Outlook Calendar for Windows – Cheat Sheet
Issue/Environment/User Role
A Student, Faculty, or Staff Member is not familiar with Outlook Calendar, and would like to know about best practices.
Cause
The user has not previously used Outlook Calendar, it has been a while since they last used it, or the would just like to know more about the tool.
Resolution
Schedule a Meeting and Track Responses:
- Step 1 – Select “Home” > “New Meeting”
- Step 2 – Select “Scheduling Assistant”, and then add attendee names to get free/busy times
- Step 3 – In “Room Finder” select a location from the room list and then choose a room
- Step 4 – Select ”Teams Meeting” “Skype Meeting” or “Schedule a Meeting” (for RingCentral) if individuals will be telecommuting into your meeting
- Step 5: Attach a File – Select “Insert” > “Attach File” > select a file, and then “Share link”
- Step 6: Track invite responses – Select your meeting and then “Tracking” to see responses
Apply categories to sort your events
Right-click an event, select “Categorize”, and then select the category. You can use multiple categories
Switch calendar views
From your Calendar, select “View” and then select a view option like “Day”, “Work Week”, “Week”, or “Month”
Add a calendar to your view
From your Calendar, select “Add Calendar” > “From Address Book” and enter a contact to see calendars from people in your organization. Or “From Internet” to view online calendars
Create a meeting from an email
In an open message, select “Meeting”. A request is made inviting everyone on the “To” line as “Required Attendees”. Title and message body is copied over and can be edited
Keyboard Shortcuts – increase your efficiency with some keyboard shortcuts to
Go to Calendar |
Ctrl + 2 |
Go to Mail |
Ctrl + 1 |
Switch view to include today |
Ctrl + T |
Create new meeting request |
Ctrl + Shift + Q |
Open selected calendar event |
Ctrl + O |
Create Appointment |
Ctrl + Shift + A |
For more Keyboard Shortcuts visit: https://go.microsoft.com/fwlink/?linkid=864503
For additional information on Outlook Calendar for Windows:
Outlook Training - https://go.microsoft.com/fwlink/?linkid=864509
Outlook Quick Start Guide - https://go.microsoft.com/fwlink/?linkid=864510
Differences between desktop, online, and mobile - https://go.microsoft.com/fwlink/?linkid=864504
Differences between Windows and Mac version of Outlook - https://go.microsoft.com/fwlink/?linkid=864506
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