Take calendars to the next level

Take calendars to the next level

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People use calendars for more than just meetings and appointments. So, why not use Outlook calendars for those things, too? This video shows you how.

Change a single appointment or meeting

  1. Open the appointment or meeting. If you open an item that is part of a recurring series, in the Open Recurring Item dialog box, click Just this one, and then click OK.

  2. On the Item Occurrence tab, change the options you want, and then click Save & Close, or for a meeting, click Send Update.

    Drag the appointment or meeting to a different date on the calendar. You can also change the subject by clicking the text, and then typing your changes.

Change a recurring appointment or meeting

  1. Open the appointment or meeting. If you open an item that is part of a recurring series, in the Open Recurring Item dialog box, click The entire series, and then click OK.

  2. On the Appointment Series or Meeting Series tab, change the options you want.

  3. To change recurrence options, on the Appointment Series or Meeting Series tab, in the Options group, click Recurrence. Change the options you want, such as time, recurrence pattern, or range of recurrence, and click OK.

  4. Click Save & Close, or for a meeting, click Send Update.

Want more?

Calendar basics

Add holidays to the calendar

The beginning course, Calendar basics, was all about creating appointments, setting up meetings and sharing calendars - the things that people do most often with an Outlook Calendar.

But people use calendars and schedules for a lot more than just meetings and appointments.

So why not use Outlook for those things too?

Let's start by stripping away the labels, and view the Calendar as a concept.

When you do, you see that the Calendar is simply a tool to help you remember when things are supposed to happen.

An appointment doesn't have to be an appointment; it can be any block of time you need to remember, the time you reserve to pick up the kids at camp or distribute products to customers.

And a meeting can be any block of time that involves coordinating with a group of people - a soccer game, a roofing job, or a movie shoot.

To start thinking conceptually, let's use an Outlook Calendar to schedule a two-week promotional tour.

We'll start by creating a new Calendar. That way, we can keep our tour dates separate from our personal calendar items.

Click Calendar view, and on the HOME tab, click Open Calendar, Create New Blank Calendar, and type a name for the new calendar.

Then, select where to place the calendar. In Outlook, you can have a number of different kinds of email accounts.

We'll create this calendar in our Office 365 Exchange account. That way we can share it.

You'll see how that works in the third movie.

Click OK. Now, look under My Calendars in the folder list and you'll see the new calendar.

Check it, and the calendar appears next to our primary personal calendar.

I am going to uncheck the personal calendar, so we have more room to work.

Now, we can start adding events and other things to the schedule. Let's start with a book signing event.

Click New Meeting. We'll use a meeting form because we need to coordinate the schedules of a number of people.

For Subject, we can put the type of event; for Location, the name and address of the venue; and then add the Start and End times.

In the message area, add any details related to the event, such as phone numbers, email addresses, attachments, and links, even a map.

Finally, add the people on the tour team, and anyone else we want to share the information with, like the book store contact.

Next click Send to send the meeting request.

And we get a notice telling us that meeting responses won't be tallied because we are not creating the meeting request in the main calendar.

We'll keep that in mind, but it shouldn't create a problem. Click Yes.

Each person receives the request in email. When they accept the request, it is added to their calendars.

Also, we asked them to send us confirmation, so that we know they got the information.

The finished tour calendar shows all the events, lodging, and transportation. I also color-coded the events.

Select an event and click Categorize. You can create categories and then assign them to events.

This is the framework we'll use to schedule the tour, but keep in mind that this is only one way to do it.

For example, instead of sharing date information by sending meeting requests, we could simply share the whole calendar.

You'll see how that works in Movie 3.

Up next, we'll organize the schedule and assign tasks.

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