MOS Outlook: Calendar and Meeting Management 4 — Questions and Answers
Question 1: How do you change the default reminder time for all new appointments in Outlook Calendar?
- File > Options > Calendar, then change the 'Default reminders' dropdown value (Correct answer)
- On each appointment, set the reminder and click 'Make Default'
- View > Reminders > Set Global Default
- Tools > Calendar Settings > Reminders
Correct answer: File > Options > Calendar, then change the 'Default reminders' dropdown value
The Calendar section in Outlook Options contains a 'Default reminders' setting that applies to all newly created appointments.
Question 2: What does the 'Send Update' button do when you modify an existing meeting you organized?
- It emails all attendees with the updated meeting details so they can accept or decline the changes (Correct answer)
- It saves the changes locally without notifying anyone
- It resends the original invitation to attendees who haven't responded
- It cancels the old meeting and creates a new one automatically
Correct answer: It emails all attendees with the updated meeting details so they can accept or decline the changes
After modifying a meeting, clicking Send Update pushes the revised details to all invitees so their calendars reflect the changes.
Question 3: In Outlook, which response option marks a meeting as accepted but signals you may not attend?
- Tentative (Correct answer)
- Accept
- Propose New Time
- Forward
Correct answer: Tentative
Tentative places the meeting on your calendar with a striped indicator, signaling uncertain attendance to the organizer.
Question 4: How do you cancel only one occurrence of a recurring meeting in Outlook without affecting the entire series?
- Open that specific occurrence, click Cancel Meeting, and choose 'Cancel This Occurrence' when prompted (Correct answer)
- Delete the event from your calendar and resend the series
- Open the series master and select 'Skip This Date'
- Right-click the occurrence and select 'Remove from Series'
Correct answer: Open that specific occurrence, click Cancel Meeting, and choose 'Cancel This Occurrence' when prompted
When canceling a recurring meeting occurrence, Outlook prompts you to cancel just that occurrence or the entire series.
Question 5: What does the 'Calendar Sharing' feature in Outlook allow you to do?
- Publish your calendar availability to colleagues within your organization via an email invitation (Correct answer)
- Export all calendar events to a CSV file for sharing
- Copy your calendar to another user's Outlook profile
- Merge your calendar with another user's calendar permanently
Correct answer: Publish your calendar availability to colleagues within your organization via an email invitation
Calendar Sharing sends an email invite granting specified colleagues permission to view your calendar at the access level you choose.
Question 6: Which keyboard shortcut opens a new appointment window in Outlook Calendar?
- Ctrl+N
- Ctrl+Shift+A (Correct answer)
- Ctrl+E
- Alt+N
Correct answer: Ctrl+Shift+A
Ctrl+Shift+A creates a new appointment regardless of which Outlook view or module you are currently in.
Question 7: What is a 'Calendar Group' in Outlook?
- A named collection of calendars displayed together in the Navigation Pane for easy viewing (Correct answer)
- A group email list used to send meeting invites to a team
- A shared mailbox that contains team calendar events
- A folder that stores archived calendar items
Correct answer: A named collection of calendars displayed together in the Navigation Pane for easy viewing
Calendar Groups let you organize multiple calendars (personal, team, or shared) under a single labeled section in the Navigation Pane.
MOS Outlook: Calendar and Meeting Management 4
How do you change the default reminder time for all new appointments in Outlook Calendar?