rooms for the meeting.
3. Fill in a subject and add any notes to the body of the message.
4. Select any recurrence requirements.
5. Select the time zone if not using the default.
6. Designate importance, privacy, and status options.
7. Click Send when the meeting is complete.

You can also use the Plan a meeting option under Actions to go straight to the scheduling assistant.

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Creating an All Day Event (a.k.a. Banner Item)

1. Click Actions (or use the right-click option) and select New All Day Event.
2. Fill in the subject and location.
3. Set the start and end dates.
4. Make sure the "Show As" option is set to "free" unless you truly want to be marked as busy for that entire day.
5. Use the Scheduling Assistant to add other attendees if desired and set meeting options as needed.
6. Click the Save and Close button if it is a single-person event or Send if multiple users are attending.

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Accepting or Declining a Proposed Meeting

Meeting invitations arrive by default in the Inbox area of your mailbox. When accepting or declining meetings comments can be inserted as desired. You can also propose a new time if the meeting proposer has not disabled the option.

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Setup Basic Sharing of a Calendar (a.k.a. Adding Proxies)

Select the Share my calendar option within the calendar view.

This can also be accomplished by right-clicking on the item you want to share such as the Inbox, Calendar, or Contacts and selecting Change Sharing Permissions to add someone to your sharing list.

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Delegating a Calendar and Notifications of Meetings to an Assistant

Click Tools, Options. Select the Delegates tab. From here you can determine what level of access the other user has and whether they can receive and accept meetings on your behalf.

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Viewing a Shared Resource

Click File, Open, Other user's folder. Type in all or part of the display name for the user or resource, select the type of folder you are trying to access, and click OK. If you shave been granted sharing privileges to the folder it will now be visible. In some cases, it may be necessary to select the other user's name in the Global Address List for this to work properly. Once a shared item has been connected to it is "remembered" until deleted.

You can also connect directly to someone else's mailbox if you have the appropriate level of permissions by changing your account settings to open the other mailbox with Outlook.

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Creating and Viewing a Group Schedule

1. While in the calendar window, click Actions, View Group Schedules.
2. Click the New button.
3. Type in a name for the schedule
4. Click Add Others and select the other users or groups from the Global Address List.
5. Click Save when finished

To view the group schedule, select Actions, View Group Schedules.

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Changing the Time Scale Interval for the Calendar Display

By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval.

1. While in the calendar view, right-click a blank area of the calendar grid and select Other Settings.
2. In the Time scale list, click the grid interval that you want to show in the calendar and click OK.

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Overlay Two or More Calendars

Click the left pointing arrow in the tab next to the name of the calendar.
Set your preferred work times and availability:

1. You must be in the Calendar area of Microsoft Outlook.
2. Click Tools on the Menu Bar.
3. Click Options.
4. Click the Calendar Options button.
5. In the Calendar work week area select your Start time and End time.
6. Click the OK button.

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Advanced Calendar Printing Options

For situations where the built-in print options will not suffice, Microsoft has made a free add-on called the Calendar Printing Assistant available.

The CPAO can be downloaded from:
http://office.microsoft.com/en-us/outlook/HA101687211033.aspx

Once the CPAO is installed, it is accessible via the Start Menu in:
Start, All Programs, Microsoft office, Microsoft office tools, Calendar Printing Assistant

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Viewing Connection Status

If you want to verify connectivity in MS Outlook, hold CTRL and right-click the Outlook icon in the task bar to view connection status and troubleshooting info.

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How do I Change the Default Address Book in Outlook?

1. From the Tools menu, select Address Book.
2. The Address Book will open in a new window.
3. In the new Address Book window, from the Tools menu, select Options.
4. Under "Show this address list first:", use the scroll-down menu to select the appropriate listing (i.e., Personal Address Book, Global Address Book, or Outlook Address Book).
5. To save the changes, click Apply and to exit, click OK.

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Scheduling Meetings with Meeting Maker Users

You can send an invitation to any email recipient, including Meetingmaker users. The only noticeable difference from the Outlook/Exchange side is that you will not be able to determine if a Meetingmaker user is free/busy or confirm that they accepted the meeting.

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Setting the Out of Office (Vacation) Message

Click Tools, Out of Office Assistant

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Creating Rules

Click Tools, Rules and Alerts to setup rules to automatically move messages or generate alerts when certain actions occur. For instance, you can create a rule to generate a popup box when a new meeting request is received.