how to use calendar, to-do, & delegation access in...

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© 2010 CSS Corp | Confidential www.csscorp.com of 8 © CSS Corp | Confidential www.csscorp.com Page 1 of 8

Calendar, To-Do Tasks, & Delegation Access in Outlook

© CSS Corp | Confidential www.csscorp.com of 8

Calendar, To-Do, & Delegation Access in Outlook

1. Calendar

1.1. Scheduling 1. On the left navigation pane, click the Calendar tab. The Calendar opens as shown below displaying the

following views:

Day View

Week View

Month View

2. You can create an appointment, meeting, or an all-day event.

3. To create a New Meeting Request, right click on the day in the Calendar pane, and select New Meeting Request.

4. The meeting window opens as shown below:



5. Enter the Subject of the meeting and the Location.

6. Select the Start time and End time or specify if it is a full day event.

7. In the To field, enter the names of the people to who want to send the meeting invite.

8. Click the Send button. All the recipients will now receive the meeting invite and the calendar entry now appears on the recipient’s Calendar.

1.2. Share Your Calendar With Others 1. To share your Calendar with others, on the left navigation pane, select the Share My Calendar link.

2. The Sharing Invitation window opens as shown below:

3. In the To field, enter the name of the person to whom you want to grant access to view your Calendar.

4. Enter a Subject for your email message.

5. Select the Allow recipient to view your Calendar checkbox.

6. If you want to view the recipient’s Calendar, you can select the Request permission to view recipient’s Calendar check box.

7. Click the Send button.

8. Click Yes in the confirmation dialog box that opens.

9. You will now receive a message box stating that your calendar has been shared. Click OK.

The recipients will now receive the sharing invitation. The invitee’s Outlook Calendar program will now display your Calendar entry.



10. To remove the sharing, right click on the Calendar pane and select Properties.

11. On the Permissions tab, select the name of the person for whom you want to remove the access to view your calendar.

12. Click the Remove button, and then OK.

2. To-Do Bar The To-Do Bar integrates your tasks, e-mail messages flagged for follow up, upcoming appointments, and calendar information, thus giving you a consolidated view of your tasks and priorities for the day.

1. To view the To-Do Bar, select View > To-Do Bar > Normal or Minimized.

2. To minimize and expand the To-Do Bar, click the arrow button.

3. To turn off the To-Do Bar, select View > To-Do Bar > Off.



3. Tasks You can create Tasks in Outlook and track until its completion. All tasks are flagged for follow-up when you create and a to-do item is created automatically.

3.1. Create A Task From The File Menu 1. Select File > New > Task or press Ctrl+Shift+K.

2. In the Subject field, enter a name for the task.

3. To better manage your tasks, you can enter the following steps:

4. Specify the Start date and the Due date for the task.

5. To specify the task as recurring, select Recurrence in the Options group.

6. In the Task Recurrence dialog box, specify the frequency as Daily, Weekly, Monthly or Yearly.

7. In the Recurrence pattern section, specify the frequency interval.

Note: If you select Regenerate new task, the task will not recur at regular intervals.

8. To generate a new task after a specified amount of time, select the Regenerate new task check box and specify the time. Each time that you mark the task complete, a new task will be created based on your specifications.



9. Click OK to close the Task Recurrence dialog box.

10. To add a Reminder alert, select the Reminder check box, and specify the date and time.

11. To track your progress on the task, specify the values in the Status, Priority, and % Complete fields.

When you change the value in the Status field, the % Complete changes accordingly.

12. To assign a color category to the task, click Categorize in the Options group, and click one of the color categories.

13. Click Save & Close.

3.2. Create A Task In The To-Do Bar The To-Do Bar appears in all Outlook views by default. You can turn the To-Do Bar on or off.

1. To view the To-Do Bar, select View > To-Do Bar > Normal.

2. In the Task Input panel, click in the Type a new task text box.

3. Enter a subject for the task and press Enter. The task is listed under Today. By default, the Due date is set to Today. To change the settings, double click the task.

4. Repeat steps 4 through 12 as explained in Section 6.1.

3.3. Create a Task in the Daily Task List in Calendar The Daily Task List appears in the Outlook Calendar only in the Day and Week views.

To view the detailed Daily Task List, in the Calendar, select View > Daily Task List > Normal.

To view only the total number of tasks, in the Calendar, select View > Daily Task List > Minimized.

Note: You can create new tasks only in the Normal Daily Task List setting.

1. In the blank space in the Daily Task List, when you hover your mouse pointer, Click to add task is displayed.

2. Click on the blank space beneath the task list for the day.

3. Enter a subject for the task, and press Enter.

4. Repeat steps 4 through 12 as explained in Section 6.1.

Note: You can click and drag the task up and down on the list.



4. Delegation Access Using Microsoft Outlook, you can grant access and allow another person, known as a delegate, to receive and respond to your meeting requests, send e-mail messages, and coordinate schedules on your behalf. You can grant read-only or more advanced permissions to read, create, or have full control over the items in your mailbox. When you assign a delegate, he/she automatically receives Send on Behalf permissions. When the delegate composes and sends an e-mail, the message will have the ‘Delegate Name‘and the ‘on behalf of Manager Name’.



1. Click Tools > Options. The Options dialog box opens.

2. On the Delegates tab, click the Add button.

3. Enter the name of the person whom you want to assign as your delegate. A list of matching results is displayed. Select the name from the list and click OK.

4. Select the name of the delegate and click the Permissions button.

5. The Delegate Permissions dialog box opens where you can specify the access settings for your Mail, Contacts, Calendar, Tasks, etc.

6. You can grant permission to read, create, and modify items in your mailbox, task or calendar folder.

7. Select the Automatically send a message to delegate summarizing these permissions check box to notify the delegate of the permissions settings.

8. If you want to allow the person to view your private items too, select the Delegate can see my private items check box.

9. Click OK.

Note: To remove the permissions for your delegate, select the name of the person and click the Remove button in the Options dialog box.

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