 Outlook:
Calendar
Calendar lets you schedule appointments, meetings, and
events for yourself as well as for others who have given you permission to open their
subfolders. Remember, the Calendar folder under Mailbox is stored on the server. The
Calendar folder under Personal Folders is stored on your hard disk.
When you open the Calendar by clicking on its icon, you
should see a screen similar to the following illustration:
In the middle column, you should see the current date
(illustrated as Thu., Sep. 30) and half-hour time blocks; this is called the Appointments
Area. If you want to expand this area, click on the Folders List Button; the
Appointments Area will then expand to the left. The top right shows the current month and
the next month; this is called the Dates Navigator Section. The current
date will have a box around it in the monthly calendar. Any days that have appointments
will be bolded. To change your Appointments Area to a new date, click on the desired date
on the monthly calendar. Below the Dates Navigator Section is a Task Pad that will be
addressed later.
To change to another month, click on the arrows next to
the month names in the Dates Navigator Section.
Use one of the two following methods to enter appointments into the calendar after you have selected
the appropriate month and date:
Method 1:
Entering Appointments Using the Appointments Area
Click on the date of the appointment in the
Dates Navigator Section
Drag through the desired time slot. For example, if you
have an appointment from 10 a.m. to 11 a.m., drag through the whole 10 a.m. time slot area
to the top of the 11 a.m. time slot area. While that time slot is highlighted, type in the
appointment information. As soon as you start typing, the highlighted time slot will
change to a text box with blue top and bottom borders. Press Enter when done or click
outside of the time slot. Note: If you need to enter an appointment in a time slot that is
not visible on the screen, simply use the scroll arrow to bring that time slot into view.
If you make a mistake while typing and notice the error
before pressing Enter or clicking outside of the time slot, use the backspace key to erase
characters and then retype. If you notice the error after pressing Enter, click the
appointment and correct or retype the entry.
If you need to record an appointment that is made on
quarter-hour (15 minutes) increments rather than half-hour increments, see how to access
the Appointment Window in the next section.
Method 2:
Entering Appointments Using the Appointment Window
Using the Appointment Window allows you to specify more
details about the appointment, such as the starting date/time, the ending date/time, the
location of the meeting, a reminder notice, or the setting of recurring meetings.
Drag through the appointment time slot in the
Appointments Area. Click on the New Appointment button on the Standard Toolbar. A window
similar to the following illustration should appear (illustration shows: time slot
selected is 9-10 a.m. for October 18).
Fill in the appropriate information in the Appointment
Window. Change the date/time as needed.
Note: If you need to change the time to something
other than the half-hour default, here is where you do it. For example, if you need to
change 9:00 AM to 9:15 AM, highlight the "00" characters and type
"15".
Selecting the Reminder check box instructs your computer
to play a reminder sound before the appointment time. An icon shaped like a bell displays
next to the appointments with reminders.
When completed, click on the Save and Close button on the
toolbar.
Recurring
Appointments
If the appointment occurs at regular intervals (e.g., a
weekly staff meeting held every Monday from 2-3 p.m.), enter all the appointment
information for the first date and then click on the Recurrence Button in the Appointment
Window. You should see a window similar to the following illustration (Assumption:
Selected Monday, 2-3 p.m. time slot for weekly staff meeting):
Fill in the appropriate information under Recurrence
pattern. Fill in the appropriate information in the Range of recurrence. You can indicate
that there is no end, the recurrence should end after a designated number of occurrences,
or the recurrence should end at a specific date. After filling in the appropriate
information, click on the OK button. A recurrence symbol will display beside each
recurring appointment in the Appointments Area.
Deleting
Appointments
Click on the date in the Dates Navigator section (monthly
calendar) to display the Appointments Area for that date. Click on the appointment to be
deleted. Press the Delete button (X) on the toolbar. If the appointment you are deleting
is a part of a recurring appointment list, you will be asked whether you want to delete
all of the occurrences or just that one appointment.
Moving Appointments to a New Time on the Same Day
Click on the date in the Dates Navigator section (monthly
calendar) to display the Appointments Area for that date. Position the mouse pointer on
the blue left border of the appointment. The mouse pointer will change to a four-headed
arrow. Drag the appointment to the desired time slot. As you drag the appointment, the
mouse pointer will change to a pointer with a small dotted box below it. Release the mouse
button to drop the appointment in the new time slot.
If you don't like the drag method, double click on the
appointment and edit the time in the Start time and End time list boxes in the Appointment
Window.
Moving Appointments to a New Date--Same Time
DRAG METHOD: Click left blue border of
appointment time slot. Drag appointment to appropriate date in the Dates Navigator section
(monthly calendar).
NON-DRAG METHOD: Double click on the
appointment and edit the Start time date list box in the Appointment Window.
Moving Appointments to a New Month
If you need to move your appointment to a month that is
not displayed in the Dates Navigator section, you can use the cut and paste method instead
of the drag method. Click in the left blue border of the appointment time slot. Click Edit
on the menu bar, then Cut. Click the right scroll arrow in the Dates Navigator section to
display the month you wish to see. Click on the date for that month. Click Edit on the
menu bar, then Paste. The appointment will be moved from the first date to the second date
at the same time.
You could also double click on the appointment and edit
the Start time date list box in the Appointment Window.
Creating an Event
An event is an activity that lasts 24 hours or longer.
You can use calendar to keep track of important events, such as birthdays, conferences,
weddings, anniversaries, holidays, etc. Events do not display in time slots in the
Appointments Area. The description of the event will appear in a small banner below the
date heading.
Click on the Date in the Dates Navigator Section. Double
click the date heading at the top of the Appointments Area. You should see a window
entitled "Untitled - Event" as illustrated below:
Type the description of the event in the Subject box (for
example: Carolyn's Birthday). Note: There are no times indicated; there is a check mark
next to All Day Event. Click on the Save and Close Button on the toolbar.
When you open your calendar on the scheduled event day
(Illustration shows 12/24/99), you will see a banner appear below the day in the
Appointments Area with whatever you typed in the Subject area. The following is an example
of what you would see:
Displaying the Calendar in Week and Month Views
The view that has been used for previous illustrations is
the Day/Week/Month View as indicated on the Toolbar—see first illustration. While in
this view, you can see calendars in three different views: Day, Week, and Month. By
default, the Day button is depressed.
The Week View will show the seven days of the selected
week. The five days of the standard work week (Monday – Friday) will each have
individual squares. Saturday and Sunday will be combined into one square. To change to the
Week view, click on any day of the week in the Dates Navigator section. Then click on the
Week button on the toolbar. You should see a window similar to the following illustration:
As a reminder, you can expand the Monthly View Area by
clicking on the Folder List Button on the Toolbar. Note that scroll bars appear to help
you display other areas of the weekly view.
The Month View looks like a standard calendar page. Click
on the Month Button and you should see a screen similar to the following illustration:
Using Task Pad
to Create a Task List
While in the Day View, the Task Pad is displayed under
the Dates Navigator Section (see first illustration). You can use the Task Pad to create a
"to do" list for the day. Simply click in the area that reads "Click here
to add a new task" and type the task. Press enter. Keep entering tasks in this
manner. When completed, click outside the Task Pad. The following illustration shows three
tasks that have been entered:
When you have completed a task, simply place a checkmark
in the Done column. The task description will have a line drawn through it.
To add details to the task, such as due date, priority,
or explanatory notes, double click on the task description.
To delete a task, click on the task description and then
click on the Delete button on the toolbar. Note: Using the delete key on the keyboard will
only erase characters from the task description. |
