APPOINTMENTS AND EVENTS

Transcription

1 In APPOINTMENTS AND EVENTS FOCUS WPL_O717 Outlook Calendar is a scheduling tool that helps you manage appointments, events and meetings with other people. Appointments, events, and meetings are collectively referred to in Outlook as activities. In Calendar, an appointment is an activity that you enter into your diary. It can be anything from a luncheon engagement, to a visit to the dentist, to a meeting with a client off site. You can have Calendar remind you of an upcoming appointment and can have your time blocked during the appointment as busy, free, or out of the office. You can also mark your appointments as private so that other members of your workgroup are unaware of the details of the appointment. An event is similar to an appointment except that it takes place over the entire day. Conferences, golf days, training courses, and the like would be considered events. In this session you will: learn how to use a specific calendar learn how to schedule an appointment learn how to use the Appointment window to schedule an activity learn how to reschedule an appointment to another day learn how to reschedule an appointment using drag and drop learn how to create a recurring appointment learn how to schedule an event learn how to control how your availability is shown to other users learn how to categorise your calendar activities learn how to delete appointments and events. Watsonia Publishing Page 1 Cluster - Appointments And Events

2 USING A SPECIFIC CALENDAR Unless you specify otherwise Outlook will make your appointments and events in your personal calendar - this way they remain private and in your control. However, you can specify which calendar to work with. In most of the forthcoming activities we ll work with the calendar in a specific file just so that we can keep fictional appointments away from your real calendar. 5 Ensure that Outlook has started Select > Open > Outlook Data to display the Open Outlook Data dialog box Change the Look in folder to Course s for Outlook 2007, click on Watsonia_17.pst, and click on [OK] to have the Watsonia_17 data file appear in the Folder list 6 Click on to see the Calendar screen Click on Calendar in Watsonia_17 until it appears ticked, then click on Calendar until it appears unticked Ensure the Calendar in Watsonia_17 is the only calendar on view if there are others click on their tick boxes until they disappear To use a specific calendar: 1. Select > Open > Outlook Data 2. Choose the desired data file and click on [OK] 3. Click on Calendar in name We have only changed to a file-related calendar so that we can try things without messing up your real calendar. Normally you wouldn t need to perform the above unless you specifically wanted to use a calendar in a file. Watsonia Publishing Page 2 Cluster - Appointments And Events

3 SCHEDULING AN APPOINTMENT USING CLICK TO ADD One of the more common tasks to perform in Outlook Calendar is the scheduling of an appointment. Appointments can be created by double clicking on the designated time on the timescale, through the menu commands, or through tools on the toolbar. You can also use the Click to add appointment box on the Calendar page. 2 file Watsonia_17.pst... Click on the button to view a day at a time in the Calendar Click on the next Tuesday in the Date Navigator in the Calendar pane Hover the mouse at the 10:00 am time slot to display the Click to add appointment box and then click on it Type Presentation to the Board in the available box Drag the bottom border of the appointment down so that it ends at pm To schedule an appointment: 1. Hover the mouse at a desired time slot 2. Click on the Click to add appointment box 3. Enter the appointment Subject 4. Drag the top or bottom border of the appointment to change the start/end times If you are displaying your calendar by Month, the Click to add box becomes Click to add event. You can, however, double click the box to access the activity in its own window, where you can change any or all parts of the activity, including whether it s an appointment, event, etc. Watsonia Publishing Page 3 Cluster - Appointments And Events

4 SCHEDULING USING THE APPOINTMENT WINDOW If you want to complete more information about an appointment, you can do this by accessing the Appointment window. In addition to giving an appointment subject and start/end time, you can also set a reminder, specify a location, in fact, you can use all sorts of additional, useful tools to help manage the appointment you are creating. 4 file Watsonia_17.pst... Continue working on next Tuesdays date and ensure you are working in the view Click on the next Tuesday in the Date Navigator in the Calendar pane Double click at the time slot to open the Untitled Appointment window Enter the Subject, Location, Start time and End time as shown in the example Click on the Reminder drop-down arrow and select 1 hour Click the Save & Close button to add the appointment to your calendar 5 To use the Appointment window for scheduling: 1. Double click the time slot where you want to add the appointment 2. Enter the appointment details 3. Click the Save & Close button on the Appointment tab to return to the calendar Check the All day event box to turn the appointment into an event. All day events are scheduled to run from 0.00 until 0.00 meaning the entire day. Watsonia Publishing Page 4 Cluster - Appointments And Events

5 RESCHEDULING AN APPOINTMENT TO ANOTHER DAY Unfortunately, in the real world, appointments (and other activities for that matter) aren t always set in concrete. Factors often intervene making it necessary to reschedule. In Outlook Calendar, you can reschedule an appointment in a number of ways. One way is to open the appointment again and make changes to the start and or end times and dates as required. 1 file Watsonia_17.pst... Click on the next Tuesday in the Date Navigator at the left of the screen to see the Presentation to Board appointment Double click on the appointment to see it in an Appointment window Click on the drop arrow for Start time and click on the following Thursday Change the times to to Click on the Save & Close button to return to your calendar 3 To reschedule an appointment to another day: 1. Double click on the appointment 2. Adjust the dates and times as appropriate 3. Click on the Save & Close button When the appointment is redisplayed in the Appointment window you can also make changes to other parts of the appointment. Watsonia Publishing Page 5 Cluster - Appointments And Events

6 RESCHEDULING AN APPOINTMENT TO ANOTHER TIME In Outlook Calendar, you can reschedule an appointment by using normal cut and paste tools or by dragging appointments to a new location in the calendar screen. This is convenient if you only have to reschedule appointments over a relatively short time frame such as a few hours on the same day, or across a couple of days in the same month. 1 file Watsonia_17.pst... Click on the next Tuesday date in the Date Navigator at the left of the screen to see the Preliminary Shareholders meeting Click anywhere within the appointment box (not on the borders) and hold down the mouse button Drag the mouse up to the am time slot and then release the mouse Now practice moving it back to the time slot 3 To reschedule an appointment to another time: 1. Click within the appointment box and hold down the mouse button 2. Drag the appointment box to a new time slot / date If you change the view of the calendar to work week, week, or month you can actually drag the appointment to other days. You can move an appointment to another date by dragging it off the calendar and onto a day on the Date Navigator. Watsonia Publishing Page 6 Cluster - Appointments And Events

7 CREATING RECURRING APPOINTMENTS Some appointments in your life happen on a recurring basis. For example, you may have a weekly mentoring session with your employees at the same time every week, or perhaps you have a one hour training session on Monday afternoon for the next five weeks. These activities only need to be entered once in Outlook as recurring activities. 1 file Watsonia_17.pst... In the Watsonia_17 Calendar, go to the first Monday of next month Double click the 8am time slot to create a new appointment and then enter the details as shown in the example Imagine now that you want to add this as an activity for the next three months... Click on the Recurrence button on the Appointment tab Ensure all the details are the same as shown in the example but change the End after option to 12 occurrences Click [OK] and then click the Save & Close button to add the activity to your calendar Notice the recurring appointment symbol that appears in the right of the appointment box To create a recurring appointment: 1. Create a new appointment in the usual way 2. Click on the Recurrence button on the Appointment tab 3. Complete the appropriate details and click on [OK] You can easily see a list of recurring appointments by choosing View > Current View > Recurring Appointments. If you try to delete a recurring appointment, Outlook asks if you want to delete just the current appointment or all in the series. Watsonia Publishing Page 7 Cluster - Appointments And Events

8 CHANGING ALL RECURRING APPOINTMENTS IN A SERIES A recurring appointment has more than one activity within a series. For example, you may always have a team meeting first thing on a Tuesday morning and you create this as a recurring appointment. If, however, you want to change just one of the meetings to another day or a different time slot, Outlook asks whether to update just the one occurrence or all in the series. file Watsonia_17.pst... In the Watsonia_17 Calendar, go to the first Monday of next month Double click Team Squash appointment at the 8am time slot Outlook asks if you want to open just this occurrence or the series Select Open the series and then click [OK] Change the Location to Fitness Centre Click [OK] and then click the Save & Close Right mouse click on the first Team Squash appointment and choose Edit series You ve just found out that you have to play at 7.30 every Monday and not at 8.00 am Click the button on the Appointment tab, change the times to and Click [OK] and then Save & Close To edit all recurring appointments in the series: 1. Double click any of the appointments to open the appointment window 2. Click on the Recurrence button on the Appointment tab 3. Complete the appropriate details and click on [OK] You can edit any appointments in a series to update them all if you choose the Open the series option. If you use the mouse to move a recurring appointment, only the time slot and/or date for the moved appointment will update not all in the series. Watsonia Publishing Page 8 Cluster - Appointments And Events

9 SCHEDULING AN EVENT An event is an activity that occupies a full day. It is treated differently to an appointment or meeting in that it appears in the banner area at the top of the calendar rather than against a particular time slot. Events are normally created for activities of longer duration such as a trade show, sporting events, training and the like. 1 file Watsonia_17.pst... In the Watsonia_17 calendar, move ahead three months from now and select the first Monday of that month Double click at any time slot on that day to open the Untitled Appointment window 2 Enter the details shown in the example and then click All day event Change the End time to Wednesday Click Save & Close to return to the calendar Notice how the all day event sits at the top of the calendar time slots unlike appointments 6 To schedule an event: 1. Create a new appointment in the usual way 2. Click on All day event until it appears ticked 3. Click on Save & Close You can use the Actions > menu to add new activities, such as New Appointment, New All Day Event, etc. You can edit an all day event by dragging it to a different day/time slot or by double clicking it to access it in its own window. Watsonia Publishing Page 9 Cluster - Appointments And Events

10 FREE AND BUSY TIME Not every appointment or all day event takes up your time. You may want to add activities to your calendar that are for information only. By default, Outlook marks your activities as Busy, so that if anyone else can view your calendar, you appear not to be available. However, you can change how an activity is marked so that others can see that you are free, tentatively busy or out of the office. 3 file Watsonia_17.pst... In the Watsonia_17 calendar, find the first free Wednesday of next month Double click at the 10.00am time slot Add the appointment shown in the example, click on the Show As drop-down arrow and set the time as Tentative 6 Click Save & Close to return to the calendar Notice how the edge of the appointment appears to show that it is tentative Now double click the appointment to edit it 7 Change the Show As time to Out of Office and then click Save & Close See how the border of the appointment has changed once again To choose free, busy, tentative or out of office: 1. Create a new appointment in the usual way 2. Click on the Show As drop-down arrow on the Appointment tab and select an appropriate option such as Free 3. Click on Save & Close If your calendar can be accessed and shared with other users, it is important that you specify your Show As time correctly for each activity you add to your calendar as it will determine your availability is shown. Watsonia Publishing Page 10 Cluster - Appointments And Events

11 CATEGORISING ACTIVITIES Outlook includes a Categories feature that allows you to highlight certain items so that they can be easily found. For example, you may want to show that a group of messages, appointments, events, notes, etc, are part of a particular project or department. You can categorise a calendar entry when you create it or when you are scanning through the calendar pages. 3 exercise, or open Watsonia_17.pst... Find the first free Thursday of next month Double click at the 12.30pm time slot Add the appointment as shown and click on the Categorise button on the Appointment tab 4 Click on the All Categories option to display the Colour Categories box Click on the Yellow Category and click [Rename] Type Personal as the name of the category and tick in the selection box Click [OK] to return to the appointment and then click Save & Close 8 Select one of the Team Squash appointments mark it as a Personal category using the toolbar To categorise an activity such as an appointment: 1. Create a new appointment in the usual way 2. Click on the Categorise button on the Appointment tab and tick the category you wish to apply to the activity 3. Click on Save & Close You can remove a category by clicking on the Categorise button and selecting Clear All Categories. Calendar entries, such as an appointment, can belong to more than one colour category. Watsonia Publishing Page 11 Cluster - Appointments And Events

12 DELETING APPOINTMENTS AND EVENTS There will be times when appointments or events are cancelled rather than rescheduled. When this occurs you can delete the appointment or event from the calendar using the Edit > Delete command or the Delete button. Again, any appointment or schedule that is deleted will be placed in the Deleted Items folder. 1 file Watsonia_17.pst... Click on any of the Team Squash appointments on the calendar Click on the Delete button on the toolbar Since this is a recurring appointment you will be asked if you wish to delete only this occurrence or all of them Click on Delete the series, then click on [OK] to confirm your choice 2 To delete appointments and events: 1. Click on the appointment or event 2. Click on the Delete button 3. If you are deleting a recurring appointment, respond to any questions asked 4. Click on [OK] The same technique is used for normal appointments and events. You can also +. Watsonia Publishing Page 12 Cluster - Appointments And Events