Question: I manage someone else’s calendar and constantly get calendar notifications. Is there a way to disable that?
Answer: Yes, you can ask the owner of that calendar change delegation preferences. In Outlook 2010, go to File > Account Settings > Delegate Access (in Outlook 2007 it is found under Tools > Options > Delegates) and select your name if listed (if not, add it). Then click Permissions. Under the Calendar permissions uncheck “Delegate receives copies of meeting-related messages sent to me.”
On the Mac you go to Tools > Accounts > Advanced button, click the Delegates tab and select your name and click the Set Permissions icon (lower right of delegate list window), and uncheck “Delegate receives meeting invites.”
Question: If you have an administrator who has given several office associates access to add appointments to her calendar is there a way to know/find out who added the calendar entry?
Answer: If you open the calendar entry, look in the lower right of the window and you can see who last modified it. But to see who created it would require you to go to the list view and add a field to the view.
1. In Outlook 2010, go to View > Change View and select List
2. Click the Add Columns icon and change the dropdown list to All Mail Fields (from frequently used fields) and select From, and click OK. You can move it or drag it to any column heading location. This column should remain in this view on that computer.
3. You’ll just have to remember to change your view to see the calendar page view (from View > Change View)
Question: Is there an easy way to create a calendar entry from an email message, as we did in Lotus Notes?
Answer: Yes, it is very easy from the Outlook client, just by dragging your message to the Calendar on the To Do Bar on the right side of the Outlook window. (If you don’t see the To Do Bar, click on View > To Do Bar > Normal). I suggest finding the month that you’re looking for before you drag to the desired date. A new appointment opens with the date you dragged to, and the message appears in the detail of the appointment.
You can also drag a message to the calendar in the navigation pane (lower left side), and that will also open a new calendar entry. You can also drag and drop a message to the task view or contact view to create quick tasks or contacts.
If you’re using OWA, you are not able to “drag and drop” but you can right click on a message and select Move > Other Folder > Calendar and click OK.
Question: I find the print options somewhat limited with Outlook. I would like to print two calendars side by side in day view, and I’m not too wild about the overlay printing mode in Outlook 2010. Any suggestions?
Answer: To print two calendars side by side, I used the print screen key and pasted into Word or Outlook to print until I found Microsoft’s Calendar Printing Assistant program for Outlook 2007/2010 which you can download. ITS hasn’t tested it thoroughly, but it appears to have quite a few templates and options available, including printing several calendars together side by side in day view and nice options in overlay mode.
It will not run from Outlook, but rather by itself. Go to your Start button and it should appear on your recent programs. But if you can’t find it there, it will be in your Microsoft Office > Microsoft Office Tools. From there you can right click and pin to your desktop, task bar or start menu.
To print to a printer other than your default printer, you can select File > Print > Printer Settings.
Click here for a nice introductory video on how to use the Calendar Printing Assistant.
Question: Why does Outlook automatically block out the entire day when I create a meeting? Can I change the default time length?
Answer: When you are in the month view and double click to create an entry, Outlook automatically selects All Day – Free status. If you are in any other view it will select a 30 minute duration by default. You can uncheck All Day and select the time you desire and change the status to Busy. You can change the default duration from 30 minutes by right clicking on an entry and select View Settings > Other Settings and change the time scale to 60 minutes (or whatever you desire).
Did you know you can also click and drag blocks of time in the calendar view and start typing to create an entry without having to open an entry? When you click away and then back to the entry, you’ll see the same calendar options as if you had opened the entry.