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Calendar View and Navigation

  1. View Number of Days – by selecting 1, 5, 7 or 31 from the toolbar you can view one day, one workweek, one week or one month.

  1. Go to today (command). To return to ‘today’ after scrolling through the calendar select ‘Go to Today’ on the toolbar. 

  2. To go to a specific date. select View, Go to and trace across to Go to Date.


If you can see the date on your screen (e.g. 9 February) then select that date with a mouse click.

Alternatively click and hold onto any Month name to show +/- 3 months. You will be able to scroll through these months to show a larger selection.


To create an appointment in ‘one day’ view, click on time the appointment will start, enter details, then click and drag to expand appointment to ‘end’ time.

In ‘week’ or ‘month’ view, double-click on required date to open appointment screen.

Enter your appointment ‘Subject’ and ‘Location’. Deselect the ‘All day event’ tick box. Enter the start time and end time. Select the ‘Reminder’ tick box if required. Enter any further information you may require. Select ‘Save and Close’ on the toolbar.

Recurring Appointments

If you require to set ‘recurring’ appointments, e.g. an appointment that will occurs on the second Wednesday of each month, enter the first appointment as above, and then select the ‘Recurrence’ icon.

Then select the day, frequency and number of ‘recurrences’.

Copying Appointments

If you have an appointment several times, but it is not to be held at regular intervals, the appointment can be copied into other dates. To achieve this, the date is entered into the first date and time, and saved.

  • ‘click and hold’ onto the date

  • press the ‘ctrl’ key and drag and drop the date into the other days

Left mouse click (and hold) on the date
Simultaneously press ‘Ctrl’ key and drag to
next date.


Alternatively, you may use ‘Copy’ (Ctrl C) and ‘Paste’ (Ctrl V). Select the first appointment, select ‘Copy’, then move to the additional dates and ‘Paste’ the appointment into that date.

Setting up Meetings

To invite others to a meeting via Outlook, firstly create the meeting as an appointment as above. Then select the ‘Attendee Availability’ Tab.
A new screen will appear and you can list the email addresses under ‘All Attendees’. The shading will show if the attendee has a prior appointment by shading blocks of time as ‘busy’, ‘out of office’ etc.

Click on ‘Appointment’ tab to return to original Screen. The email addresses will have been entered in the ‘To:’ field. Select ‘Send’ to send invite email.

Changing or cancelling meetings once invitations have been sent

If you change the time of a meeting or delete it from your calendar, you will receive an Outlook message asking if you wish to update the attendees regarding the changes to a meeting. Click the ‘Yes’ button to send a message to the attendees.

Receiving and responding to meeting requests

Outlook will ask if you if you wish to send a response and whether you want to add comments to the response, e.g. ‘Accept’ but add a note that you will need to leave by a certain time. If you ‘accept’ the appointment will automatically be entered into your calendar.

Checking Attendees

You can check how many attendees have accepted, how many have tentatively accepted and how many have declined the invitation, by opening up the original invitation you sent out. Here you will have a summary information on which attendees have responded to your meeting request.

Setting Permission for your Calendar

Right-click on your Calendar icon in the Shortcuts or Folder List and select ‘Properties’:
Select the ‘Permissions’ tab from the new screen.


Add and remove users by selecting these buttons.  Selecting ‘Add’ will take you to the Global address book to select the name or group that you required.  You will only be able to select from the Global address book.

You will set permission for each name or group in the ‘Roles’ field.  For example you can select an individual or a group as a 'Reviewer'. This will mean that you have given ‘read only’ access to that person.  You may wish to set different roles for different people who may need to add or change appointments for you.

Viewing Other Users Calendar

To view other users calendars select File, Open, Other Users Folder. The 'open others users folder' will be displayed on screen. Enter the user’s name and select ‘Calendar’ from the folder drop down box. Select ‘OK’.

Printing your Calendar

You may need to take a copy of your Calendar when attending meetings to ensure your availability for future meetings or appointments.

To print out ONE MONTH:

Change Calendar View to [31] Month. See the Previous Email Tutorial if your not sure how to do this

Select File, Print:

Ensure that Monthly View is highlighted. Enter the ‘Start’ and ‘End’ dates in the Print range fields. Select ‘OK’.

To Print in Weekly Style – ensure ‘Weekly Style’ is selected. Enter start and end dates. (If you enter a period of, say, 3 weeks this will be printed onto three separate pages.)





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