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• By Joan Lambert
• 2/3/2016

1. Schedule appointments and events

You can use the Outlook 2016 calendar to organize your daily activities and to remind you of important tasks and events. If you’re a busy person and use the Outlook calendar to its fullest potential, it might at times seem as though the calendar runs your life—but that isn’t necessarily a bad thing! Using the calendar effectively can help you stay organized, on time, and on task. You can schedule and track appointments, meetings, and events, and block time as a reminder to yourself to take care of tasks. And because you can also set up Outlook on your mobile device, you can be assured of having up-to-date schedule information available wherever and whenever you need it.

If you have a Microsoft Exchange Server account, a calendar is part of that account. Some Internet email accounts also have associated calendars. When you configure Outlook to connect to a different type of account, Outlook also connects to the associated calendar. If you don’t have a calendar as part of your account, Outlook creates a blank calendar for you. You can easily schedule appointments, events, and meetings on any Outlook calendar.

This chapter guides you through procedures related to scheduling and changing appointments, events, and meetings; responding to meeting requests; and displaying different views of a calendar.

Schedule appointments and events

Appointments are blocks of time you schedule for only yourself (as opposed to meetings, to which you invite other Outlook users). An appointment has a specific start time and end time (as opposed to an event, which occurs for one or more full 24-hour periods).

Events are day-long blocks of time that you schedule on your Outlook calendar, such as birthdays, payroll days, or anything else occurring on a specific day but not at a specific time. In all other respects, creating an event is identical to creating an appointment, in that you can specify a location, indicate recurrence, indicate your availability, and attach additional information to the event item.

You can schedule an appointment by entering, at minimum, a subject and time in an appointment window or directly on the calendar. The basic appointment window also includes a field for the appointment location and a notes area in which you can store general information, including formatted text, website links, and even file attachments so that they are readily available to you at the time of the appointment.

If your organization has Skype For Business, Skype meeting options appear on the Appointment tab

If you create an appointment that immediately follows or precedes another, the InfoBar at the top of the window indicates that the appointment is adjacent to another on your calendar. If you create an appointment that has a time overlap with an existing appointment, the InfoBar indicates that the appointment conflicts with another.

To schedule an event, you need to provide only the date. You can schedule an event in an appointment window, or directly on the calendar.

When the Calendar view is displayed, events are shown on the calendar in the date area; appointments are displayed in the time slots.

You can display basic details in a ScreenTip by pointing to the appointment or event

To open a new appointment window

1. In the Calendar module, do either of the following:

   • On the Home tab, in the New group, click New Appointment.
   • Press Ctrl+N.

Or

1. In any module, do either of the following:

   • On the Home tab, in the New group, click New Items, and then click Appointment.
   • Press Ctrl+Shift+A.

To schedule an appointment

1. Open a new appointment window.
2. In the Subject box, enter an identifying name for the appointment.
3. In the Location box, enter the appointment location, if it’s pertinent, or any other information that you want to have available in the appointment header.
4. In the Start time row, enter or select a date and time. Outlook automatically sets the End Time to a half hour after the start time.
5. In the End time row, enter or select a date and time. An appointment can span overnight or across multiple days.
6. On the Appointment tab, in the Actions group, click the Save & Close button.

Or

1. Display the calendar in the Day, Work Week, or Week arrangement of the Calendar view.

2. Do either of the following in the calendar pane:

   • In the calendar, click the time slot at the appointment start time on the day of the appointment.
   • Drag from the appointment start time through to the appointment end time.

   Schedule simple appointments directly on the calendar

   When you release the mouse button, Outlook displays an editable bar that spans the selected time (or one time slot, as specified by the time scale of the calendar).

3. In the editable bar, enter an identifying name for the appointment. When you begin typing, Outlook creates an appointment with the default availability and reminder time.

   When an appointment is being edited on the calendar, it has sizing handles on the top and bottom

4. If you want to change the appointment time span, drag the top or bottom sizing handle.
5. Press Enter or click away from the bar to create the appointment.

To schedule an event

1. Open a new appointment window.
2. In the Subject box, enter an identifying name for the event.
3. In the Location box, enter the event location, if it’s pertinent, or any other information that you want to have available in the event header.
4. In the Start time row, enter or select the event date. Then at the right end of the row, select the All day event check box.
5. Enter any additional information as you would for an appointment. Then save and close the event.

Or

1. Display the Calendar view of the calendar.

2. Do either of the following:

   • In the Day, Work Week, or Week arrangement of the calendar, on the day that you want to create the event, click the space below the day and date, and above the time slots. This is the event slot.
   • In the Month arrangement of the calendar, click the day that you want to create the event.
3. Enter a title for the event, and then press Enter.

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Presence is part of a user's profile in Microsoft Teams (and throughout Office 365) that indicates the user's current availability and status to other users. By default, anyone in your organization using Teams can see (in nearly real time) if other users are available online.

Teams presence in Outlook is supported on the Outlook 2013 desktop app and later.

Presence states in Teams

App-configured presence states are based on user activity (Available, Away), Outlook calendar states (In a meeting), or Teams app states (In a call, Presenting).

Your current presence state changes to Away when you lock your computer or when it enters idle or sleep mode. On mobile, your presence status changes to Away whenever the Teams app is in the background.

Users receive all chat messages sent to them in Teams regardless of their presence state. If a user is offline when someone sends them a message, the chat message appears in Teams the next time the user is online. If a user is in Do not disturb, the user will still get chat messages but banner notifications aren't displayed.

Users receive calls in all presence states except for Do not disturb, in which incoming calls go to voicemail. If the recipient blocked the caller, the call won't be delivered and the caller sees the recipient's presence as Offline.

Users can add people to their priority access list by going to Settings > Privacy in Teams. People who have priority access can contact the user even when the user is in Do not disturb.

Admin settings in Teams compared to Skype for Business

The following admin settings Skype for Business are different in Teams:

• In Teams, presence sharing is always enabled for users in the organization. Privacy (where you define who can see presence) configuration is not available in Teams.
• Presence sharing with everyone (including Federated services) is always enabled for users in Teams. Their contact list (if they had one in Skype for Business) is visible under Chat > Contacts or under Calls > Contacts.
• Client Do Not Disturb and Breakthrough features are always enabled for users in Teams.
• Calendar (includes out of office and other calendar information) integration is always enabled for users when Teams is integrated with Outlook.
• The Last seen or Away since indicator is always enabled for users in Teams if the organization also uses Skype for Business.

Note

The ability of a Teams admin to customize these settings is not currently supported.

Memo app for mac. How to use Apple’s Voice Memos app on Mac Making a new recording. To make a brand-new voice memo, simply click the circular red Record. Editing recordings. Voice Memos provides a very basic editing interface. Sharing recordings. A voice memo can be shared with a friend or saved to a custom. Memo is a simple app for quickly jotting down notes on your macOS. Pop open a new memo in less than a second and use it to jot down phone numbers, messages, meeting notes, or write down ideas before you forget them. You can assign different colors to your memos to visually set them apart. Choose from yellow, red, green, blue, or purple. Memo is a simple and elegant app for quickly jotting down notes on your macOS and iOS. Memos are like sticky notes on your computer screen (minus the residue). Pop open a new memo in less than a second and use it to jot down phone numbers, messages, meeting notes, or write down ideas before you forget them. Voice Memos turns your iOS device into a portable audio recorder. A new, modern design makes it even easier to capture and share personal notes, family moments, classroom lectures, and more. Editing tools like trim, insert, and replace let you fine-tune your recordings.

Coexistence with Skype for Business

See Coexistence with Skype for Business for details on how Teams presence functions when your organization also uses Skype for Business.