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Part 8. Using the Calendar > Task 8 How to Set Calendar Preferences

Task 8 How to Set Calendar Preferences

By setting preferences for your calendar, you can establish your free time schedule so people know when you are available, set the default for when you receive notifications, select the interval for your time slots, and specify who can view or manage your calendar. You can also set up the Day and Week views to display a second time zone or create an alternative calendar to show a Hijri, Jewish, or Japanese six-day calendar.

Open Calendar Preferences

Most of the options you set for your calendar are in Calendar Preferences. With your mail or calendar open, click the Tools button on the Action bar and select Preferences. The Preferences dialog box opens.

Set Entry Defaults

Select the Calendar & To Do tab and then the Basics tab, if they aren't already selected. Under Defaults for New Calendar Entries, select the type of calendar entry that opens when you double-click a time slot (the default is Meeting), set the amount of time you normally expect appointments or meetings to occur (the default is 60 minutes), and set how long you want anniversaries to be repeated (the default is 10 years).

Create Your Own Categories

If you want to categorize your calendar entries but want to use categories other than those Notes provides, type a list of your own categories under Personal Categories and press Enter after each category. The categories you enter won't change previously created entries.

Set Calendar Display

Click the Display tab. Select the times you want for the beginning and ending time slots each day. From the Each Time Slot Lasts drop-down, select the time interval you want to use (15, 30, or 60 minutes). If you don't want your Month view to start with the first week of the month, select Start Monthly View with Current Week. The days displayed in a work week are already set to Monday through Friday; select or deselect days to match your own work schedule.

Establish Your Availability

Depending on your settings, other people might be able to view your calendar or at least your availability for participation in meetings. To set what your normal working hours are, select the Scheduling tab. Then select or deselect the days of the week you work, and enter your normal working hours (the default is for a 9:00 a.m. to 5:00 p.m. day with an hour for lunch). You can also choose a time zone (normally the same as you set in your operating system).

Deal with Conflicts

If you want to be alerted if you schedule more than one appointment or meeting (or accept a meeting invitation) for the same time period, select the option under Check for Conflicts with Other Entries. The alert asks how you want to resolve the conflict. When you don't select this option, both entries show in the same time slot. Another option appears when you select the first Check for Conflicts option. Select that option to be alerted if you attempt to schedule an entry outside your available times.

Enable Alarms

Select the Alarms tab. You can turn on default settings for each type of calendar entry you select. Under How Far In Advance, set the number of minutes or days before the entry start that you want to be notified.

Choose Entry Colors

Text and background colors are assigned to each type of calendar entry for quick recognition. Select the Colors tab to choose the background or text colors you prefer. For each entry type, select a background color or text color by clicking the drop-down arrows in the appropriate fields. Select the Notes tab in the drop-down to pick from color swatches; the RGB tab choices are Red-Green-Blue values. Click Restore Default Calendar Colors to return to the original colors.

Decide Who Views Your Calendar

Select the Access & Delegation tab and then the Access to Your Mail & Calendar tab. Click Add Person or Group to open the Add People/Groups dialog box. Choose a person or group, or give everyone access. Then determine how much of your mail file they can access—whether you want them to simply read calendar entries or be able to read, create, edit, and delete entries. Click OK.

Who Can See Your Schedule

When people are scheduling meetings or using group calendars, your scheduling information will show Info Restricted unless you grant some access. Select the Access to Your Schedule tab. Determine who can see your schedule information—no one, everyone, or the people you specify. Then decide what information they can see—only whether you are available or busy, detailed information, or specify individuals who can see detailed information while everyone else sees only whether you are available or busy.

Access Other Calendars

If other people have given you permission to view or edit their calendars, click the Shortcuts To Others' Mail tab. In Provide Shortcuts to the Following Users' Mail, Calendar and To Do, enter or select the names of the people who have given you this permission. When you are in the calendar, click the Tools button on the Action bar and select Open Calendar For. Then select a name from the list in the Open Calendar dialog box, and click OK to open the desired calendar.

Accept Preferences

After you have completed setting your calendar preferences, click OK to close the Preferences dialog box.

Set International Preferences

Some user preferences also affect your calendar. Choose File, Preferences, User Preferences from the menu. Click International on the left side of the User Preferences dialog box, and then select Calendar. On this page you can select different start dates for the calendar views, the date picker, and the pop-up calendars, as well as switch the direction for the date picker and pop-up calendars.

Display a Secondary Calendar

If you want to use a non-Gregorian calendar as well as the standard one, select Hijri, Jewish, or Japanese Six Day from the Secondary Calendar drop-down list. In the Calendar, the secondary calendar's date displays next to each day's display. Select None if you don't want to use the secondary calendar.

Display a Second Time Zone

In the Day and Week views, you can display a second time zone, which is helpful if you have to work with people in a time zone outside your own. Select Display an Additional Time Zone, and type a short name for both the Current Time Zone Label and the Time Zone Label for the second time zone. Then select the second time zone from the Time Zone drop-down list. Click OK to save your user preferences. The new time zone time shows next to the local time in the time slots in the Calendar.



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