Viewing and printing calendars
Video: Viewing and printing calendarsThis chapter and the next two chapters are all about how we work with the calendar. So let's begin by viewing the calendar. Here we are in OWA and the easiest way to get to the calendar is to drop to the bottom of the Navigation pane and click Calendar. So here we are in our Calendar. In Outlook, which is the full PC client for Exchange in the 2010 version, and here in OWA 2010, we have a new set of combined views that allow me to look at one day, a work week, defined as Monday through Friday by default, but this is something you can change in the Options, a week Sunday through Saturday, if you prefer to start on Monday you can change that as well and then a Month View that shows me my entire month.
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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.
- Logging in to OWA
- Composing a message
- Attaching files
- Replying and forwarding
- Flagging items
- Creating an email signature
- Creating appointments and repeating appointments
- Sharing a calendar
- Creating tasks
Viewing and printing calendars
This chapter and the next two chapters are all about how we work with the calendar. So let's begin by viewing the calendar. Here we are in OWA and the easiest way to get to the calendar is to drop to the bottom of the Navigation pane and click Calendar. So here we are in our Calendar. In Outlook, which is the full PC client for Exchange in the 2010 version, and here in OWA 2010, we have a new set of combined views that allow me to look at one day, a work week, defined as Monday through Friday by default, but this is something you can change in the Options, a week Sunday through Saturday, if you prefer to start on Monday you can change that as well and then a Month View that shows me my entire month.
If I'm in any view and want to go to Today for example, if I'm on February 1st in a Day View, I could automatically click Go to Today to display a calendar that would include Today. Today's view is really rich because it has lots of information in it about what I'm doing today. I move from one time period to another, whether it's a day or a week or a month, using these arrows. Here's the next day that's tomorrow, here is Friday. But if I'm in my Month View, I'm switching from February to March to April and so on.
In my Navigation pane in this view, what I have is a feature called the Date Navigator. If I want to go to a particular day, I simply find that day in the Navigator and click on it to display it, just like that. I can also click the dropdown arrow at the top of the Navigator and go to a particular month or a particular year. So this is the three months behind me, the three months in front of me but I can go right to 2015 for example in January.
Now the Navigator is there, but I am still looking at tomorrow. So when I want to actually see a date there, I need to click, or a month. Below the Date navigator, I have a section where it displays calendars. I have a calendar. This is the calendar in my mailbox. It's my Exchange Calendar that I'm viewing here in OWA, but as you will see later in this course, there are other calendars that I can potentially open because other users say hey you can see my calendar as well. And then at the bottom I have the folders list just like I would have when I was looking at my email.
So let's go back to Today, to this month, here at the bottom. Notice a couple of other features. First, Today has an orange border around it; the date for today is orange. Now if I change my theme to another theme, it won't be orange it will be some other color that shows up. For example here it's going to change all my colors, but it will be some highlighted color. Now it's purple for example. So if you're looking for Today, look for the border and the difference in color.
That's the first thing. Next if I want to view more of today in this view the Month View, notice that there is a down arrow. It's an expander that will actually expand today. You're going to see that only in that Month View. Here I'm going to scroll to see all of the day and in the Day View again I will scroll to see all of the day. But in the Month View I can get the overview of my entire calendar and then say ah, show me more and I will see all of the appointments for today.
Let's go back to Today in Day View and I want to show you difference between two appointments. This appointment actually exists. It has been accepted, it's real, it's as you would say on my calendar. So I actually had lunch with Mark and we met in the lobby. I can tell it's my past, well, not just because I had lunch and I am aware I've eaten, but here is the time indicator right here in the day. It's just after two o'clock right here and we can see that, that's what that orange line is for here.
This meeting is grayed out. This is a meeting that you might say to somebody I'll pencil you in. It's tentative. It hasn't been accepted yet. This is actually an invitation that I'm receiving from Judith that I need to reply to. So when I select my lunch with Mark, I just see information about it over here on the right. But when I select this meeting it is ready for me to do something with it, to accept it or to turn it down, and it says I should please respond. We'll be learning how to do that in another chapter, but that's the difference between something that's on your calendar, definitely and an item that is waiting for you to actually accept it into your calendar.
This is an invitation that we haven't yet taken advantage of. Two more features to quickly look at; I have the ability to share my calendar and other people can share theirs with you and we'll do that right up here at the top in any view, whether we are looking at a week or a day. We also have the choice to have a Reading pane that displays on the right or not, and we saw that earlier. Now it's on by default in day view, it's not on by default in Work Week or Week View, but I like having it in every view because I can select things and see the preview.
So that's up to you to have it off or on in each of these four different views that are combined to give you a good look at your Calendar. And then finally I have the ability to print this calendar. Now I'm looking at a Work Week view right now. So when I click Print, I'm going to get the option to print a Work Week view. That's what's here by default. I can print a detailed agenda along with my calendar. I can say I want to print from eight to five, or I can say no, I actually I'd like to print starting at seven in the morning even though I'm not working then until seven at night because sometimes I have things after hours.
I get to set this up. I have a choice of some print views. I can do a Horizontal Agenda that looks like this. I can do a Vertical Agenda, a little bit more like that. I can also switch and say I want to print a day and the day will print is the day that I am on and I can choose to print a Month View as well. This only prints workdays. When I turn that checkbox off, I get the entire week. So these are all the different ways that I can print. The easiest and fastest way to print is to say if I'd like a Day View, go to a Day, click Print, because it will automatically bring up the Day View and I can say I'd like to have a detailed agenda along with that or a narrower calendar so I have room for notes next to it on my paper.
Choose the view you want, fire up that print view and you'll be in good shape to print. So no matter how we're working with calendars and which calendars we work with, this is our basic set of tools that allows us to view and to print our calendar from OWA.
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