McCombs School of Business
Technology Training Team
Training Team : Tutorials : Outlook : Calendar Skills

Outlook

Calendar Skills

To be added soon:

  • Sharing your calendar
  • Group schedules

Create an Appointment

1. Outlook has a calendar that you can use for time management. To see the Calendar, click the Calendar button in the Navigation Pane.
2. Click the New button to create a new appointment.
3. Add a subject, start date & time, end date & time, and any notes, and then click Save and Close to add it to your calendar.

Create a Recurring Appointment

1. In your appointment, click the Recurrence button.
2. You can now set how often you want your appointment to recur. Appointments can recur daily, weekly, or monthly, and you can adjust the settings so that they occur biweekly, or every 1st Thursday, etc.
3. If the appointments will eventually end, set a end date. You can limit the number of occurrences or end by a certain date.

Plan and Schedule a Meeting

You can utilize the calendar to schedule meetings with other people in the McCombs School of Business. You are able to view other people's free/busy time, so you can schedule meetings when all your attendees are free. When you send a meeting request, other people receive invitations so the appointment can be easily added to their calendars.

1. Click the New button to create a new appointment.
2. Set up your appointment, adding a subject, location, start date & time, end date & time, and any notes (for example, the meeting's agenda). Be sure to add a reminder so that your attendees remember to come to your meeting!
3. Click Invite Attendees.
4. This will add a To line to the appointment. Click the To button to add people from the Global Address List.
5. To make sure your attendees are available at your proposed meeting time, click the Scheduling tab. You will see free/busy time on the calendar. You CANNOT see what they are doing, simply if they have their time marked as busy (blue), out of the office (purple), or free (white or empty).
6. If the attendees are busy at your proposed time, you can adjust the date and time on the Scheduling tab.  
7. Click Send to send the meeting request to the attendees and add it to your calendar.

Forward a Calendar Item

Do you want to send an appointment to someone else to add to their calendar, but you don’t want to be tied to it through a meeting request? You can forward the appointment as an iCalendar.

1. Select the appointment on your calendar by clicking on it once. To select multiple items, hold down Ctrl while selecting.
2. From the Actions menu, select Forward as iCalendar.
3. Outlook will open a new message with the email attached. Add your notes and select your recipients, then click Send.

Add UT holidays to your calendar

  1. Go to http://www.utexas.edu/its/messaging/.
  2. Click the link for Add UT Holidays.
  3. When prompted, click Open.
  4. Check "UT Holidays 2006-2007" and click OK.
  5. Click OK.