Join Gini von Courter for an in-depth discussion in this video Create and edit an appointment or event, part of Outlook on the web Essential Training.
- When I look at Outlook on the web's calendar, it's clear to me that the team that developed this product paid attention to the feedback that they were getting from users. The first thing we need to do is get to the calendar. If you're used to using the old version of OA, you're looking, perhaps, for a toolbar that says Calendar, People, and so on, nope. Use the waffle. Drop into the calendar. This is the feature that lets me know right away that folks were paying attention. I need to create a two hour block of time and lock it down for Thursday afternoon to get some work done before I fly out on Friday.
This is the thing so many of us have asked for so many times. Can we drag and drop segments in the calendar to be able to create a meeting? This is to work on budget. My Office. Notice as I start entering in information, it's pulling up places called My Office. I'm just going to say use this, My Office. If I'm ready to go, I can just click Save. That's how quick and easy it is to be able to drop in and to create a brand new appointment.
I'd like to provide more details. Simply click the More Details link. In here, you can see I can enter information. I can make this, for example, a recurring meeting. I can save it to a different calendar if I have multiple calendars. I can set a reminder for myself. I can show this time as free, working elsewhere, busy, away, whatever this time is for me, and I can invite people. When I do, that's the difference between an appointment and a meeting. In appointment, I'm alone.
A meeting, there are other people involved. Let's check out a couple of other options here as well. I can add an icon called a charm to this meeting that will be visible in the lower right hand corner on the calendar. If I'm working, for example, in the office on the budget I might find something that looks to me like working on the budget. I don't get to customize this list. There's nothing else I get to add to it, but I can use this to make my own meaning. Let's say that I think the budget, we're going to use that little stock forecast.
There's my charm. See it? It's been assigned. We'll be talking about categories in a later movie. If I'd like to be able to add notes, I add those notes down below and we will also be returning to talk about adding email reminders. Before we leave the appointment form, I want to point out the importance of choosing the right Show As. This is called free busy information because the original statuses were free and busy and available, and then tentative. If you are working in the office, show that time as busy.
If you are working somewhere else, you can choose working elsewhere or you can choose away, but either of those allow people to know that they shouldn't schedule a meeting with you directly before or after that time. Tentative means I'm booking this, but I'm not really sure yet if I'm going to be doing this. This is how you pencil in time on your calendar. Free is when you have marked something, but you want to make sure that it actually consume time. An example of that would be your boss' birthday.
It's not going to take up time on your calendar, but it's good to remember that it actually exists. Often, all day events might be shown as free. The default when you create an appointment is that you are busy, so if you are working in the office, you don't even need to change this. I'm going to save this appointment. Here it is, and notice, there is the little charm in the lower right hand corner that I'm working on the budget. To edit an appointment, simply click, choose Edit, and that opens that meeting form so that you can once again modify any of the information in this appointment.
The other thing I can do is I can modify an appointment by moving it elsewhere in the calendar. If I decide I would rather be working on the budget in the morning in this block, check it out. Just like that, drag and drop to move appointments in the calendar, and select and grab a handle and drag to change the duration of an appointment. Notice there's a little handle at the top and at the bottom. Now, I can click Edit to open the form or I can simply choose to drag to modify this.
Not perfect yet, but it's coming. There's the duration that I want and I'm going to now move this and do that again, one hour to start at one o'clock. It's a little bit kludgy at first, but as you begin working, dragging and dropping when there aren't other items that you're dragging past is the easiest way to do it, but this works. If I want to delete an appointment, click Delete and it will simply be removed.
All I need to do is say yup, I want to delete it, or back to leave it on my calendar. This is how easy it is to commit time on my calendar by creating an appointment in Outlook on the web.
- Working offline
- Creating messages
- Attaching files and pictures to a message
- Creating and using an email signature
- Working with Clutter
- Setting out of office options
- Modifying general and email settings
- Creating or modifying repeating appointments
- Creating and applying categories
- Displaying multiple calendars
- Creating repeating meetings
- Using contact lists
- Creating and joining Office 365 groups