Updating Calendar Information

Updating Calendar Information

You can edit activity information in the Calendar at any time. During meetings, for example, you might want to use the memo area of the Appointment window to enter the names of those present, and note any subjects you want to discuss with them after the meeting. Or, if an appointment time is postponed, you can reschedule the start and end times, and then set a reminder. When an activity is cancelled or no longer needs to be recorded in the Calendar, you can delete the activity. Deleting an activity sends it to the Deleted Items folder along with deleted messages and contacts, where they remain until you empty the folder. You can retrieve a deleted appointment or event from the Deleted Items folder and drag it back into the Calendar. When you open or delete a recurring activity, Outlook asks whether you want to work with only the selected activity or with all occurrences of that activity.

Modify an Activity

Click the Calendar button on the Navigation pane.

Double-click an activity.

If you double-clicked a recurring activity, click the Open This Occurrence or Open The Series option, and then click OK.

Change activity details.

Click the Save And Close button.

TIMESAVER To change the time of an appointment, drag an appointment from one time slot to another, or drag the appointment's border.

Delete an Activity

Click the Calendar button on the Navigation pane.

Click an activity to select it.

Click the Delete button on the Standard toolbar.

If you are deleting a recurring activity, click the Delete This Occurrence or Delete The Series option, and then click OK.

Managing and Organizing Activities

You can group appointments and events by categories. A category is any keyword or phrase associated with an Outlook item. For example, you might want to categorize business and personal appointments, or create a new category to categorize family events. If you assign categories to activities, you can then change the view to group your activities by category. You can assign a category to an activity in the Appointment window or by using the Ways To Organize pane. You can select from existing categories, such as Holiday, Business, or Gifts, or you can create a new category. Outlook starts you off with a Master Category List of some common categories, but you can add or remove them to fit your purposes.

Assign Activities to Categories

Click the Tools menu, click Organize, and then click the Using Categories tab.

Click the activity you want to assign to a category.

To assign the activity to a new category, click in the Create A New Category text box, type a new category name , and then click the Create button.

Click the Add Appointments list arrow, and then click a category name.

Click the Add button.

Click the Close button in the Ways To Organize pane.

TIMESAVER Right-click the appointment, and then click Categories on the shortcut menu to assign an activity to a category.

Assign and Remove Categories to and from an Outlook Item

Click any Outlook item to select it.

Click the Edit menu, and then click Categories.

Select or clear check boxes to assign or remove categories.

Click OK.

Add or Remove a Master Category

Click any item to select it.

Click the Edit menu, and then click Categories.

Click Master Category List.

To add a category, type a new category name, and then click Add.

To remove a category, click the category you want to remove, and then click Delete.

Click OK.

Click OK.