Viewing Appointments and Events
Now thatyou know how to create and manipulate appointments and events, how can you use your calendar to best view and track these appointments and events? Outlook 2003 includes some changes to the default Calendar view that make it easier to navigate and manipulate your calendar to increase productivity.
By default, the TaskPad is no longer visible in the Calendar view. To display the TaskPad, click
Pad. This moves the Date Navigator to the right side of the screen and displays the TaskPad below it. All other aspects of the Navigation Pane
Figure 12.18. You can display your Calendar views in the Navigation Pane.
Outlook provides seven default Calendar views, each with their own options. Each will be listed in the Navigation Pane. In addition, any custom views you've created for the Calendar folder will also appear in the Navigation Pane, in alphabetical order.
To select one of these views, click the radio button
Using the Day/Week/Month View
Outlook's Day/Week/Month views offer four different options for displaying items. You can select to view one day, a work week (usually Monday-Friday), a full week, or a month. To manipulate Day/Week/Month views, use the toolbar
Figure 12.19. Outlook displays the current time using a moving orange highlight. Currently this figure shows Outlook at 11:45 a.m.
The Day view shows appointments for a single day. The default calendar background
To change your working hours, select T ools, O ptions, C alendar Options to display Figure 12.20.
Figure 12.20. The Calendar Options dialog box enables you to specify working days and hours as well as background color.
Check the days of the week you want to mark as working days in the Calendar
ork Week section of the Calendar Options dialog box. Use the Sta
t time and E
d time drop-down boxes to specify the beginning and end of the
There's one other option available on the Calendar Options dialog box. You can choose to display all calendars with the same background color by checking the box
Changing the Time Bar Options
When you display fewer than seven days at a time in your calendar, the time bar is displayed to the left of the appointment area. The default time unit on Outlook's time bar is 30 minutes. That's also the default duration for appointments. To change the default time unit, select V iew, A rrange By, Current V iew, C ustomize Current View, O ther Settings to display the Format Day/Week/Month View dialog box (see Figure 12.21).
Figure 12.21. Use the Format Day/Week/Month View dialog box to control font settings, time scale, and the appearance of the Date Navigator.
You can also access Figure 12.21 by right-clicking on the appointment area and selecting C ustomize Current View or clicking C ustomize Current View in the Navigation Pane if you choose to display your views there.
You can also change the time scale by right-clicking on the time bar and choosing another time scale.
You can choose a time scale as small as 5 minutes or as long as 60 minutes. You must use one of Outlook's built-in time
Choosing a short time interval for the time bar can be helpful if you schedule short appointments back to back. For example, Figure 12.22 shows the result of scheduling three 10-minute appointments back to back with a time scale of 30 minutes.
Figure 12.22. Scheduling multiple appointments back to back in a short time span can produce unreadable results in your calendar.
If you enter subjects containing more than one word for your appointments, you might not be able to tell which appointment is which. Changing your time scale to 10 minutes can produce significantly more readable results, as shown in Figure 12.23.
Figure 12.23. Choosing a shorter time scale can provide greater visibility of short, back-to-back appointments.
Working with the Date Navigator
The Date Navigator is displayed on the Navigation Pane in all Day/Week/Month calendar views. By default, the current month is displayed in the Date Navigator. If you want to display more than one month on the Date Navigator, position your mouse on the thin blue line that separates the date navigator from the appointment area. When your mouse cursor changes to two vertical bars with
The Date Navigator lists the current month with forward and back arrows on either side of the month's name. To change the month displayed in the Date Navigator, use the arrows to move one month ahead or behind. To choose another month without scrolling, click and hold the mouse on the month name in the Date Navigator to display a list of seven months: the three prior months, the current month, and three future months. To jump directly to any of these months, click the month's name.
Each row in the Date Navigator displays one week. The start day of the week is determined in T ools, O ptions, C alendar Options (shown previously in Figure 12.20). The current day is denoted with a red box around the date. The currently selected date is shown with a filled gray box.
The Date Navigator displays any date with an appointment or meeting in bold. Events do not cause the Date Navigator to display a date in bold unless the event is marked as Busy, Tentative, or Out of the Office. To turn this behavior off, right-click in the appointment area and select C ustomize Current View. Select O ther Settings and uncheck B olded Dates in Date Navigator Represent Days Containing Items.
Displaying Multiple Days in Day View
You can display up to six days in Day view. Simplyhighlight more than one day in the Date Navigator. To display two consecutive days, click the first day and without releasing the mouse, drag over to the second day. You can display up to six consecutive days while remaining in Day view. Selecting seven consecutive days changes your view to Week view and selecting fourteen consecutive days changes your view to Month view. You can also display nonconsecutive days by pressing the Ctrl key while clicking nonconsecutive days. You can display up to fourteen nonconsecutive days in this manner.
Using the Work Week and Week Views
To display an entire week in the appointment area, position your mouse to the left of the desired week in the Date Navigator. When the mouse changes from a left-facing arrow to a right-facing arrow, click to highlight an entire week in the Date Navigator. You can then drag up and down to display multiple weeks.
The other method of displaying a full week in the appointment area is to click the W eek button on the Calendar toolbar. This automatically displays the current week in the appointment area as shown in Figure 12.24. Saturday and Sunday are shown compressed so that two days fit into the space normally occupied by one day. You cannot turn this option off in Week view.
Figure 12.24. A typical Week view displays all seven days with Saturday and Sunday compressed.
To uncompress Saturday and Sunday, select V iew, A rrange By, Current V iew, C ustomize Current View. Choose the O ther Settings button and uncheck the box marked Compress W eekend Days.
Work Week view can display up to seven days of the week. By default, five days (Monday-Friday) are shown. You can access the Calendar Options dialog ( T ools, O ptions, C alendar Options) to change your workdays from the standard Monday-Friday to any days you need. However, if you select nonconsecutive workdays, the Work Week view will display five days at a time, regardless of whether those days are workdays.
For example, if you work Sunday, Monday, Wednesday, Friday, and Saturday, Outlook will display Sunday through Thursday in the Work Week view. However, Tuesday and Thursday are displayed in a
Using the Month View
The Month view displays five weeks at a time, as shown in Figure 12.25. Dates in the previous and next months are shown with a gray background. Dates in the current month are shown with a white background. By default,
Figure 12.25. The Month view displays five weeks at a time. Unlike previous versions of Outlook, the Date Navigator is still shown in Month view.
Using a Table View
Although the Day/Week/Month views are
You can modify any of these default views by selecting V iew, A rrange By, Current V iew, C ustomize Current View.
For more information about creating and manipulating views, see "Creating a View Based on an Existing View," p. 121 , and "Creating a New View," p. 12
Creating a Custom View
As with any Outlook folder, you can create your own custom views to more accurately display only the information you need. You might want to create some custom views in your Calendar folder if you have different types of events or appointments you want to display. For example, if you keep both personal and professional appointments, meetings, and events in your calendar,
Creating and modifying custom views is discussed extensively in Chapter 4, "Creating Views and Print Styles," p. 87 .