Using Calendar in Outlook 2010

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The Microsoft Outlook 2010 Calendar is the calendar and scheduling component of Outlook 2010 and is fully integrated with e-mail, contacts, and other features.

Click here to learn more about Calendar in Outlook 2010.

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  • Create appointments and events   
    Just as you write in a notebook, you can click any time slot in the Outlook Calendar and begin typing. You can opt to have a sound or message remind you of appointments, meetings, and events, and you can color items for quick identification.
  • Organize meetings   
    Select a time on the Calendar, create a meeting request, and select the people to invite. Outlook helps you find the earliest time when all the invitees are free. When you send the meeting request by e-mail, the invitees receive the request in their Inbox. When the invitees open the request, they can accept, tentatively accept, or decline your meeting by clicking a single button. If your request conflicts with an item on the invitees' Calendar, Outlook displays a notification. If you, as the meeting organizer, allow this, invitees can propose an alternate meeting time. As the organizer, you can track who accepts or declines the request or who proposes another time for the meeting by opening the request.
  • View group schedules   
    You can create calendars that show the schedules of a group of people or resources simultaneously. For example, you can view the schedules of all the people in your department or all the resources, such as conference rooms, in your building. This helps to schedule meetings quickly.
  • View calendars side-by-side   
    You can view side-by-side multiple calendars that you created, as well as calendars shared by other Outlook users. For example, you can create a separate calendar for your personal appointments and view both your work and personal calendars side-by-side.

    You can also copy or move appointments between the displayed calendars. Use the Navigation Pane to quickly share your own calendar and open other shared calendars. Depending on the permissions granted by the owner of a calendar, you can create or modify appointments on shared calendars.
  • View calendars on top of each other in overlay view   
    You can use overlay view to display multiple calendars that you created as well as calendars shared by other Outlook users. For example, you can create a separate calendar for your personal appointments and overlay your work and personal calendars to quickly see where you have conflicts or free time.
  • Link to calendars on Microsoft SharePoint sites   
    If you have access to a SharePoint site, you can view the lists of events from that site in your Outlook Calendar. You can make changes to the list in Outlook, even when you are working offline. The changes will be automatically synchronized when you connect to the Internet again. Also, you can view the SharePoint calendars side-by-side with other personal or shared calendars.
  • Send calendars to anyone through e-mail   
    You can send your calendar to a mail recipient as an Internet Calendar, while retaining control over how much information is shared. Your calendar information appears in the body of the e-mail message as an Internet Calendar attachment that the recipient can open in Outlook.
  • Publish calendars to Microsoft Office.com   
    You can publish calendars to the Office Online Web site and control who can view them.
  • Subscribe to Internet Calendars   
    Internet Calendar Subscriptions are similar to Internet Calendars, except that the downloaded calendar is synchronized regularly with the Internet Calendar and updated.
  • Manage another user's calendar   
    With the Delegate Access feature, one person can use his or her own copy of Outlook to easily manage another person's calendar. For example, an administrative assistant can manage the calendar of a manager. When the manager designates the assistant as a delegate, the assistant can create, move, or delete appointments and can organize meetings on the manager's behalf.

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