Sharing Your Outlook Calendar via Email

Learn the steps necessary for Sharing Your Outlook Calendar via Email.

Outlook allows you to share your calendar with users via email.  This feature makes it quick and easy to schedule meetings with others.  NOTE:  Any items marked as private will not be shared on the calendar.  Below are the step by step instructions for sharing your Outlook calendar via email.

  1. Make sure any appointments you do not wish to share are marked as private.
  2. Access your calendar by clicking the Calendar icon.Sharing Your Outlook Calendar via Email
  3. Click the Home tab and click E-Mail Calendar in the Share group.Sharing Your Outlook Calendar via Email
  4. The Send a Calendar via Email dialog box will open along with a blank email message.Sharing Your Outlook Calendar via Email
  5. Click the Calendar down arrow to select the appropriate Calendar from your list of calendars.Sharing Your Outlook Calendar via Email
  6. Click the Date Range down arrow to select the appropriate date range. NOTE:  Click Specify dates to choose a specific date range.Sharing Your Outlook Calendar via Email
  7. Click the Detail down arrow to select the amount of details to show –
    1. Availability only – No details will be shown, only the type of availability.
    2. Limited details – Includes the availability and subjects of calendar items only.
    3. Full details – Includes the availability and full details of calendar items.Sharing Your Outlook Calendar via Email
  8. Click the Show button to set advanced features.Sharing Your Outlook Calendar via Email
  9. Check the Include details of items marked private box to include private items.
  10. Check the Include attachments within calendar items to include any attachments.Sharing Your Outlook Calendar via Email
  11. Click the Email Layout down arrow to select either the Daily schedule or List of events.Sharing Your Outlook Calendar via Email
  12. Once you have set the needed options, click the OK button.Sharing Your Outlook Calendar via Email
  13. The calendar is added as an .ics attachment as well as added to the email body.
  14. Fill in the remaining email items and click Send.

Utilizing Color Categories to Organize Outlook

Learn the steps for utilizing color categories to organize Outlook – creating, assigning, renaming, deleting, setting a color category as a quick click and assigning a quick click color category to an item.

Color categories are used to group like items for quick viewing.  Color category organization can be used across all Outlook applications – Email, Calendar, Contacts, Notes and tasks.  NOTE:  Outlook allows the assignment of more than one color category to an item for additional levels of organization.  For example, you can assign one color category to all Acme Projects and assign color categories to each subproject of Acme.  This will allow you to quickly see everything for Acme as a whole, plus delve down to the subproject level.  Below are the step by step instructions for utilizing color categories to organize Outlook – creating, assigning, renaming, deleting, setting a color category as a quick click and assigning a quick click color category to an item. Continue reading “Utilizing Color Categories to Organize Outlook”

Outlook Email Printing Options

Learn how to customize the printing of emails and attachments using the Outlook email printing options.

The Outlook email printing function allows you to quickly print emails using the default options or to customize the printing of emails and their attachments.  Below are the step by step instructions for using the Outlook email printing options. Continue reading “Outlook Email Printing Options”

AutoCorrect Options

Learn how to use the AutoCorrect Options for the Office programs — Excel, OneNote, Outlook, PowerPoint and Word.

The AutoCorrect options allow you to correct misspellings, typos, capitalization errors, add symbols and ignore specified words.  The autocorrect options are available in Excel, OneNote, Outlook, PowerPoint and Word.  Below are the step by step instructions for setting and using the autocorrect options.  NOTE:  The steps are the same for all listed programs unless noted differently. Continue reading “AutoCorrect Options”

Keeping Words, Lines and Paragraphs Together

Learn how to use Word features to keep Words, Lines and Paragraphs together to create a more professional looking document.

When working on documents, Word automatically decides where to split words, lines and paragraphs.  Many times, the default can cause the look of your document to change.  It can also interfere with the emphasis of what you are writing by splitting hyphenated words or splitting key points.  It is always a best practice to use Word’s features instead of manually manipulating your document.  Below are the step by step instructions for keeping words, lines and paragraphs together in word using Word features.  Continue reading “Keeping Words, Lines and Paragraphs Together”

Creating a Contact from an Email Sender

Learn a quick way to add contacts by creating contacts from email senders.

Outlook gives you the ability to quickly create contacts from the senders of emails you receive, enabling you to efficiently set up new contacts.  Below are the step by step instructions for creating a contact from an email sender. Continue reading “Creating a Contact from an Email Sender”

Converting Text to a Word Table

Learn the steps necessary for Converting Text to a Word Table and Converting a Word Table to Text. The steps can also be utilized within Outlook.

Word allows you to easily convert any text within a document into a table and vice versa.  This feature is great for taking various lists and converting to tables for easier reading and manipulation.  NOTE:  This feature can also be used within Outlook.  Below are the step by step instructions for converting text to a word table and converting a Word table to text. Continue reading “Converting Text to a Word Table”

Creating Onetime and Recurring Meetings in Outlook

Learn the steps necessary for creating onetime and recurring meetings in Outlook.

Outlook gives you the ability to set up meetings with individuals and groups.  The meetings can be set up as a onetime meeting or as recurring, applying the meeting details to all the set dates.  Below are the step by step instructions for creating onetime and recurring meetings in Outlook.

Creating Single Occurrence Meetings

  1. From the Calendar app, click the Home tab.
  2. Click New Meeting in the New group.Creating Onetime and Recurring Meetings in Outlook

OR

Use the shortcut key – CTRL + Shift + Q

OR

If you are using another app in Outlook — Click on the Home tab. In the New group, select the drop-down arrow for New Items and select Meeting.Creating Onetime and Recurring Meetings in Outlook

  1. The new meeting box opens.Creating Onetime and Recurring Meetings in Outlook
  • To – Enter the names and resources to include in the meeting. Clicking the To icon will allow you to choose people and resources from your address book. It also gives you the ability to designate which attendees/resources are required, optional, and resources.  You can also type addresses directly in the Required, Optional and Resources boxes.  Click OK once you have added all the needed people and resources.Creating Onetime and Recurring Meetings in Outlook
  • Enter the Subject of the meeting.
  • Enter the Location of the meeting.
  • For Start time, enter the start date and time.
  • For End time, enter the end date and time.
  • Check All day event, to have the meeting block the whole day.
  • Type in the details of the meeting within the body.
  1. Click the Send button once you have completed the meeting details.Creating Onetime and Recurring Meetings in Outlook
  2. The meeting is then added to your calendar.Creating Onetime and Recurring Meetings in Outlook
  3. Double-click the meeting to open the meeting to view the details.Creating Onetime and Recurring Meetings in Outlook
  • The top of the meeting notes if responses were received.
  • Click the Send Update button if you make any changes to the meeting.

Creating Recurring Meetings

Recurring meetings are used to create meetings that pertain to the same topic that need to be held multiple times.  For example, when working on a major project you may set status update meeting for each week until the project is completed.  Recurring meetings allows you to set up all meetings within one new meeting form.

  1. From the Calendar app, click the Home tab.
  2. Click New Meeting in the New group.Creating Onetime and Recurring Meetings in Outlook

OR

Use the shortcut key – CTRL + Shift + Q

OR

If you are using another app in Outlook — Click the Home tab. In the New group, select the drop down arrow for New Items and select Meeting. Creating Onetime and Recurring Meetings in Outlook

  1. The new meeting box opens. Creating Onetime and Recurring Meetings in Outlook
  2. Click the Meeting Tab, if not already selected.
  3. Click Recurrence from the options group.Creating Onetime and Recurring Meetings in Outlook
  4. Enter the recurrence options in the Appointment Recurrence dialog box.Creating Onetime and Recurring Meetings in Outlook
  • Start – Enter start time.
  • End – Enter end time.
  • Recurrence Pattern
    • DailyCreating Onetime and Recurring Meetings in Outlook
    • WeeklyCreating Onetime and Recurring Meetings in Outlook
    • MonthlyCreating Onetime and Recurring Meetings in Outlook
    • YearlyCreating Onetime and Recurring Meetings in Outlook
  • Range of recurrenceCreating Onetime and Recurring Meetings in Outlook
    • No end date – Meetings continue indefinitely.
    • End after – Set the number of times the recurring appointment should occur.
    • End by – Set the date the recurring appointment should end by.
  1. Click OK to accept the recurrence settings you have made.Creating Onetime and Recurring Meetings in Outlook
  2. The Recurrence information is then added to the meeting dialog box. You can then continue setting up the meeting details.Creating Onetime and Recurring Meetings in Outlook
  • To – Enter the names and resources to include in the meeting. Clicking the To icon will allow you to choose people and resources from your address book. It also gives you the ability to designate which attendees/resources are required, optional, and resources.  You can also type addresses directly in the Required, Optional and Resources boxes.  Click OK once you have added all the needed people and resources.Creating Onetime and Recurring Meetings in Outlook
  • Enter the Subject of the meeting.
  • Enter the Location of the meeting.
  • Type in the details of the meeting within the body.
  1. Click the Send button once you have completed the meeting details. Creating Onetime and Recurring Meetings in Outlook
  2. The meeting is then added to your calendar.Creating Onetime and Recurring Meetings in Outlook
  3. To view or make changes to the meeting, double-click the recurring meeting appointment will open the Recurring Item dialog box.Creating Onetime and Recurring Meetings in Outlook
  • Just this one – Any changes you make to the appointment will only apply to the single appointment selected.
  • The entire series – Any changes you make will apply to all appointments within the recurring appointment series.
  1. Click Ok once you have make your selection.
  2. The Meeting Details dialog box will open. Click the Send Update button if you make any changes to the recurring meeting.Creating Onetime and Recurring Meetings in Outlook

Working with Outlook’s Junk E-mail Feature

Learn about working with Outlook’s Junk E-mail Feature, including utilizing the various options as well as marking e-mail messages as Not Junk.,

The Outlook Junk E-mail Filter doesn’t stop delivery of junk e-mail messages; it moves the suspected spam to the Junk E-mail folder.  By default, the junk e-mail filter is turned on and the protection level is set to No Automatic Filtering.  While the Junk E-mail Filter checks your incoming messages automatically, Junk E-mail Filer Lists let you control what is considered spam.  You can add names, e-mail addresses and domains to these lists so that the filter doesn’t check messages from sources you trust, and blocks messages that arrive from specific e-mail address and domains you don’t know or trust.  Below are the step by step instructions for working with Outlook’s Junk E-mail Filter, including using the various options and removing messages from the junk filter. Continue reading “Working with Outlook’s Junk E-mail Feature”

Custom Dictionary

Learn how to edit the Custom Dictionary within the Office Products.

The spell check feature compares the words within your documents with the words within the main Office dictionary.  This dictionary contains most of common words but it may not contain some proper names, technical terms, acronyms and capitalizations.  To combat this issue, you can add words and capitalizations to a custom dictionary to prevent the spell check feature from flagging them as misspelled.  The custom dictionary applies to Office 2016 – Word, Excel, Outlook and PowerPoint, however the steps may differ slightly.  Below are the step by step instructions for editing a Custom Dictionary in Word. Continue reading “Custom Dictionary”