Training Outlook Calendar

A great calendar is like a great personal assistant, keeping your days flowing smoothly. Without them, most of us would miss appointments, forget birthdays, and disregard deadlines.

But no single calendar is best for everyone. Everyone's workflow is a little different, and scheduling needs vary. Some want their calendars to be simple and streamlined; others prefer robust, customizable calendar that track tasks and notes alongside events. Here at Advanced Pain Management, we use Microsoft Outlook.

Let's dig in and learn some of the basics with this valuable tool that can make your life a little easier.

Using Microsoft Outlook 2013's Calendar allows you to:

  1. Schedule meetings with colleagues.
  2. Let colleagues know when you are available to meet.
  3. Schedule and keep track of appointments.

• Change Your Calendar View

Change Your Calendar View

You can set the Outlook calendar to a view that suits your needs.

To change the Outlook Calendar View:

  1. If not already in your Calendar, select Calendar in the Navigation Pane.

2. While in your Outlook Calendar, on the Calendar Ribbon HOME tab, locate the Arrange group.

  1. Select one of the following options: Day, Work Week, Week, Month, or Schedule View.

The view of each group is as follows:

  1. Day: Displays the currently selected day only.
  2. Work Week: Displays Monday-Friday.
  3. Week: Displays Sunday-Saturday.
  4. Month: Displays the current month. You can use the drop-down list to specify the level of detail displayed.
  5. Schedule View: Displays multiple calendars in one view, making it easy for you to see others' availability and schedule meetings accordingly.

To change your view in Outlook 2007, click the view buttons at the top of the calendar.

Changing Your Calendar View (Video)

Modifying Your Calendar View

In less than 3 minutes you will be able to optimize how your Outlook calendar appears and works better for you. 

Do you feel the information was easy to follow?

• Set Availability Status

Set Availability Status and Time Zone

Set Availability Status

By default, your working hours in Outlook 2013 are set to 8:00 AM to 5:00 PM., Monday through Friday. However, you can change these times.

To change your workday times:

  1. Go to the Backstage View in Outlook by selecting the FILE menu.
  2. Select Options.
  3. Select Calendar.
  4. In the Work time section, select the Start time drop-down arrow and select a start time.
  5. Select the End time drop-down arrow and select an end time.
  6. To save your changes, click OK.
  7. These changes will now be reflected in your calendar.

To change your workday times in Outlook 2007, select Tools and then select Options. Click Calendar Options.

Change the Calendar's Time Zone

You can change your calendar's time zone to suit your needs.

To change the calendar's time zone:

  1. Go to the Backstage View in Outlook by selecting the FILE menu.
  2. Select Options.
  3. Select Calendar.
  4. In the Time zones section, enter a name for the time zone in the Label text box.

5. From the Time zone drop-down list, select a time zone. We are Central Time.

6. Click OK to save the time zone.

To change time zones times in Outlook 2007, select Tools and then select Options. Click Calendar Options and then Time Zone.


Local Weather Forecast

One of the new features of Outlook 2013 is that the calendar displays a three-day forecast.



To change the forecast location, click the arrow next to the city, and type a zip code or the name of a place in the Add Location field.

Setting Up Your Calendar (Exercise)

To switch to Calendar, you must quit and restart Outlook

  • True
  • False

Which pane allows you to switch between Mail, Calendar, People, and Tasks?

  • People pane
  • Folder pane
  • Navigation pane
  • Reading pane

You can customize the way you see items in Outlook by changing the _____.

  • Look
  • Appearance
  • Interface
  • View

Print Your Schedule

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Schedule a Meeting

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Make Updates to Meetings

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Cancel a Meeting

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Reply to a Meeting Invitation

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Schedule an Appointment

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Make Updates to an Appointment

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Create Calendar Groups

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Delete a Calendar

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Work with Calendar Items

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Use Multiple Calendars

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Scheduling a Meeting (Exercise)

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