1200 West University Ave.
Mitchell, SD 57301
Phone: 605-995-2697
E-mail: helpdesk@dwu.edu
Web: http://www.dwu.edu/is//

Outlook Calendar

The Microsoft Office Outlook Web Access Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, and then update or modify the information (time, location, or attendees) as required. When you use Calendar to keep track of your meetings and appointments, co-workers can check your availability for their own scheduling purposes.

In addition, all appointments and meetings can be set as recurring, meaning they occur on a regular basis. For example, you can schedule a recurring status meeting that occurs every Wednesday at 2:00 P.M.

To open your calendar, click Calendar in the Navigation Pane.

View your schedule

You can customize Calendar by clicking one of the following buttons on the Calendar toolbar. These buttons determine how many days are visible at one time. To view a different day, select a date from the month view to the right of your calendar.

View		Description
Daily		Displays all appointments and meetings for the current day. This is the default calendar view.
Weekly		Displays all appointments and meetings for the current week.
Monthly		Displays all appointments and meetings for the current month.

In addition to the daily, weekly, and monthly views, you can display up to seven days of your choice in one view.

To display specific dates in one view

1. In the daily view, locate the first day in the date selector, and then click it.
2. Press CTRL, and then click up to six additional days from any month or year.

When you view your calendar, double-click a meeting or appointment to open it. After an item has been opened, you will be able to view details or make changes. If you double-click a recurring item, such as a weekly meeting, Outlook Web Access will ask if you want to open the occurrence (the meeting only on the day you selected) or the entire series (every meeting).

You can print your daily, weekly, or monthly schedule by clicking Print on the Calendar toolbar. Outlook Web Access alerts you if a printer needs to be installed on the computer you're using.

Create an appointment

Unlike meetings, which include other people, appointments are commitments that only you are required to attend. Examples of appointments include a visit to a physician, picking up a child at school, or time you set aside to work on a project. When creating an appointment on your calendar, you can set how that time will appear (such as busy or out of office) when others view your schedule.

To create an appointment

1. In Calendar, on the toolbar, click New.
   You can also create a new appointment by double-clicking a time slot in the daily calendar view or double-clicking the date bar in the weekly or monthly view.
2. In the Subject box, type a brief description of the appointment.
3. In the Location box, type the place where the appointment occurs.
4. In the Start time and End time lists, select the appropriate dates and times.
5. In the Show time as list, choose how you want your schedule to appear for the duration of the appointment - Busy, Free, Tentative, or Out of Office.
6. To be reminded about this appointment, select the Reminder check box.
7. In the message body, type any additional information, such as a list of materials to take to the appointment.
8. Click Save and Close.

The following table lists additional options that are available through the toolbar when creating an appointment.

Button		Description
		Attaches a document or other relevant material to the appointment.
		Sets the importance of the appointment to high.
		Sets the importance of the appointment to low.
		Sets a recurrence interval for the appointment.
		Invites other people to an appointment. This effectively changes your appointment to a meeting request.

Create a recurring item

Many meetings, appointments, and events occur on a regular basis over a period of time. Instead of creating new calendar items for each occurrence, you can set the item as recurring. Microsoft Office Outlook Web Access will automatically schedule the item each time it is to occur.

You can schedule recurring appointments and meetings. You can set an existing calendar item as recurring. However, you can only modify meeting requests to recur if you created them.

1. Compose a new appointment or meeting request, or open an item that currently appears on your schedule.
2. On the toolbar, click Recurrence .
3. In the Recurrence pattern dialog box, under Appointment time, use the Start and End lists to select the start and end times of the recurring item.
4. Under Recurrence pattern, choose how often the appointment or meeting will occur.
5. Under Range of recurrence, select when you want this recurrence pattern to begin and end.

Calendar reminders

In Microsoft Office Outlook Web Access, you can set reminders on your appointments and meetings. You can then determine how long before an appointment or a meeting the reminder message will appear.

Notes:

• For calendar reminders to work, Enable reminders for Calendar items must be selected on your Options page. After you enable reminders, you can choose to have a sound accompany the reminder.
• Calendar reminders work only on appointments and meetings stored in your Calendar folder.
• You can also set reminders on Tasks.

Set reminders

After you enable calendar reminders, you can activate them whenever you create an appointment or plan a meeting.

1. When creating a Calendar item, select the Reminder check box in the New Appointment or New Meeting Request form.
2. The default reminder interval is 15 minutes. To be reminded at a time other than 15 minutes before the appointment or meeting, select another time from the list.

To view your reminders at any time, in Calendar, click View Reminders on the toolbar.

Dismiss or snooze reminders

When the Reminder dialog box opens, it lists all Calendar items and tasks for which reminders aren't dismissed. Subject lists the name of the item, and Due In indicates how long until the item starts or is due. If the scheduled time for a meeting or appointment or the due date for a task is passed, the reminder indicates how long the item is overdue.

Dismissing a reminder closes the reminder and ends all future reminders for the selected item.

To dismiss a reminder:

• In the reminder, select one or more items, and then click Dismiss. To dismiss all items, click Dismiss All.

To view the details of an item, select it, and then click Open Item.

If you don't want to dismiss a reminder, you can set it to snooze. Snoozing closes the current reminder temporarily. After a period of time that you designate (the default is five minutes), the reminder opens again.

To set a reminder to snooze

1. In the reminder, select the item you want to snooze.
2. Under Click Snooze to be reminded again in, use the drop-down list to specify when you want to receive another reminder.
3. Click Snooze.
    

Back to Top