Microsoft Outlook 2021: Advanced Calendar Management

Name: Microsoft Outlook 2021: Advanced Calendar Management
Author: KIwanna Brackett

Learn how to manage calendar appointments and meetings using advanced calendar options and features

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Course: On-Demand

In this lesson, we will review how. To change availability and appointment priority and Outlook. When you want people to know your message requires immediate attention or is urgent, you can change the priority to High Importance. Or if the message is for information. Only you you can set it at Low Importance. To choose these options you open Outlook on the Home tab. You'll open the new Email Message window by clicking the New Email button. And to adjust the priority level for. Your message, you would go to the Message tab. In the tags group, you have the. Option for high importance or low importance. Again, for those messages that are urgent. Or require immediate attention, you would select High Importance and it will be tagged with the High Importance Priority. Or if it's for Information Only, it. May not require an immediate response. You can set it at low importance. You're working with sending a new message out. You also have the option. To the. Importance level of an email message you've received from someone else to help you. To be able to determine those email communications you need to respond to quickly. And those that you have some additional. Time to reply or to follow up on. To change the importance of an email. Message you've received, you will open the. Email message by double clicking on it, and in the Tags group, you can click on the dialog box launcher to. Open up message options. And here under Settings, you can adjust. The importance by choosing either Low or. High, depending on those messages that require. Immediate attention or those that are just for information. So currently this message I receive is set at normal. To switch it to high. I'll select High. Click Close. So now if you notice, there's a message was. Sent with High Importance. To reflect that change. And I should see that explanation mark. That indicates that this message is of. High Importance that was not there previously. So you definitely can use these as. Ways to be able to categorize your. Response time to email communication. You send or receive other features in. Outlook that can help you in managing. Your message response and engagement with those that you're sending messages with is ways. To indicate your availability. We'll look at ways to change your availability. On your appointment in your calendar to. Help indicate for those that have access. To view your appointment calendar to see. What your availability is. And then we'll look at ways you can share your availability with others via email. So we'll start with the Calendar option. So we're going to switch to the. Calendar view, and for appointments that you currently have on your calendar, you can. Adjust the availability. Or indicate the availability. For your appointment if you have not. Already set it at your desired preference. So I'm going to open up an. Appointment that I currently have on my. Calendar and we'll make some adjustments. So for this appointment, I can indicate. My availability by choosing how it shows in my options. So you have the option of saying free. Even though I have an appointment on my calendar, I can still take others. So this is good. If you put office hours where you'll. Be available to engage with folks in. Your office and you're available to make. Appointments, you can choose the free option. To indicate that you're available to either. Meet or connect with someone else. If you want to indicate that you'll. Be working from a different location, you. Can choose the working elsewhere option so that those who are trying to determine. Your availability will know that you are. Not currently in your office to be available to work. You can adjust it to tentative busy indicating that you're not available or out of office if you are not available. Or have an appointment that will take you away from the office. So, depending on what you currently have set on appointments that you have on. Your calendar, you can make those adjustments. And when you share your calendar with. Others, or when others within your organization. Trying to make appointments, they can gauge based on these settings when would be a good time to connect with you. So that's a way in which you can indicate availability on your calendar. Now, for those individuals that may not. Be within your organization and have access. To your calendar, you can share your. Availability via email by choosing some advanced settings. So we're going to open up a. New message window again. And we are going to include availability by adding it to our email message. So to do so, we are going. To insert and we're going to look. At the include group and select the option for calendar. So this is going to give us the ability to share our calendar with. Our recipient inside the body of our email message. And here it will indicate availability so. We can provide a range. So are we giving them access for. Our calendar for today? Or we can choose from the drop. Down list of options. So next seven days, next 30 days. Whole calendar depending on what we need to share. So I'm going to choose the next. Seven days option and then you can. Indicate where you want to show within. My working hours only, so that would. Prevent them from trying to schedule appointment with you after hours. So once you have your settings in. Place, you will click OK, and then. That will be embedded in your email message. And now you can send this to. Someone outside of your organization that might not be able to access your calendar and they can still determine your availability. And schedule an appointment with you. So this gives you options of changing. Your availability or sharing your availability with. Others to help in navigating or setting up appointments. So we've looked at how to adjust. The priority of our appointments to indicate. Level of importance based on the email communication that we send and receive and. We looked at ways that we can change or share our availability with others. Stay tuned for the next lesson where I will show you how to track meeting responses. Thanks for watching.

Advanced Provider : KIwanna Brackett 3 Lessons · 19m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

The topics discussed in this course will build on your understanding of the calendar in Microsoft Outlook 2021. Learning how to manage a complex Outlook calendar is an essential skill for many professionals, and this course will help you obtain mastery of several advanced calendar options and features.

In this course on Advanced Calendar Management in Outlook, you will explore how to manage your Outlook calendar using a variety of options. The advanced options can help to provide a more dynamic look to your Outlook calendar using features like conditional formatting with your appointments and meeting events based on specific criteria. You will learn how to change availability and appointment priority, as well as how to let people to know your messages require urgent attention or are an important action item. You will also learn how to automatically process meeting requests and responses to meeting requests using advanced features.

What You'll Learn

Change availability and appointment priority in your Outlook 2021 calendar
Track meeting responses to meeting requests in Outlook
Set advanced calendar options to customize your Outlook calendar
Apply conditional formatting to appointments and meeting events based on specific criteria
Flag messages as urgent or as important action items requiring attention
Automatically process meeting requests and responses using advanced features

Key Takeaways

This course builds on your existing understanding of the calendar in Microsoft Outlook 2021 to develop mastery of advanced calendar options and features.
Conditional formatting can give your Outlook calendar a more dynamic look by formatting appointments and meeting events based on specific criteria.
Outlook lets you change availability and appointment priority and signal that messages require urgent attention or are important action items.
Advanced features allow you to automatically process meeting requests and responses to those requests.
Managing a complex Outlook calendar is described as an essential skill for many professionals.

Frequently Asked Questions

Who is this course for?

It is for professionals who already understand the basics of the Outlook calendar and want to gain mastery of advanced calendar management, since managing a complex Outlook calendar is described as an essential skill for many professionals.

What does this course cover?

It covers managing your Outlook 2021 calendar with advanced options, including changing availability and appointment priority, tracking meeting responses, conditional formatting of appointments and meeting events, and setting advanced calendar options.

What skills will I gain?

You will build skills in calendaring, calendar management, and using Microsoft Outlook and Microsoft calendar tools.

Are there prerequisites for this course?

The course builds on an existing understanding of the calendar in Microsoft Outlook 2021, so prior familiarity with the Outlook calendar is expected.

What topics are taught in the lessons?

The lessons are Changing Availability and Appointment Priority, Tracking Meeting Responses, and Set Advanced Calendar Options.