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
to today (command). To return to
‘today’ after scrolling through the
calendar select ‘Go to Today’ on the
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
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’
In ‘week’ or ‘month’
view, double-click on required date to
open appointment screen.
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.
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
Then select the day, frequency and
number of ‘recurrences’.
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,
‘click and hold’
onto the date
press the ‘ctrl’
key and drag and drop the date into
the other days
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.
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
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
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
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
Right-click on your Calendar icon in the
Shortcuts or Folder List and select
Select the ‘Permissions’ tab from the
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
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’.
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  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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