How to Use Microsoft Outlook's Calendar Feature
Traditional wall and desk calendars may come filled with pictures of frolicking puppies and festive cartoon characters, but the Microsoft Outlook electronic calendar avoids all of the frills. Instead, you get a dynamic, customizable calendar to transform into something that doesn't just hang on the wall, but works with you every day. Outlook calendars offer pop-up reminders of upcoming events, let you view and share your schedule with others, and provide a way to color code and change appointments, no cross-outs or scribbles on paper required.
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Instructions
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Open Microsoft Outlook. Click the "Calendar" link at the bottom-left corner of the working area to open the calendar view.
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Review the ribbon at the top of the work area. Click the "Day," "Week" or "Month" button on the ribbon to view your calendar by that time frame.
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Double-click any date box on the calendar to set an appointment -- you do not have to click the actual date for that appointment. The "Untitled -- Event" window opens.
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Type the name of the appointment, holiday, meeting or occasion in the "Subject" line. If desired, type the location, such as "Jerry's Office" or "Santa Rosa, California," in the "Location" text box.
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Change the dates in the "Start time" and "End time" boxes if they're not the desired date for the event, i.e., if you clicked a different box. Pull down the time boxes and set the parameters for the event, such as 12 p.m. to 1 p.m.
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Review the options for the calendar in the "Event" window's ribbon. Pull down the "Reminder" menu and choose a time for a pop-up notice from the calendar to remind you of the appointment.
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Click the "Categorize" button. Choose a color for the event. This is a way to color-coordinate your calendar. At a glance, you'll be able to tell categories of your events such as business meetings, family commitments and personal items.
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Click the "Save & Close" button to close the "Event" window and return to the calendar view. Scroll through the calendar to review appointments or make other changes.
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Delete a calendar appointment by scrolling to it on the calendar view, clicking it once -- you do not have to double-click to open the "Event" window -- and pressing the "Delete" key.
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Click the "View" tab at the top of the work area. Click the "Color" button, an image of a colored pie chart, on the ribbon. Choose a color for the calendar. This is optional.
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Right-click the "Calendar" link under "My Calendars" in the left-side pane. Click "Share." Select "Share Calendar." Choose people to grant access to viewing your calendar, which is helpful when others plan appointments or need to check your schedule. This is optional. When others share their calendars with you, you'll receive a message about it to click and accept.
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