Outlook 2011: Manage Calendar Events

To Create a New Event

  1. Click on the New event button. You can also create an event in the calendar by double clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in the new event window.
    New Item Menu 
  2. Type the subject for your event in the Subject: field, type the location for your event Location: field
    New Appointment 
  3. Modify your Event’s Start and End Dates and Times:
    1. You can easily schedule an all-day event by placing a check in the All day event checkbox. When All day event is selected the event start and end time fields will be removed from the New Event window and the date of the All-day Event will be shaded on your calendar, thus indicting that you are busy for the entire day. All-day events can be used to indicate to others that you are unable to accept any events for the day, or that you are attending an event that will last the entire day.
      Scheduling Options 
     
  4. Set Event Reminder: Event reminders are on by default and set to remind you of an event 15 minutes before it is scheduled to occur. You can adjust the time OR you can turn off event reminders by removing the check mark from the Reminder check box.
    [Input: Screenshot Event Reminder] 
  5. Enter the details for your new event in the Event Details field and set the status for the event. The default event status for all new events is Busy
    1. The status you select will be displayed on your calendar along with your event.
    2. Busy indicates that you are not available to attend other events.
    3. Free time events can be scheduled on your calendar as an alternative to scheduling busy times.
    4. Free time events indicate that you are only free to accept events during those times and all other
    5. times should be considered busy.
    6. Tentative events indicate that you may be busy at a specific time, but the event is subject to
    7. change and you are potentially available accept a different event.
    8. Out Of Office events can indicate that you are attending an event at an offsite location, on
    9. vacation or attending to a personal matter
     
  6. Save Your Event. If you are not going to invite others to your event it is time to save it. (If you are going to invite others please continue to the next section of this document: Inviting People to Your Event.)
    1. To save your event click the Save/Close button in the top left corner of the New Event window, and then click the Save button in the calendar change verification window. 
      Save and Close Tab 
     


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Inviting People to your Event

You can invite others to your event by clicking the Invite button and then type the invitees’ names in the To: field in the invitee box. After you have entered the names for all of the individuals you wish to invite, close the To: box by clicking on the small red circle located in the top left corner of the box.
Invite Icon

Find Select User 

Click the Scheduling tab to find out whether your invitees’ are free or busy.
Scheduling Tab 


View Others Schedules

To look up the schedules of other people at NAU you must set up an event invitation. This allows you to use the scheduling tab to view other’s schedules. Once you have looked at other’s schedules you can set up a meeting or you can then delete the invitation without sending it to anybody.

Click the Scheduling tab to see free / busy information for the event Invitees
Scheduling Assistant
 
If all of the people you wish to invite are available click the Send Now button. If they are NOT available you can change the day/time until you find a good time for everyone, then click the Send Now button. The event will be added to your calendar and the individuals invited to the event will receive an email asking them to accept or decline your invitation.
Send Icon 



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Recurring Event

To create a new event or meeting click on the New button. You can also create an event in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in the new event window

Enter the details for your new event then click in the Occurs: box. You will be presented with a menu list of preconfigured recurring events. If a preconfigured event doesn’t meet your needs click custom… to open the Recurring Event setup window.
Recurring Event Options 



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Making a Calendar Event Private

Method One

If a calendar event contains information that you don't want a delegate to see, you can mark the event as private. Although a delegate can't see the details of a private event, the event date and time appears so that the delegate doesn't schedule you for a time when you aren't available.

  1. Click Calendar
  2. Double-click the event on your Exchange calendar that you want to make private
  3. Click  Private, and then save and close the event
    Private Tab 

Method Two

  1. Click Calendar
  2. Right Click on the event that you desire to make private
  3. Select private in the drop menu 
    Right Click Private 


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Deleting an Event

Method One

Click on the event in the calendar that you want to delete and then click the Delete button.
Delete Icon 

A box will open asking “Are you sure you want to permanently delete this event?” Click the Delete button and the event will be permanently deleted from the calendar


Method Two

Alternatively you can double click on the event you want to open and then click the Delete button.
Delete Current Event Icon 

A box will open asking “Are you sure you want to permanently delete this event?” Click the Delete button and the event will be permanently deleted from the calendar



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Deleting an Event that has Invitees

Method One

Click on the event that you want to delete and then click the Delete button. A dialog box will open, displaying three options:

Yes, with comments (an email window will open with the subject and message recipient fields already completed. Type a message in the body of the email that explains why the event has been cancelled, then click the Send button. An email with your comments will be sent to the event invitees and the event will be removed from the calendar.)

Yes, without comments (an email will automatically be set to the event invitees notifying them that the event has been canceled and the event will be removed from the calendar.)

No. (If you select No, the event will be removed from the calendar and the event invitees will not receive any notification, however, the event will be removed from their calendar as well.)

Select the option you want to use to notify the event invitees that the event has been deleted and then click the OK button 


Method Two

Double click on the event that you want to delete and then click the Cancel Invite button. A dialog box will open, displaying three options, Yes, with comments, Yes, without comments and No. Select the option you want to use to notify the event invitees that the event has been deleted and then click the OK button.

Yes, with comments (an email window will open with the subject and message recipient fields already completed. Type a message in the body of the email that explains why the event has been cancelled, then click the Send button. An email with your comments will be sent to the event invitees and the event will be removed from the calendar.)

Yes, without comments (an email will automatically be set to the event invitees notifying them that the event has been canceled and the event will be removed from the calendar.)

No. (If you select No, the event will be removed from the calendar and the event invitees will not receive any notification, however, the event will be removed from their calendar as well.)



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Related Services

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Outlook 2011 is the latest full featured email and calendaring device provide by Microsoft for use with the Macintosh OS. 

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