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Microsoft Outlook on the Exchange Server
The Calendar Feature
The Tasks Feature
Using Outlook away from your office
Some features in Outlook require you to use a Microsoft Exchange account. Exchange is an e-mail-based collaborative communications server for businesses. Licenses for Exchange can be purchased from Microsoft and its resellers.
Blinn College uses Exchange, but not everyone is on the Exchange server yet. If you do not know whether you have an account or how to use it, from within Outlook, click TOOLS, then ACCOUNT SETTINGS. Under the E-MAIL tab, you will see your email address. If the address includes "exchange," then you are on the Exchange server.
Home users typically do not have an Exchange account; instead they use a POP3 e-mail account with an or use a Web-based e-mail service, such as Windows Live Mail. If you use a POP3 e-mail account, your ISP can provide you with your specific account information. People without Exchange accounts cannot use the features in Outlook that require Exchange.
 Appointment An appointment is an activity that involves only you, at a scheduled time.
 Meeting For a meeting, you invite other people by using a meeting request that's sent via e-mail.
 Event An event is an activity that lasts all day long.
 Task A task is an activity that involves only you, and that doesn't need a scheduled time.
- On the Tools menu, click Options.
- On the Preferences tab, under Calendar, you'll see the Default reminder check box and the box that says "15 minutes" (unless somebody else got here first).
- To change the automatic reminder time, click the arrow next to "15 minutes" and then select the time you want.
- Click OK to close the Options dialog box.
- Double-click the entry to open it.
- On the Appointment tab, notice the Reminder command.
- To change the reminder, click the arrow and select any time you like.
- Click Save & Close.
- Create a new entry or double-click to open an existing one.
- On the Appointment tab, click Recurrence.
- In the Appointment Recurrence dialog box, under Recurrence pattern, set the recurrence pattern.
- Click OK and then click Save and Close.
- Right-click a calendar entry, point to Categorize, and click a color.
- If this is the first time that the color has been used, you'll see a dialog box asking you to rename the category. In the Name box, type a name for the category, and then click OK.
- If you used labels in earlier versions of Outlook to color-code your calendar, the labels for calendars in your default location will be updated automatically to use the new colored categories.
- If you have other calendars (for example, in a Personal Folders file or in an Archive Folders folder), follow these steps to update all of the entries in those calendars:
- In the Navigation Pane, right-click the top-level folder and click Properties for Folder Name (most likely the folder name will be Personal Folders or Archive Folders).
- On the General tab, click Upgrade to Color Categories and click Yes if you receive a prompt asking you if you want to upgrade.
Note This upgrade will also upgrade colored message flags to color categories.
- Double-click the entry to open it.
- Next to Show As, click the arrow beside the box, and select the desired availability from the list.
- Click Save & Close.
Tip You can also right-click a calendar entry and click Show As to change how time is shown.
You can share calendar information with other people by using Microsoft Office Outlook 2007 in many ways.
In Calendar, in the Navigation Pane, there are several links to help you get started quickly with calendar sharing.
This article describes the ways to share calendar information by using the links in the Calendar Navigation Pane.
The links that you see will vary, depending on the accounts that are configured in your Outlook profile. For example, this illustration is what a person with a Microsoft Exchange account will see.
When you use an Exchange account, you can open another person's default Exchange Calendar if the person has granted you permission to do so.
If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission you need. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.
After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane. For more information, see Share calendar information quickly with Navigation Pane links.
When you use an Exchange account, you can share your default Exchange Calendar with someone. This person receives an e-mail notification that you have shared your Calendar. You can also request that the recipient share his or her Exchange Calendar with you. For more information, see Share calendar information quickly with Navigation Pane links.
Tip If you want to share a calendar that you created that is not your default Calendar, in the Navigation Pane, right-click the calendar name, and then click Share calendar name .
You can send any of the calendars you own to another person in an e-mail message. This is a type of Internet Calendar called a Calendar Snapshot. The calendar appears within the body of an e-mail message.
However, an Office Outlook 2007 user who receives the Calendar Snapshot can choose to open the calendar as an Outlook calendar. Doing so can display the Calendar Snapshot and the current calendar in side-by-side mode or calendar overlay mode.
Recipients of Calendar Snapshots do not receive the changes that you make to your calendar unless you send them a new Calendar Snapshot. For more information, see Share calendar information quickly with Navigation Pane links.
By default, in the Navigation Pane, Office Outlook 2007 organizes your calendars into three groups — My Calendars, People's Calendars, and Other Calendars. You can rename these groups or create additional calendar groups to organize the calendars in a way that fits your work style better.
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This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.
You can quickly view another person's shared default Microsoft Exchange Calendar from theNavigation Pane.
- In Calendar, click Open a Shared Calendar.
- Type a name in the Name box, or click Name to select a name from the Address Book.
- Click OK.
The shared Calendar appears next to any calendar that is already in the view.
After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane.
If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission that you need. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.
Tip You can quickly schedule a meeting with people whose calendars you can view. On the Actions menu, point to New Meeting Request With, and then click All or the names that you want from the list.
Notes
- You can open only the default Calendar. Even if a person has created an additional calendar, you can open only the default Calendar.
- To remove a calendar from the Other Calendars list, right-click the calendar, and then click Remove from Other Calendars.
- The owner of the calendar items controls who can see the items and change them.
- You can view up to 30 calendars in side-by-side mode in Calendar view. However, custom view settings on your calendar may not be displayed correctly if you use this mode. To ensure that your custom view settings are displayed, right-click any calendar in the list of shared calendars, and then click Open on the shortcut menu. The calendar will open, and any other open calendars will close. The view settings for the selected calendar will be in effect for the current calendar and for any additional calendars that you view subsequently in side-by-side mode.
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In Microsoft Office Outlook 2007, you can view multiple calendars at once. These can be your calendars, shared calendars from other people, Internet Calendars, or Internet Calendar Subscriptions.
Viewing multiple calendars
You can open a second calendar in a new window and display up to 30 calendars in side-by-side view. You can also overlay calendars to see transparent calendars stacked on top of each other. This view is useful when you want to find a common free time slot on several different calendars.
In Calendar, the Navigation Pane shows a list of your calendars under My Calendars. This list includes your default primary calendar in Outlook that displays your free/busy time to other people, and where meeting requests that you accepted are saved.
Other calendars, or secondary calendars, can include calendars that you created to track a project, a personal schedule, or some other calendar event that you do not want to mix with the items on your default calendar. For example, your default calendar might be your calendar for work, and your second calendar might track your child's soccer team schedule.
Note When you share your default calendar, appointments on secondary calendars are not displayed to other people and do not affect your free/busy availability.
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Open a calendar in a new window
- In Calendar, in the Navigation Pane, right-click the name of another calendar that you want to view.
- Click Open in New Window.
The calendar that you selected opens in a new Outlook window.
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Open a calendar in side-by-side view
- In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.
The calendar that you selected opens next to the calendar that is already displayed.
Note At least one calendar must always be displayed.
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Overlay the calendars
- In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.
The calendar that you selected opens next to calendar that is already displayed.
- Repeat step 1 for each calendar that you want to view.
- On the Calendar tab
 , click  .
The calendars are now in overlay mode.
To add another calendar to the overlay, repeat this step.
Note At least one calendar must always be displayed.
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Remove a calendar from the overlay stack
- In Calendar, on the tab of the calendar
 that you want to remove from the overlay stack, click  .
The tab moves back to the right. The calendar that you selected is no longer displayed in overlay mode.
- Repeat step 1 for each calendar that you want to remove from the stack.
Note At least one calendar must always be displayed.
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© 2007 Microsoft Corporation. All rights reserved. Licensed to Blinn College.
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Page maintained by: Erin Maxey
Page Last Updated: July 30, 2008
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