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Introducing the calendar

From: Outlook 2013 Essential Training

Video: Introducing the calendar

The Outlook Calendar has a lot of great features. But let's start with the brief tour of the interface. To access your calendar, select Calendar from the navigation bar. Now once you are in the calendar, let's go over what all these things are, clockwise. To start out with the ribbon, from the HOME ribbon tab here's where you can create a New Appointment or a New Meeting. We'll come over here to the Arrange tab and here is where you can change how you're looking at your Work Week. The view that you're in is always going to be highlighted here. So right now we're set to Work Week, which is a Monday through Friday view.

Introducing the calendar

The Outlook Calendar has a lot of great features. But let's start with the brief tour of the interface. To access your calendar, select Calendar from the navigation bar. Now once you are in the calendar, let's go over what all these things are, clockwise. To start out with the ribbon, from the HOME ribbon tab here's where you can create a New Appointment or a New Meeting. We'll come over here to the Arrange tab and here is where you can change how you're looking at your Work Week. The view that you're in is always going to be highlighted here. So right now we're set to Work Week, which is a Monday through Friday view.

I can click Day and only see today's worth of appointments, or Week which is going to show me seven days Sunday through Saturday, an entire month's worth of appointments, or a flat Schedule View of what's on my calendar. I'm going to keep at Work Week because I find that one the most useful to me. So over here, we can share our calendar and we will be talking about those in later videos. I'm going to come all the way to the left-hand side and here's where I can toggle on and off the calendars that I'm looking at. For example, right now I have two calendars, I have My Outlook Data file calendar and my Exchange calendar.

They are two different colors and I can toggle them on and off at anytime to see them. I do have to always keep at least one of them visible though. Right on top of that is the date picker. Here is where I can select the date range that I'm actually looking at. Because I'm in a Work Week, you'll notice that it's highlighted the five days that it's currently showing on my calendar. These days are going to change depending on what I've selected up here. For example, if select Week, now it's selecting the entire week.

I can change the view that I'm looking at by clicking on the arrows next to the date, and I can go ahead in time or back in time as I see fit. The bottom calendar will always be one month ahead and this is really useful when I'm looking at appointments that are the end of the month before it. I can instantly go in and see what's in the next month. If I find myself lost in my calendar, and I've gone ahead and I need to get back to today, from the HOME ribbon tab at any point in time, I can always click on Today. And it's going to take me back to today.

Moving into the calendar itself, the first thing you'll probably notice is the weather bar at the top of the screen. You can actually change what city it's pulling the whether from by clicking the down arrow and choosing Add Location. You can put in your town hit Enter and when it finds your town, just select it. I can change what city I'm looking at at any point in time by selecting it from the list. In the calendar itself is where all my appointments are.

I can go back and forth to whichever Outlook data file it's going to be active by selecting it from this top interface here. Here's where I can see my appointments. They're overlaid on top of each other in different colors. This is a dentist appointment from my Outlook data file. The padlock next to it means it's private. That means if somebody is opening my calendar from another computer, they won't see this appointment. Here is all my meetings from my Exchange calendar and they are all in blue. You'll notice that there is a bar next to the calendar appointment on the left- hand side that tells me about the appointment.

For example, the blue bar means I've set myself to be busy at that time. The blue one wide striped horizontal bar means that it's marked as tentative on my calendar. How wide the appointment is depends on how wide it is in my calendar. For example I can see in these time slots that this appointment is only half an hour long. While this one is a full hour. If I hover my mouse over the appointment it will tell me a little bit more about the appointment. Now there's two more things I want to show you.

Coming up here to the VIEW ribbon tab, there's two things I can change. The first is that time scale, which shows me the duration of my appointments, I can click on time scale and change what I'm actually looking at. This is going to help me if I have a lot of appointments or few appointments. It's all going to depend on my preference, the default is 30 minutes. Now the last thing I want to show you is this Overlay button. Right now, I'm looking at my two data files on top of each other right next to each other in the view.

If I uncheck Overlay, now I'm looking at my two appointments side-by-side. You'll notice the week view stays the same, except instead of being on top of each other, they're right next to each other. If I want to change this view at anytime, I can simply come back to the VIEW ribbon tab and check Overlay and I'll get right back to the way it was on top of each other. Now you may also notice this blue horizontal bar going through your calendar, this is going to change over the course of the day, because it's to indicate what the current time is on your computer.

So that's a brief overview of your Outlook calendar. Up next, let's start creating some appointments.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 23536 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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