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Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.
An OWA appointment is time blocked on your calendar for your use, and it's really easy to create a new appointment. Switch to a day Work Week or Week View, any view where you can actually see the entire time scale here on the left side, and then double-click where you want to place the appointment. So I want to create an appointment tomorrow afternoon at 1 o'clock and I'm going to click right there and I have a phone call with Lucas who is someone outside of our organization.
And I could put that this is phone here sometimes people do. Let me tell you the significance of subject and location. The subject and location are almost always two fields that will absolutely be synchronized if you synchronize your calendar with another device, an iPhone or a tablet or whatever. So I don't always know that I'll be able to see my notes, but I'm going to see my subject in my location. So it might be that what I want to put in these is I want to make sure that it's a phone call, but also that I have the number because that way, I will get these on my mobile device as well.
This is going to start at 1. I chose a starting time I didn't choose an ending time. What OWA does is it gives me half hour increments beginning with the time I chose. So if we weren't starting at 1 but 1:15, I actually need to type that time in. I can do 1:15 PM. I have some choices about how that looks and when I do OWA automatically creates a new set assuming that I would like to have a half hour increments to choose for my meeting ending time. So if this isn't ending at 2:15 but at 2 then I need to go edit this so it says 2 o'clock.
If on the other hand this is an all day event, a vacation day, a day spent at a conference, something like that, you click All day event and when you do that you're not required to enter times. By default, there is a reminder system setup and the default reminder is on for 15 minutes before this particular meeting. So I would get a reminder at 1 o'clock, because I have a meeting 15 minutes later. Whether or not you have a reminder and how early that reminder is are set in the options for your calendar.
There is a whole set of them under Settings>Calendar including reminders, how your calendar should look and so on. What the first and the last days of the week are. We'll go back out and return to our calendar and return to our appointment item. I can choose to show the time for this appointment as Free, Tentative, Busy, or Away. These four different options together are known as free busy status. Free means I have something during that time but I'm actually also available.
Sometimes I'll use this for tasks that are happening at the same time I'm doing something. I want to note that there's a meeting going on that I care about its outcome. I want to know when it is, but I'm not going to be attending it. Tentative means I think that I'm going to have a phone call with Lucas tomorrow at 1:15. When I firm that up, if I'm taking a call from my desk, I'll mark that time as busy. Busy means that I'm doing something, I'm otherwise occupied but I'm where you would expect to find me; I'm in the building, on the campus, I'm in my office.
And then finally, away means I'm busy doing something and I'm not here, and the reason it's important that I choose these carefully, is let's say for example I have something marked as tentative and somebody else's is trying to schedule a meeting. Everybody can come at 1 o'clock except me, but I'm tentative. That's worth picking up the phone and calling and saying hey! I see you have a call at 1:15 can you move it? Busy means you can schedule something else for me right after 2 o'clock or 2:15 because I'm here. Away on the other hand means I'll probably have to find a way to get back, I might have to drive, I might be in another city.
So you need to know more before you schedule me for an on site visit or meeting right after this. Below I have the ability down to enter notes in this appointment form, I can include pictures, I can include attachments. I can check my spelling. I have the ability to invite others, which we'll talk about in the next chapter. I can mark this as important or not important at all. I can categorize this; it's a planning meeting so I'm going to add a category to it. Notice I have Categories Planning here.
I can render a printable view of this and just as I did with my emails, but I need to save and close it first, because it needs to be in Exchange for the server to be able to create that printable view, it needs to already be saved in the Exchange server. One more check box worth noting: the Private checkbox. I'm fine with everybody who can see my calendar knowing that I'm having this phone call with Lucas. I wouldn't necessarily be as comfortable with everyone knowing that I was having a medical checkup or with everybody else knowing that I was doing something with my children.
So if you want to mark time off the calendar, but it's really not the business of most of the folks in the office how your time is being used, you mark this as private. It will still show that you're not available during this time that you're busy somewhere or you're away, but it will not allow users who have access to see your calendar to see the details unless you have specifically given them permission. So by default when you mark something private if you haven't given others permission to see details, they can.
But this isn't private, it's public. I'm going to go ahead and save and close this appointment and here it is on my calendar. When I click it, it shows that I'm in a planning session, I'm away. That pink away shows here is a stripe on the left side of the appointment and there's a reminder that's going to come to me fifteen minutes ahead of time. This is how we create an appointment in OWA.
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