If you are in any sort of support role, it is likely that you will find yourself spending a lot of time working in your calendar or in a calendar that your client, boss or colleague has shared with you. Perhaps another colleague needs to know whether your boss will be available on a certain day. You may be regularly setting up appointments and arranging meetings for yourself or for your boss – and if everyone has a busy job, you may well also have to change those appointments and meetings several times!
You need to be able to see the calendar in a way that works for you. Setting up the calendar to show what you need to see and the way you need to see it can be a huge time-saver.
Let’s first look at the available views and how to set them up.
The Calendar has four main views:
From the View Ribbon, click on Change View and select from one of the following:
Calendar – displays the standard view in whichever arrangement you have selected, such as Week to view.
Preview – shows the Month arrangement.
List – this view displays all appointments, meetings and events in your calendar as a list.
Active – shows all future active appointments events and meetings.
Calendar arrangements are how you display the calendar when in Calendar View.
Day – shows appointments, events and meetings for one day only.
Week – shows appointments, events and meetings for a whole week, including the weekend.
Work Week – shows appointments, events and meetings for the week – Monday to Friday (excluding weekends).
Month – shows a whole month of your calendar.
Schedule View – this view shows a horizontal arrangement of the timeline and is useful for comparing time periods for multiple calendars.
To change the arrangement click on the icon to display.
Day view – shows you the calendar for the day selected only
Week view – shows everything happening in a week including weekends.
Work Week – shows just working days and no weekends.
Month – shows a whole month to view, although you only see headlines here.
Month view displays less detail due to space constraints. On a day where there are more appointments than space, a small downward pointing arrow is displayed in the bottom corner of that day.
Schedule View – shows several calendars in a timeline
Use the Timescale to set how much time to display for each appointment on your calendar.
Open other calendars
When working in an organisation, you may need access to other people’s calendars. Once you have opened someone’s calendar for the first time, it is very simple to switch it on or off.
Click Add Calendar on the Home Ribbon and then choose the method to use.
Choose from Address book to open a colleague’s calendar – it will then be added to the list on the left of your calendar so that you can open it again quickly.
The calendar you chose will open side by side with your own calendar.
To open the other calendar next time, simply use the navigation pane on the left.
Check the box to open the required calendar.
I hope these few tips will get you up and running to use your calendar in a way that works for you.
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