Scheduling Appointments and Events

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 Microsoft Office Specialist   Adding your time commitments to a calendar can help you manage your daily schedule. You can use Outlook's Calendar to schedule appointments (which typically last just part of a day) or events (which typically last all day long). For example, you might create an appointment in your Outlook Calendar for the time you will spend seeing your doctor, and you might schedule an event for an all-day seminar you plan to attend. Both appointments and events can be recurring, meaning they occur repeatedly at regular intervals-for example, daily, weekly, or monthly. You can specify a subject and location for each Calendar item as well as the date and time. You can indicate your availability as available, tentative, busy, or out of the office during the scheduled time, and you can choose to receive a reminder of an appointment or event. Reminders are displayed in a small dialog box that appears as the time of the appoint ment or event approaches. Outlook must be open for you to receive reminders.

In this exercise, you will schedule an appointment, schedule a recurring appointment, and schedule a multi-day event.

Important 

You can work through this exercise in your own Calendar or in the practice Calendar. If you use your own Calendar, be sure to delete the appointments you create in the exercise. To make it easier to locate and identify the sample appointments, each appointment subject starts with the letters SBS.

USE the SBSCalendar data file in the practice file folder for this topic. This practice file is located in the My Documents\Microsoft Press\Outlook 2003 SBS\Calendar folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Outlook 2003 Step by Step.

BE SURE TO start Outlook and open the SBSCalendar data file before beginning this exercise.

  1. In the Navigation Pane, click the Folder List icon.

  2. In the Folder List, expand the SBS Calendar data file, and then click the practice Cal endar.

    Tip 

    If you want to work through this exercise in your own Calendar, simply click the Calendar icon in the Navigation Pane.

    The Calendar appears, showing today's schedule.

    click to expand

    Troubleshooting 

    The default Calendar display is Day view. If your Calendar does not look like the one shown in this exercise, click the Day button on the toolbar.

  3. In the Date Navigator, click tomorrow's date.

    Tomorrow's schedule is displayed.

  4. Double-click the 1:00 P.M. time slot.

    A new Appointment form appears.

  5. In the Subject box, type SBS Present New Product Proposal.

  6. Press the [TAB] key, and in the Location box, type Conference Room 1.

  7. Click the down arrow to the right of the second End time box (the one that displays the time, not the date), and in the drop-down list, click 2:00 PM to set the meeting duration to one hour.

  8. If necessary, select the Reminder check box to indicate that you want Outlook to remind you of this meeting. Click the down arrow to the right of the Reminder box, and in the drop-down list, click 30 minutes to allow time to set up for your presentation.

  9. On the Appointment window toolbar, click the Save and Close button. If Outlook warns you that the reminder will not appear, click Yes.

    The appointment is saved in the Calendar.

    click to expand

    Tip 

    You can quickly create an appointment by clicking the appropriate Calendar timeslot and then typing the appointment subject. To create a longer appointment, drag through the timeslots you want, and then type the subject. Appointments cre ated this way use the default reminder setting and don't include a meeting loca tion.

  10. In the Date Navigator, click the right arrow to display next month.

  11. Click the third Wednesday of the month.

    Tip 

    The Date Navigator displays six weeks at a time, including the selected month. The days of the selected month are black; days of the previous and next months are gray, but you can still select them in the Date Navigator.

    The schedule for the selected day is displayed.

  12. Double-click the 10:00 A.M. time slot.

    A new Appointment form appears.

  13. In the Subject box, type SBS Status Report.

  14. Press the [TAB] key, and in the Location box, type Boss's Office.

  15. Click the Recurrence button.

    The Appointment Recurrence dialog box appears.

  16. In the Recurrence pattern area, select the Monthly option, and then select the The third Wednesday of every 1 month(s) option.

    click to expand

  17. Click OK.

    The recurrence settings are added to the Appointment form.

    click to expand

  18. Click the Save and Close button.

    The recurring appointment is added to your Calendar. Circling arrows indicate the recurrence.

  19. In the Date Navigator, click the right arrow.

    The Date Navigator shows the next month, with the third Wednesday appearing bold, indicating that an appointment is scheduled for that day.

  20. On the Go menu, click Go to Date.

    The Go To Date dialog box appears.

  21. In the Date box, type 8/8/04, and then click OK.

    The schedule for August 8th, 2004, is displayed.

  22. Right-click the 9:00 A.M. time slot, and then click New All Day Event on the short cut menu.

    A new Event form appears.

  23. In the Subject box, type SBS On Vacation.

  24. Click the down arrow to the right of the End time box, and then click the 14th day of August on the drop-down calendar.

  25. Clear the Reminder check box if it is selected.

  26. Click the down arrow to the right of the Show time as box, and then click Out of Office in the drop-down list.

    Tip 

    By default, Outlook adds the typical holidays for your country as Calendar events, but you can add the holidays of other countries. On the Tools menu, click Options. On the Preferences tab, click Calendar Options, and then click the Add Holidays button. Select the check boxes of the countries whose holidays you want to add, and then click OK in each open dialog box.

  27. In the lower-right corner of the Event form, select the Private check box.

    click to expand

    Tip 

    You can easily mark an existing appointment as private so that other Outlook users can't see its details. Simply right-click the appointment in the Calendar, and then click Private on the shortcut menu.

  28. Click the Save and Close button. If Outlook warns you that the reminder will not appear, click Yes.

    The new event is added to your Calendar. A key icon indicates that the appointment is private.

  29. On the toolbar, click the Go to Today button.

    Today's schedule appears.

BE SURE TO delete the SBS Present New Product Proposal, SBS Status Report, and SBS On Vacation appointments if you worked through this exercise in your own Calendar.



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Microsoft Office Outlook 2003 Step by Step 2003
Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615217
EAN: 2147483647
Year: 2004
Pages: 116

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