SHANTI MAURICE RESORT & SPA
MANAGEMENT ADMINISTRATION
Using Outlook Calendar Tools for Daily Follow Ups
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Contents
1 2
3
The Fundamentals
4
The Outlook Program Screen
5
Use the Navigation Bar
6
Appointments
8
Create an Appointments
9
Categorise Appointments
11
Reschedule an Appointment
12
Set a Reminder
13
Change Availability
14
Set Priority
15
Meetings
16
Create a New Meeting
17
Create a Meeting from an E-mail
21
Track Meeting Respones
23
Create a Recurring Appointment
25
Edit a Recurring Appointment
29
Delete a Recurring Appointment
31
4 5
Calendar Sharing
32
Open a Shared Calendar
33
Send a Sharing Invitation
36
Tasks
40
Flag a Message
41
Add a Reminder
42
Follow Up with Emails
44
Create a Task
46
Update a Task
48
Mark as Complete
50
Assign a Task
51
The Fundamentals
1
1
Definition While Outlook displays your Mail by default, you can easily switch the view over to other information, like your Calendar, People, or Tasks.
Microsoft Outlook
The Fundamentals | 4
The Outlook Program Screen The Navigation Bar at the bottom of the screen links to the other parts of Outlook, and the currently active screen appears in blue.
Title Bar
Ribbon
Search Field
Inbox
Folder Pane
Navigation Bar
The Fundamentals
Preview Pane
Zoom
The Outlook Program Screen | 5
Use the Navigation Bar The Navigation Bar at the bottom of the screen links to the other parts of Outlook, and the currently active screen appears in blue.
1
Click a link on the Navigation Bar to switch views. Mail: View your inbox, read and compose emails. Calendar: View your current calendar, create and edit events. People: Search, view, and edit your contacts. More (•••): Contains additional Outlook views, such as Notes, Folders and Shortcuts, as well as Navigation Options.
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The Fundamentals
Use the Navigation Bar | 6
Appointments
2
Definition An appointment is any scheduled activity that takes place within a one-day period that doesn’t require reserving resources or inviting attendees. This could include setting aside time for accompanying a supplier to clean the coffee machines, a sales agent's appointment, or an important meeting with a hotel guest.
Microsoft Outlook
Appointments | 8
Create an Appointment 1
While viewing the calendar, click the New Appointment button on the Home tab. A new appointment window opens, ready for you to fill in the appointment’s details.
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Enter the appointment information: Subject Location Start and End date and time Notes
Appointments
Create an Appointment | 9
3
Click Save and Close
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The new appointment is added to the calendar.
Tip :
You can also create new appointments from other views, such as Mail, by clicking the New Items button on the Home tab and selecting Appointment.
Appointments
Create an Appointment | 10
Categorise Appointments 1
Select a calendar appointment.
2
Click the Categorize button on the ribbon. A list of categories appears. If you need to create a new category, you can select All Categories.
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Select a Category.
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The category is applied to the appointment.
Appointments
Categorise Appointments | 11
Reschedule an Appointment In addition to opening an appointment and changing the date and time there, you can also quickly reschedule an appointment from the calendar window.
1
Click and drag the appointment to a new day or time.
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The appointment is rescheduled.
Tip :
While viewing the calendar in month view, you can only drag an appointment to a new day, which will keep it at the same time. Clicking and dragging an appointment in the week view will let you change the day and the time together.
Appointments
Reschedule an Appointment | 12
Set a Reminder By default, a reminder will appear 15 minutes before a scheduled appointment or meeting, and 18 hours before an all-day event. However, you can adjust when a reminder appears.
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From within an appointment window, expand the Options group on the Event tab, if necessary.
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Click the Reminder list arrow. Various options appear in the list, from a few minutes to several weeks.
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Select an option. The reminder time is set.
Tip : 4
Select Sound from this menu to choose what sound will play with the reminder. Click Save & Close.
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Appointments
Set a Reminder | 13
Change Availability Adding free/busy information to your appointments helps people know when you are available. When you make an appointment, the schedule is automatically set as Busy unless it is an all-day event. You can change your status so that it correctly reflects your availability for those who can view your calendar.
1
From within an appointment window, expand the Options group if necessary.
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Click the Reminder As list arrow.
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Select an option. Free: Shows that you are available. Working Elsewhere: Indicates that you are working from another location. Tentative: Shows that you have tentative plans and may not be available. Busy: Indicates that you are busy and not available. Out of Office: Shows that you are out of the office and are not available.
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Click Save & Close.
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Appointments
Change Availability | 14
Set Priority You can also specify if an appointment is of high or low importance.
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From within an appointment window, expand the Tags group on the Event tab, if necessary.
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Click High Importance or Low Importance.
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Click Save & Close.
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The appointment’s importance level is set.
Appointments
Set Priority | 15
Meetings
3
Definition Organizing meetings can be difficult when dealing with many different schedules. Using Outlook, you can check invitee schedules before picking a meeting time. That way, you can make the meeting during a time that will work for everyone. You can also track responses to your meeting request to ensure that your most important invitees will be in attendance.
Microsoft Outlook
Meetings | 16
Create a New Meeting While in Calendar view, click the New Meeting button on the Home tab.
1
Tip :
You can create a meeting from other views by clicking the New Items button on the Home tab and selecting Meeting.
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A new Meeting window opens, where you can begin inviting attendees.
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Click To...
3
Select a contact from the Address Book.
Next, choose whether the selected recipient is required to attend the meeting, or if their attendance is optional.
Meetings
Create a New Meeting | 17
Click Required or Optional.
4
Continue to select recipients and assign them as required or optional until you have everyone you need. Click OK.
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Enter a subject, location, and notes.
Enter a date and time manually, or click the Scheduling Assistant button on the Meeting tab.
Meetings
Create a New Meeting | 18
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The Scheduling Assistant displays the availability for everyone invited to the meeting.
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If using the Scheduling Assistant, review the attendees’ availability and select a time without conflicts. Click Send.
Meetings
Create a New Meeting | 19
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The meeting is created and email invites are sent to the attendees.
Meetings
Create a New Meeting | 20
Create a Meeting from an Email You can also create a meeting from an email, which will automatically include everyone involved in the email conversation.
1
While viewing your inbox in Mail view, select an email.
2
Click the Reply with Meeting button on the Home tab.
Everyone on the email thread is added as a meeting attendee and the subject is populated.
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1
Meetings
Create a Meeting from an E-mail | 21
3
Fill in the meeting location, date, and time.
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Click in the message field and add in meeting details.
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Click Send.
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Email invitations to the meeting are sent out to the recipients.
Meetings
Create a Meeting from an E-mail | 22
Track Meeting Responses You can view meeting responses once they come in by using the Tracking feature.
1
Select a meeting in the calendar.
When you select a meeting in the calendar, the ribbon automatically switches to the Meeting tab.
2
Click the Tracking button on the Meeting tab.
The meeting window opens in Tracking view, showing the responses that have come in so far.
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1
Meetings
Track Meeting Responses | 23
3
Review the responses. You can see who has responded, and what their responses are.
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When you’re finished, click the meeting’s Close button.
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The meeting window closes.
Meetings
Track Meeting Responses | 24
Create a Recurring Appointment A recurring appointment is an appointment that occurs at regular intervals, such as, a conference call that happens every Friday at 10 AM, an annual event like a birthday, or a meeting held every other week on the same day. You can set recurrence when creating a new appointment, or add recurrence to an existing one later.
1
Start editing an appointment, or begin creating a new appointment.
2
Expand the Options group on the Appointment tab, if necessary.
3
Click the Recurrence button.
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The Appointment Recurrence window opens with all the options you need to control how the appointment recurs.
Meetings
Create a Recurring Appointment | 25
4
Set the appointment time.
5
Choose the recurrence pattern.
Daily appointments recur every day, every set number of days, or every weekday. Weekly appointments recur on the same day of the week every week, or every certain number of weeks. Monthly appointments recur on the same day of the month (the 10th), or on the same day of a certain week of the month (the third Monday). Yearly appointments recur annually on the same day every year (July 8th), or the same weekday in a specified week and month (the second Tuesday in April).
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Meetings
Create a Recurring Appointment | 26
6
Select the time range for the recurrence. You can specify the appointment to recur indefinitely, set an end date, or a set number of occurrences.
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Click OK.
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Meetings
Create a Recurring Appointment | 27
8
Click Save & Close. Morning Meeting Conference Room
8
Morning Meeting Conference Room
The appointment will now recur using the specified settings.
Meetings
Create a Recurring Appointment | 28
Edit a Recurring Appointment You can edit a recurring appointment just like you would a normal appointment. The only difference is that you will need to clarify whether you’d like to edit all future appointments in the series, or just the one occurrence.
1
Double-click the appointment to open it.
2
Select how you’d like to edit the recurring appointment. Just this one: Edit just the selected instance of the appointment series. The entire series: Edit this appointment and all future instances as well.
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Click OK. The appointment opens up in a new window.
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Meetings
Edit a Recurring Appointment | 29
4
Edit the appointment's details as necessary.
5
Click Save and Close.
5
The recurring appointment is updated.
Meetings
Edit a Recurring Appointment | 30
Delete a Recurring Appointment You can also delete either a single instance of a recurring appointment or the entire series.
1
Select the appointment in the calendar.
2
Click the Delete button on the Appointment Series tab.
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Click Delete Occurrence or Delete Series.
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The appointment, or the appointment series, is deleted.
Meetings
Delete a Recurring Appointment | 31
Calendar Sharing
4
Definition Working around other people's schedules can be tricky. Luckily, Outlook allows you to share calendars so that you can view and, depending on your company’s settings, even edit shared calendars.
Microsoft Outlook
Calendar Sharing | 32
Open a Shared Calendar 1
Expand the Manage Calendars group, if necessary.
2
Click the Add Calendar button.
3
Select Open Shared Calendar.
4
Click Name.
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Calendar Sharing
Open a Shared Calendar | 33
5
Double-Click a Contact.
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Click OK.
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If you have been given permission to view the calendar, it now appears in the Outlook window. Also, the contact’s name appears in the Shared Calendars area of the Navigation Pane. If you have not received permission to view a calendar, a dialog box asks if you would like to request permission. Click Yes, then complete the email permissions request and click Send. If you are granted permission, you will receive an email.
7
Display or hide shared calendars by selecting the check boxes to the left of the calendars.
The shared calendar will appear next to your calendar in the Calendar view.
Calendar Sharing
Open a Shared Calendar | 34
5
Calendar Sharing
Open a Shared Calendar | 35
Send a Sharing Invitation You can also proactively share your calendar with other people, sending them an invitation so that they know they’ll have access to it.
1
Expand the Manage Calendars group, if necessary.
2
Click the Share Calendar button.
3
Select a calendar from the list. Morning Meeting Conference Room
June 2021 rajiv.beeputh@shantima
rajiv.beeputh@shantimaurice.com
The Calendar Properties dialog box opens to the Permissions tab, where you can control who is able to access your calendar and what they're able to see.
Calendar Sharing
Send a Sharing Invitation | 36
4
Click Add.
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Double-click a contact.
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Click OK.
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Calendar Sharing
Send a Sharing Invitation | 37
7
Select a permissions level. You can change her permissions level from the options below, ranging from only viewing when you're busy, to viewing event titles, locations, and other details, up to editing events and even creating new ones. Double-click a contact.
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Click OK.
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The invitation is sent, and when accepted, the invitee will have access to your calendar.
Calendar Sharing
Send a Sharing Invitation | 38
Tasks
5
Definition You can flag emails to create tasks that remind you to follow up with them. When you flag an item, a flag icon ( ) appears next to it, and a task is added to your To-Do List.
Microsoft Outlook
Tasks | 40
Flag a Message Select a Message.
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Tip :
You can also flag contacts, notes, and tasks.
2
Expand the Tags group, if necessary.
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Click the Follow Up button. This menu lets you choose when you want the task to be due. You can choose one of the options, opt for no due date, or set a custom due date.
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Select a flag.
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A flag icon appears over the email, indicating that a corresponding item has been created in your To-Do List.
Tasks
Flag a Message | 41
Add a Reminder If a visual flag icon isn't enough, you can add an audio reminder and alert message.
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With a flagged item selected, expand the Tags group, if necessary.
2
Click the Follow Up button.
3
Select Add Reminder.
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The Custom dialog box opens. From here, you can add a reminder, as well as change the Start and Due dates for the task.
Tasks
Set a Reminder | 42
4
Check the Reminder checkbox.
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Choose a date, time, and sound in the Reminder section.
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Click OK.
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6 A reminder is set, indicated by a bell icon appearing on the selected item.
Tip :
When the reminder alert appears, you can request another reminder, or click the Dismiss button.
Tasks
Set a Reminder | 43
Follow Up with Emails You can also follow up with people, just as you would with email.
1
Click People.
2
Select a person.
3
Expand the Tags group, if necessary.
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Click Follow Up.
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Choose a flag.
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Tasks
Follow Up with E-mails | 44
6
Click Tasks.
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Tasks
Follow Up with E-mails | 45
Create a Task You can add new tasks from the Task view.
1
Click the ellipsis button in the Navigation pane, if necessary.
2
Navigate to Tasks.
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Click the New Task button on the ribbon.
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A new untitled task is created.
Tip :
The ribbon provides different options that you can use to make tasks more specific, such as flags, categories, or recurring items.
Tasks
Create a Task | 46
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Enter a subject.
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Enter task options. Start date Due date Status Priority Percent Complete Reminder
Tip : 6
Just like with an email, you can attach an item or file to the task from the Insert tab. Click Save & Close.
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The task is created.
Tip :
Just like with an email, you can attach an item or file to the task from the Insert tab.
Tasks
Create a Task | 47
Update a Task Once you’ve created a task, you can edit or update it to show your progress. Double-click the task that you want to update.
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The Task item window opens, where you can make changes to the task. You can do things like change the start or due date, select a new status or priority, or update the completion percentage.
Tasks
Update a Task | 47
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Tip :
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Update the task’s information using the available options. Remember, you can only enter start and completion dates and percentage of completion information in standalone Task items, not in email messages or contacts flagged as To-Do items. Click the Save & Close button on the Task tab.
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The task window closes, and the task is updated.
Tasks
Update a Task | 49
Mark as Complete When you finish a task, you can check it off your Tasks list by marking it as complete. Completing a task will hide it from the To-Do list, or any other Task view that only displays active tasks.
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Click the task’s check box.
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The task is completed, as indicated by a strikethrough and a check mark next to the task.
Tip :
You can also select a task and click the Mark Complete button on the ribbon, or right-click a task and select Mark Complete.
Tasks
Mark as Complete | 50
Assign a Task If it's up to you to designate job responsibilities, you can use Outlook to assign tasks to other people.
1
In an open task window, click the Assign Task button on the Task tab.
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The task window changes and now includes an address bar and a send button.
2
Tip :
Enter the email address that you want to assign the task to in the To field.
You can also click the To… button to open the Address Book, then select contacts there.
Tasks
Assign a Task | 51
2
Select the assignment options.
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Click Send.
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The task assignment is sent.
Tip :
The task icon is updated to remind you that you've assigned it to someone else.
Tasks
Assign a Task | 52
SHANTI MAURICE RESORT & SPA
MICROSOFT OUTLOOK
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