Scheduling & Exporting Appointments in Microsoft Outlook

Transcription

1 Scheduling & Exporting Appointments in Microsoft Outlook PhoneTree Customer Help Document Question: How do I use Microsoft Outlook to schedule appointments and export them to a file that can be imported by PhoneTree? Answer: The Calendar feature in Microsoft Outlook allows you to schedule and export your appointments. Follow the steps below. For all PhoneTree Patient Messaging products Scheduling an appointment: 1. Start by opening the Calendar feature in Microsoft Outlook. Once there, double-click on the desired day you wish to schedule an appointment for. Note: To view the entire month as shown, click View > Month. Double-click on the day you wish to schedule an appointment for. 2. Once the Event window opens, click Invite Attendees (located in the top toolbar). Click Invite Attendees. page 1 of 5

2 3. In the To field, enter the provider for this patient. Do this by either clicking the To button (adds provider from the list of contacts stored in Microsoft Outlook) or manually enter the name. Be sure to enter the name exactly as it should appear for PhoneTree. In the Subject field, enter the name of the patient in the First Name Last Name format (i.e., Jane Doe). In the Location field, click the menu bar arrow to select one of your locations. If you do not have any locations stored here, manually enter the name of the desired location and then press Enter on your keyboard. This will store the location in the menu bar. Enter the patient s phone number here. In the Start and End time fields, select what time during the day the appointment begins and ends. In the blank area below the Meeting Workspace button, enter the patient s home phone number including area code (dashes are optional). 4. Next, click the Categories button (located in the bottom-right corner of the window). Categories is where you will choose which appointment type the patient should be assigned. If your Categories list doesn t contain any appointment types, you can enter them now. Once you have selected the desired appointment type, click OK. Located in the bottomright corder of the Event window. page 2 of 5

3 5. The appointment you just scheduled now appears on your calendar. Repeat the previous steps for any additional appointments. The scheduled appointment will now appear. Exporting your appointments: 1. To export the appointments scheduled in Microsoft Outlook, open the Calendar feature and click File > Import and Export... page 3 of 5

4 2. On the first screen of the Import and Export Wizard, select Export to a file. Then, click Next. 3. On the next screen, select Comma Separated Values (Windows). Then, click Next. 3a. If this is the first time you ve tried to export a file in Microsoft Outlook, you will be prompted to install the export translator. Click Yes. If you do not see this screen after clicking Next on step 8, proceed to step Ensure Calendar is selected and click Next. 5. Next, you will select the location of where your appointment data file will be saved. Click Browse to proceed. 6. Choose a location such as C:/PhoneTree Data File for the Save in location and PhoneTree for the File name. When finished, click OK. page 4 of 5

5 7. You will return to the previous screen. The path you chose on step 6 now appears in the box. Click Next. 8. Leave the selection on this screen to its default setting and click Finish. 9. Enter an appointment date range that reflects the date you wish to confirm appointments for in the two boxes. For instance, if you want to confirm tomorrow s appointments, then enter tomorrow s date in both boxes. When finished, click OK. 10. The export process will begin. Once the progress window closes, your file will be ready to be imported into PhoneTree. Microsoft and Outlook are registered trademarks of Microsoft Corporation. page 5 of 5