Objective 4. Work with the Calendar

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Objective 5 Delete Outlook Information and Close Outlook

The Calendar component of Outlook stores your schedule and calendar-related information. The default location for Outlook's calendar information is the Calendar folder. To add an item to your calendar, display this folder by clicking the Calendar button in the Navigation Pane or by clicking the Calendar folder in the Folder List.

Activity 1.11. Exploring the Calendar

In this activity, you will use the Navigation Pane and the Date Navigator to explore the calendar. These are the main tools you will use to manage Darron Jacobsen's calendar activities.


1.	In the Navigation Pane, click the Calendar button and take a moment to study the main parts of the screen, as shown in Figure 1.27. Figure 1.27. The Calendar folder displays. On the right side of the screen is the appointment area, which is a one-day view of the current day's calendar entries. An appointment is a calendar activity occurring at a specific time and day that does not require inviting other people. The upper pane of the Navigation Pane is the Date Navigator, which is a one-month view of the calendar that you can use to display specific days in a month. The highlighted date in the Date Navigator and at the top of the appointment area is the current system date. The banner area displays important calendar information, and the Time Bar displays one-hour time increments.
2.	In the Navigation Pane, in the Date Navigator, click a different day of the month. The date displayed in the appointment area changes to the day of the month you selected in the Date Navigator. In the Date Navigator, the current date remains outlined in red, and the selected date is highlighted in orange.
3.	In the Date Navigator, click the left arrow next to the month name. The Date Navigator displays the past month. The appointment area adjusts to the same day in the past month.
4.	In the Date Navigator, click the right arrow several times, moving forward in the calendar two or three months. The Date Navigator displays future months, and the appointment area adjusts to the same day in the future month.

5.	On the Standard toolbar, click the Go to Today button to return to the current day's calendar display.

Activity 1.12. Scheduling Appointments

You can add a new appointment in the calendar by typing it in a blank time slot in the appointment area, or by opening a blank Appointment form. In this activity, you will schedule some appointments for Darron Jacobsen.

1.	In the Date Navigator, click the Monday of the next week of the current month (or the first Monday of the next month if the current week is the last week of the month).
2.	In the appointment area, click the 10:00 am time slot, type Weekly meeting with Mary and notice that as you type, the time slot is surrounded by a blue border. Compare your screen with Figure 1.28. Figure 1.28. The blue border signifies that you can enter text in edit mode.
3.	Click any other time slot in the appointment area. The appointment is scheduled from 10:00 to 10:30. When you use this method to enter an appointment, Outlook automatically makes it a 30-minute appointment.
4.	In the appointment area, click the 12:30 pm time slotthat is, the lower half of the 12:00 pm time slotto enter an appointment on the half hour.

5.	Type Lunch with Jim Click any other time slot in the appointment area, and then compare your screen with Figure 1.29. Figure 1.29. (This item is displayed on page 96 in the print version) The appointment is scheduled from 12:30 to 1:00. Notice that the day number of a date in the Date Navigator changes to bold when an appointment is scheduled on that day. The bell icons in the appointments indicate that a reminder will display. Appointments entered in the appointment area automatically include reminders.

6.	On the Standard toolbar, click the New Appointment button , and then compare your screen with Figure 1.30. Figure 1.30. (This item is displayed on page 97 in the print version) The Untitled - Appointment form displays. You can store a variety of information about an appointment, including its subject, location, starting time, and ending time. A comments area in the lower half of the form enables you to enter information about the appointment not otherwise specified in the form. Notice that the starting and ending times for the new appointment default to the current date and time selected in the appointment area.

7.	As the Subject of the appointment, type Review annual departmental budget In the Location box, type Joyce's office
8.	In the right Start time box, click the down arrow, and then locate and click 3:00 PM. In the right End time box, click the down arrow, and then locate and click 4:30 PM (1.5 hours). Clear the Reminder check box.

9.	On the Standard toolbar of the form, click the Save and Close button , and then compare your screen with Figure 1.31. Figure 1.31. (This item is displayed on page 98 in the print version) The new appointment is added to the calendar. The appointment occupies the 3:00 to 4:30 pm time slot, and the location of the appointment displays in parentheses.

More Knowledge: Changing the Calendar View

Outlook has a number of views you can use to organize your calendar and display its various time periods. On the Standard toolbar, the Work Week button displays the five days of the selected work week, Monday through Friday. The Week button arranges the calendar in a weekly, seven-day view in frames. Saturday and Sunday are displayed in half-size frames in the lower right part of the screen. The Month button displays the calendar in Month view.

Activity 1.13. Printing a Calendar

Depending on what you want to print in your calendar, Outlook has a variety of print styles. You can print a day, a week, or a month. You can also print an individual appointment. In this activity, you will print Darron Jacobsen's daily calendar.

1.	Make sure the Monday in the week in which you have been entering appointments is still displayed. From the File menu, display the Print dialog box, and then, under Print style, click the down scroll arrow to view the available print styles. Each print style arranges calendar information in a different format. You can preview how the information will display when you print it.

2.	Under Print style, make sure Daily Style is selected, and then click Preview. Point to the top of the document, click once to increase the magnification, and then compare your screen with Figure 1.32. Figure 1.32. The Daily Style print style prints the appointments for the currently displayed day. It also includes the TaskPad, which is an abbreviated list of current tasks stored in the Tasks folder.
3.	On the Print Preview toolbar, click the Print button to redisplay the Print dialog box.
4.	Click Page Setup, and then click the Header/Footer tab. Delete any existing header or footer information, including dates and page numbers. In the left Footer box, using your own first and last name, type 1A_Calendar_Firstname_Lastname and then click Print to return to the Print dialog box. In the Print dialog box, click OK to print the currently displayed day.