How to use Microsoft Outlook Calendar - Tutorial for Beginners

hi there jamie keet today at teachers  tech hope you're having a great day today   today i want to show you how to use the calendar  inside your microsoft outlook so before i did   a tutorial on how to use your microsoft outlook  email but today i'm focusing on just the calendar   how to create those events how to manage those  events how to share those events with other people   adding calendars and more so let's get started on   how to manage your microsoft outlook  calendar today on teachers tech everything in this video will be timestamped down  below in the description so if you're looking for   something specifically take a look down there  and you can jump to that part of the video   now last time when i created my outlook tutorial  i was focused on the email this tab right here   this time it's going to be the calendar tab  which i'm going to stay in and then go over   all the different things i can do in here now the  first thing i just want to do is give you a little   walk around of this calendar and what i want to  show you first is just how to quickly change the   view so right now you can see that you are in  month view here now you can change the views by   taking a look up top under the home tab and  then looking at the ribbon here we have if   we wanted to see the day if you want to see  the work week if we wanted to see the week   if we wanted to see the month and then there's  also a schedule view if i had schedules that   would be in there so you can quickly change that  around now looking on the left hand side here you   can see that there's these smaller calendars that  allow you to jump to dates very quickly and i'll   get into more of that in a bit and then we have  our calendars down here so i'll should also   show you how to add more calendars even fun and  interesting calendars maybe a favorite sports team   or other things i'll show you how you can add that  too but if i go back up here i wanted to point out   if ever this so if i'm going to just  close this minimize this folder pane here   and notice as i click on it it doesn't show  anymore if you open it and then just click the pin   like this then you can kind of jump around and  this will stay open here so just so you know   if you do want these smaller calendars to stay  open just go ahead and pin it open like that   all right so in any of this if i'm navigating  around in these calendars i can jump ahead   easily just by going ahead pushing ahead like  this and i can go backwards in time to to see past   appointments that i had if i needed to check  something previously i can do that it's always   quick to go back to the date just go up here  and hit today just like that and it jumps back   to the correct month and the day that i'm on right  here you can even see there's the next seven days   that it just opens up with your any appointments  that you have in it now i can also use these   smaller calendars over here to go and pick a date  too so i could you pick on a pick one in the past   and we'll jump to there into the day view i can  actually even grab a series of dates so if i grab   and hold and drag across notice when i do that  the 13 14 15 16 that comes into this view here i   do want to point out too you i have two calendars  showing here you can stretch this out too notice   that when i hover over my mouse and click and  drag i can create more space more calendars there   if you want to see more so if i needed to jump  ahead you can see now i pick three days so you can   quickly select the dates that you want to to go  to that you can add appointments to now i want   you to take a look right up here where it says  washington dc so what you're going to get here is   pretty much just the weather here you can put it  to where you want so if i wanted to add a location   let's say if i wanted to add vancouver here like  so spell it correctly and go ahead vancouver   and right here we'll put it and then it's going  to update to that weather there i can also make a   quick view change here so if i wanted the day view  i can adapt that to what i want to see here so   there's always multiple ways in all the microsoft  products to do different things whether you're up   on the ribbon and looking through each on each tab  or right clicking on things you're going to get   lots of different options i wanted to point out  now i'm just going to go back to my month view   here and talk about the calendars that are posted  and i want to give you a little tip how to add   even more fun calendars here in a moment so if  i look here my calendar is here so this is maybe   events that i would be you know for work or maybe  if i was planning youtube videos i'd be adding   them to the calendar here i have another calendar  this is just the united states holidays so if i   click on this one you get two calendars so i have  my personal calendar but here's another calendar   with just holidays what you can do here though is  kind of merge them so you can layer them on top   of each other what you can do is hit this little  arrow here and now you're seeing both of them so   you're not eating up all that real estate there  you can see i can go back and close this one if i   wanted to but right now both are selected they're  in one view and i'm seeing both of them and you   can do this with the different calendars as you  turn on more if you had more birthdays then you   could put them in so you're seeing all calendars  at once you just don't have to go uh to each of   them like that so i if i close them down you can  see it turns them off so that's just a little tip   about managing those calendars but now i want  to give you a tip of how you can add something   interesting to your calendar i just logged in on  the web to my microsoft 365 account and remember   you can open up outlook here on the web you don't  need to be connected with your installed app on   your computer so i am going to go to outlook right  now and you can see it's right here it's going   to look very similar it's not as powerful as the  as the app for the downloaded under windows here   but what i wanted to point out was if i go to  calendars and i'm just going to click on here   and i'm going to go to my calendar looks kind of  similar what i want to do is add a calendar here   now what i'm going to do is click on this add  calendar and you can see there's recommended   and everything i'm going to go ahead and go to  sports and i'm going to add since this football   season right now i'm going to go ahead and  go to the nfl and i'm going to go and add   the los angeles rams if i was following them i  want to make sure i know all the games there you   can see you can pick all of them and just like  that i've added them so you can see if i close   out of this now it's here on my web version but  now when i go back and open up open up my outlook   the next time it's going to be here too so i'm  back on my desktop here with the microsoft outlook   app now if i look over you can see the los angeles  rams are there i can go ahead and click and turn   it on and it opens up notice it's on the left  hand side well that's because it's at the top of   it so i can quickly just drag it down if i click  and hold and drag it it changes this changes the   order very quickly so i can bring it to the bottom  if i want and now it moves to the other side i can   do my overlay like i showed you before you can  delete any of these calendars quickly if you want   what i like to do is right click on it just like  this and you can see we have delete calendar i   have my move up and moved down like i did before  i can rename it i could change the color of the   calendar so you have these different options so  if i go and a different way you can do this is   always look up to the top in to the different tabs  and then the ribbon in this case if i go to just   up here with the folder i'm already clicked on it  so you can click on the folder tab and you'll see   that you have some options to delete move copy  calendar even add a calendar so if i'm going to   go back to the home and notice that the ad  calendar is there there are multiple places   i added a calendar of interest you can also add  a blank calendar here i'm just going to click   off these ones here turn this off if i go  up to add calendar you can see i can create   a blank calendar from here i could go ahead and  name it and then maybe if it was a calendar of   just my youtube videos i was going to place  events in so i'd have a separate calendar to   keep track of just my when i was creating those  videos and that would be added and worked the   same way as these other calendars here so if  i go ahead and create this here and hit ok   i have youtube right here maybe i want to color it  i right click on it i go to color i'll make this   this color here just so it stands out you can see  the color up here so that's just some options in   creating a calendar i just want to point out too  you could add calendars from other people in your   organization if they've shared them out so what  i mean is if you come up here to add calendar and   drop down you could add it from an address book so  if i was if i knew the person i was searching for   of the company i could go ahead and search it and  find them and add their calendar but they would   have to make sure they've shared it out to do that  so how do you share out your calendar you can see   right beside here so if i was part of an  organization and i wanted to share my calendar   out i drop down and let's say if it was this one  here i get these options here where i can choose   what do i want people to see right now you can see  it's defaulted can view when i'm busy but you can   change this too they can view all the details they  can edit so you pick what you'd want them to add   and if you wanted to add people you know  once you share this out then people could   add your calendar to it so that's important  later on especially when you're scheduling   meetings with your outlook calendar to be able  to be efficiently finding that time when you can   schedule them so the first type of appointment  i want to show you how to add to your microsoft   outlook calendar is just that one where it's  going to be about managing your life it's just   kind of a reminder that can pops up get you get  reminded of it it's nobody else you need to add   to it and i'm going to go ahead about a month  here i'm going to go to october and let's say   i'm going to make about something that's going to  be on the 12th here i'm going to double click in   here and notice i get this pop up i double click  on that place and i get the event that i can start   putting the information in there's a few different  ways you can do that that's how i tend to do it   you can right click and go a new appointment right  here and you can go new all day event also so you   can create it from that right click and you can  see the different options you get you can also   go up top here so if i have it selected i could  go new appointment and it's going to open the   same thing the difference between that all day  thing notice that this little check here and i'm   going to make two different events here to show  you the difference how it looks in your calendar   so let's say on this day i have to take my boys to  swim club for practice and i'm just going to say   i'll put swim club as the title and i can pick  a time in here so i'll say it's going to be at 6   00 pm and it's going to last one hour notice i can  do i can switch it to holiday if it was i can pick   time zones by selecting this and then adjusting  it if you're you know if you're traveling you can   pick that to make those adjustments is there  a location i can do a search right in here so   maybe i'm going to calgary uh swimming here so i'm  going to say swimming and notice i get different   pools maybe it's at this pool here and i get  these exact location in there i could add a note   to this so maybe i gotta remember to say pay fees  or something like that i can so i don't forget i   add that uh and you can see that uh there are a  lot of other options that you have up top in here   uh i this is microsoft outlet 365 i'm using so  i do actually have a dictate in here so i could   click on this and just talk into this and it'll  put my uh put my notes if i want into it too   also if i need to insert anything was there a  file that i need inserted so is there something   from my computer i could go through here grab you  know a certain file a picture a pdf and add it to   it so i'd have everything in the right place  and you can take a look at all the different   things that you can add once i'm selecting and  selected in here from pictures and everything   to shapes and screenshots to it so i'm going to  just go back to the appointment and let's say   this was all done right here do i want a reminder  of this when do i want to be right reminded 15   minutes before well maybe i have to drive an hour  so i don't want to be reminded 15 minutes before   i want to be reminded two hours before in this  case so you set when you want the reminder   when you're all done you can go ahead and hit  save and close so i have this event here now   i'm just going to quickly make another event  beside it here and you can see if i click once   i could start typing in here too to get my uh so  let's say if on this day there was a swim meet so   notice when i just typed that in there was an  event here on on this day and it went all day   just by just clicking once and then typing in  the information so what does this look like   uh the difference between these two i'm just gonna  go to week few to show you if i go to week here   and i'm actually on the wrong week here i believe  it was the week before there it is swim meet and   now rate since this is an all day thing this comes  at the beginning of the day so it just puts it   up top here but when it's a specific time if i  scroll down you'll see at 6 00 p.m this one is   listed so the all days will get put right at  the beginning so that is kind of your simple   way to put an appointment to now i want to show  you how you can add people to this to create a   maybe a meeting that you can make  sure everybody knows that is happening   with these events you can go back and edit them  too if i select on and i'm clicking on the blue   part here notice i have an open option here or  i could just double click and it's going to open   it up again and i can make any changes to this and  at any point even if you make just a kind of event   to help yourself you can right-click and invite  attendees so if you thought you made a you made   an appointment and you're like oh no i can invite  people to this one and you can go and add people   and that will make more sense i'll show you how to  in the meeting that i'm about to make in a moment   i just want to point out too with uh creating a  an event or appointment on a different calendar if   i go over let's say youtube if i select this one  now if i pick a date and i'll just pick the 18th   if i pick this date take a look at the very  bottom here in folder youtube so now i know   what uh that what appointment what folder or what  calendar this is going to be created on here so i   could go ahead and tell myself well i'm making a  video for outlook and i'm i know it's going to be   on that on this one here so if i go ahead and  just save and close it now it's going to be on my   youtube calendar you can tell right away even by  the color that's highlighted there versus the blue   of this one now you can go back i can delete this  click on it select it delete and it's gone uh from   there too now let's talk about inviting people  to a group or a meeting with people so i could   right click just like i showed you before and we  could go to new meeting request now if i go to   new meeting up here it would do the same thing so  i could click on it and right away it creates an   email because what it's going to do is send an  email out to the people to confirm if they can   go to this to this meeting or not and that's  why you're seeing where it's from me and we're   going to be sent out so what is this going to  be about let's say i have a coaches meeting here   and when is it going to be yes monday this is  coming on this monday coming up in october so   i'm going to change the time here it's going  to be one hour long from 8 to 9 in the morning   this is actually going to be reoccurring too  so reoccurring how often this every monday is   good this could be every monday and friday um i  could go back and change the reoccurrence at a   later time and delete it i'll show you how to do  it after i create it or let's say if it was going   to be monday friday i would select there i'll  just leave it as monday you can see the different   different things you can adjust i'll hit ok and  it tells me when this is going to start and how   i'm i can edit it from here i can add people here  so of these demo accounts that i have i could add   people from this part or i could go to my address  book and add people to it too but i'll add one   more i'll add another different demo account here  and make this optional uh for uh this account here   so just like that so we have required people and  optional here i could give it a location by just   doing the same thing that i did before i'm not  going to be worried about location in this one   but i can find you know so a room finder so if  your administrator of your microsoft account has   the rooms added in they can select this then you  would have different buildings in different rooms   and this would go into a schedule that would not  allow people to take that room if you've already   have that one in your calendar they would see a  conflict in that and you're not going to be able   to see the rooms that someone else has at that  time it wouldn't be available so you would just   select your building or your rooms that are set up  through your administrator your tech administrator   i'm not going to add a room on that one  because i haven't added any in my account   so other things i want to point out here  the scheduling assistant so as i added these   people to the email i would be able to see their  scheduling if they've shared their calendars and   i'm going to show you how to share calendars in  a in a moment because in the workplace that works   well if you have your meetings and you can share  with somebody else they would be able to look in   the scheduling to see if there's any conflicts or  when is the best time to book this meeting they   could see that opening the space there and  you can see where i can still add rooms and   i could search for a room if i needed to  right through the scheduling assistant here   i'm just going to go back to meeting series on  this one and i just want to point out too how   you can connect it with microsoft teams so you  can create a new teams meeting if you need it to   video conference through there you can even add  your microsoft onenote great place to take notes   connected in here so just a few other options and  also just like i mentioned before with the insert   you can attach your files maybe you need to  show a presentation or powerpoint to the group   you could go ahead and attach it here and then  it would be able to uh you know so you just have   it there and people can open it up and look  at it if you're doing it that way if they're   different places but you can take a look at the  different things you can add and put your info   of the meeting right in here that you want people  to know about i'm just going to go back to the   meeting series here uh and i'm going to go ahead  and hit send this so people are going to get uh   a email and they based on this so this response  request responses allow time new time proposals   and allow forwarding so these are my response  options here i'm going to go ahead and hit   send on this so when they get the email i want  you know them to say yes they're attending   or maybe they suggest a new time that would  work better so i would go ahead and send this   and you say i don't have a location but i'm going  to send anyway i'm not worried about that and   instantly it gets put to this and notice i was on  my youtube calendar there you can see right away   by the by the calendar color there so depending  on which one you'd want you got to make sure you   have your correct calendar selected now i can go  and change this to if i right click on this notice   where i can cancel meeting cancel occurrence  would be just that one day if i cancel the series   it would delete all of them and then they would  get an email back saying that it's been cancelled   i do want to point out here up top the search so  if you once you get a lot of different meetings uh   you might need uh to search for different things  so if i was just going to be if i type coaches   you can see it does a search and it found an  occurrence of where coaches is used and i can go   to that event and open up so take advantage  of this search up top it won't especially   once you get a lot of different events and  appointments inside your microsoft outlook   calendar i hope this video helped you  with microsoft outlook with the calendar   option let me know what else you're  looking to learn with microsoft   outlook calendar or other options too i still  have more videos coming out about outlook thanks   for watching this week on teachers tech i'll see  you next time with more tech tips and tutorials

Channel: Teacher's Tech

Views: 7,113

Rating: 4.9708028 out of 5

Keywords: outlook, microsoft outlook, outlook tutorial, How to use Microsoft Outlook Calendar - Tutorial for Beginners, jamie keet, teachers tech tutorials, outlook calendar tutorial 2021, outlook calendar sharing, outlook calendar, microsoft outlook for beginners, microsoft outlook tutorial

Id: TzNQkMTHKuM

Length: 21min 34sec (1294 seconds)

Published: Sun Sep 26 2021