•
Change the time scale
•
Change or add a time zone
•
Display Week numbers
•
Customise Work Week view
•
Propose new meeting times
CHANGING THE TIME SCALE
Discussion
By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval.
30 minute scale 15 minute scale
Procedure
1. Select the View tab.
2. Click Time Scale in the Arrangement group.
3. Click the time interval that you want to show in the calendar.
CHANGING THE TIME ZONE
Discussion
At any time, you can change the time zone in Outlook so that it matches your current geographic location. When the time zone is changed, this is the same as changing the time zone in Control Panel in Windows. When you change the time zone setting in Outlook, all Calendar views are updated so that they display the new time zone, and all Calendar items reflect the new time zone.
NB. When you adjust time zone settings in Outlook, Windows clock settings are also
adjusted
Additionally, two separate time zones can be displayed in the Calendar. The two time zones can be, for example, your local time zone and the time zone of a city that you often travel to. The second time zone is used only to show a second time bar in Calendar view, and does not affect the way in which Calendar items are stored or displayed.
Calendar displaying two time zones
When you have two time zones displayed in the Calendar, you can swap their positions.
Procedures
Change your time zone 1. Select the File tab.
2. Click Options.
3. Click Calendar at the left.
4. Under Time Zones, type a name for the current time zone in the Label box.
5. In the Time zone: drop-down list, click the time zone that you want to use.
6. Click OK.
Add a second time zone 1. Select the File tab.
2. Click Options.
3. Click Calendar at the left.
4. Under Time Zones, select the Show a second time zone check box.
5. In the Label box, type a name for the additional time zone.
6. In the Time zone: drop-down list, click the time zone that you want to add.
7. If you want your computer clock to automatically adjust for daylight saving time
(DST) changes, select the Adjust for daylight saving time check box. This option is
available only in time zones that use daylight saving time (DST).
8. Click OK.
4. Under Time Zones, click the Swap Time Zones button. Remove a time zone
1. Select the File tab.
2. Click Options.
3. Click Calendar at the left.
4. Under Time Zones, clear the Show an additional time zone check box.
DISPLAYING WEEK NUMBERS
Discussion
Week numbers can be made to appear on the calendar month view and on the calendar Date
Navigator and on the To-Do Bar. Week numbers restart at the beginning of each year (even if
the first week consists of less than seven days). By default, week numbers are turned off.
Week numbers in the Date Navigator Week numbers in Month view
Procedure
1. Select the File tab.
2. Click Options.
3. Click Calendar at the left.
4. Under Display options, select or clear the Show week numbers in the month
CUSTOMISING THE WORK WEEK
Discussion
If your working week and times are different from the Outlook calendar default (ie. Monday to Friday: 9am to 5pm) , you can change them to match your actual schedule. You can choose the days of the week that are a part of your work week, the time when your work day starts and ends, and the day of the week that you want to be the start of your week.
Once you have specified these parameters, you calendar’s look and feel will reflect these choices. Furthermore, it will make your availability clearer to anyone wishing to send you a meeting request.
Procedure
1. Select the File tab.
2. Click Options.
3. Click Calendar at the left
4. Under Work Time, do any of the following:
5. To set your work days, select the check boxes next to the days of the week that you
want.
6. To set the first day of the week, in the First day of week box, click the day that you
want.
7. To set the first week of the year, in the First week of year box, click the option that
you want.
8. To set the beginning and end of your work day, enter times in the Start time box
and the End time box.
9. Click OK.
PROPOSING NEW MEETING TIMES
Discussion
When you receive a meeting request for a time that you aren’t available, you can propose a new meeting time. The meeting organiser makes the final decision whether to accept or decline a proposed meeting time.
If you click Propose New Time, you are given the option of either tentatively accepting the meeting request and proposing a new time or, declining the meeting request and proposing a new time.
If you want to propose a new time, Outlook will open the Meeting Scheduler to help you find a new time when the necessary people and resources are available.
Upon finding a new time and clicking the Propose Time button, an email to the meeting
organiser will appear for you to complete and send.
Procedure
1. Open the meeting request (double click).
2. On the Meeting tab, click Propose New Time in the Respond group.
3. By default, when you propose a new time, you tentatively accept the meeting.
However, if you click the lower half of the Propose New Time button, you have
the additional options to click Tentative and Propose New Time or Decline and
4. Select in the Scheduling Assistant, a time when all invitees are available.
5. Click Propose Time.
6. Complete the message and click Send.
Tip
If you view the meeting request in the Reading Pane, you don’t have to open the message. At the top of the Reading Pane, click Propose
New Time.
Tip
You can change the default response for all meetings requests that you reply with proposed new time. Click the File tab > Options >
Calendar. Under Calendar options click the Use this response when proposing a new meeting time drop list, and select Accept, Tentative, or Decline. Click OK.
RESPONDING TO A NEW MEETING PROPOSAL
Discussion
As a meeting organizer, you receive any proposed meeting time changes. You decide whether to change the scheduled meeting time.
Meeting organisers can also disable the ability for attendees to propose alternate meeting times.
Procedures
Accept a proposed new meeting time
1. Open the meeting request (double click).
2. Click Accept Proposal.
3. Click Send Update.
Decline a proposed new meeting time
1. Open the meeting request (double click).
2. On the Meeting Response tab, in the Respond group, click Reply.
3. Type your message text.
4. Click Send.
5. In the meeting request, select the Meeting Response tab.
6. In the Action group, click Delete. The meeting remains at the original time.
Disable attendees from proposing new times 1. Select the File tab.
SETTING OTHER CALENDAR OPTIONS
Discussion
In the Calendar pane of Outlook Options, you can set and change many preferences on how
your Outlook calendar displays and functions. Some have been described in the previous
topics of this lesson. A summary of others is given in Appendix A on page 144.
Procedure
1. Select the File tab.
2. Click Options.
3. Click Calendar at the left.
4. Change options and settings as desired.