microsoft office outlook 2007 training

1. Microsoft® Office Outlook® 2007 Training Calendar basics [Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.][Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]

2. Calendar basics Course contents Overview: It’s all about choices Lesson 1: Get it right in the calendar Lesson 2: Just beyond the basics

3. Calendar basics Overview: It’s all about choices When you write something down in a paper calendar, you don’t have much choice about how it’s done. You take your pencil—or your pen, if you’re brave—and you write it down. When you write something down in a paper calendar, you don’t have much choice about how it’s done. You take your pencil—or your pen, if you’re brave—and you write it down.

4. Calendar basics Course goals Use the right type of calendar entry for each occasion. Use reminders to remember activities. Use recurrence to quickly schedule activities that occur more than once. Use colors and free/busy time indicators to show calendar entries according to your needs.

5. Lesson 1 Get it right in the calendar

6. Calendar basics Get it right in the calendar

7. Calendar basics See your calendar

8. Calendar basics See your calendar

9. Calendar basics See your calendar

10. Calendar basics Know your choices The calendar here shows a single day with each type of entry (appointment, meeting, event, and task) occurring once. The calendar here shows a single day with each type of entry (appointment, meeting, event, and task) occurring once.

11. Calendar basics Know your choices

12. Calendar basics Know your choices

13. Calendar basics Just you? Use an appointment

14. Calendar basics Just you? Use an appointment This quick method is a good way to start any calendar entry, not just an appointment. This quick method is a good way to start any calendar entry, not just an appointment.

15. Calendar basics When others are involved, it’s a meeting

16. Calendar basics When others are involved, it’s a meeting

17. Calendar basics When others are involved, it’s a meeting

18. Calendar basics Top the day with an event

19. Calendar basics Top the day with an event Note: Events such as birthdays recur every year. The next lesson shows you how to set recurrence.Note: Events such as birthdays recur every year. The next lesson shows you how to set recurrence.

20. Calendar basics Keep track of your tasks The picture illustrates what happens when you check off a completed task: It has a check mark and a line through it. The picture illustrates what happens when you check off a completed task: It has a check mark and a line through it.

21. Calendar basics Keep track of your tasks For more information about how to create and use tasks, see the Microsoft Office Online training presentation called “Outlook 2007: Get out of your Inbox.” For more information about how to create and use tasks, see the Microsoft Office Online training presentation called “Outlook 2007: Get out of your Inbox.”

22. Calendar basics Suggestions for practice View your calendar. Create an appointment. Make a meeting. Create an event. Create a task. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

23. Calendar basics Test 1, question 1 To switch to the calendar, you must quit and restart Outlook. (Pick one answer.)

24. Calendar basics Test 1, question 1: Answer False.

25. Calendar basics Test 1, question 2 Which of the following would best be entered as an event in your calendar? (Pick one answer.)

26. Calendar basics Test 1, question 2: Answer A birthday.

27. Calendar basics Test 1, question 3 Which type of calendar entry should you use if others at your workplace are involved? (Pick one answer.)

28. Calendar basics Test 1, question 3: Answer A meeting.

29. Lesson 2 Just beyond the basics

30. Calendar basics Just beyond the basics Some specifics to go along with the final paragraph: Outlook can remind you about important meetings and dates so that you’re always on time. With the Outlook color-coding system, you’ll be able to organize your tasks and appointments in less time. You can control how time in your Outlook calendar is displayed to others, so that they can see when you’re available and when you’re not. Some specifics to go along with the final paragraph: Outlook can remind you about important meetings and dates so that you’re always on time. With the Outlook color-coding system, you’ll be able to organize your tasks and appointments in less time. You can control how time in your Outlook calendar is displayed to others, so that they can see when you’re available and when you’re not.

31. Calendar basics Once is not enough: recurrence

32. Calendar basics Once is not enough: recurrence

33. Calendar basics Open a recurring entry For example: Use Open this occurrence if, on one particular day, you decide you want to exercise a half-hour later than usual, without changing the usual time. Use Open the series if you decided to shift all instances of your “Exercise” appointment by half an hour. For example: Use Open this occurrence if, on one particular day, you decide you want to exercise a half-hour later than usual, without changing the usual time. Use Open the series if you decided to shift all instances of your “Exercise” appointment by half an hour.

34. Calendar basics Open a recurring entry Keep these tips in mind when you work with recurring items: Don’t delete a recurring entry. Instead, change the "End by" time. This leaves you with a record of past occurrences. You may need to create several different recurring calendar entries to achieve the desired pattern for a single activity. For example, if you want to set up a payday event that occurs on the 15th day of the month and also on the last day of the month, you will need to set up two recurring events. Keep these tips in mind when you work with recurring items: Don’t delete a recurring entry. Instead, change the "End by" time. This leaves you with a record of past occurrences. You may need to create several different recurring calendar entries to achieve the desired pattern for a single activity. For example, if you want to set up a payday event that occurs on the 15th day of the month and also on the last day of the month, you will need to set up two recurring events.

35. Calendar basics Remember with reminders

36. Calendar basics Remember with reminders

37. Calendar basics Remember with reminders

38. Calendar basics Stay organized with colored categories

39. Calendar basics Stay organized with colored categories For more information about how calendar labels are updated to colored categories, see the Quick Reference Card, linked to at the end of this course. If you want to learn more about color-coding your e-mail messages by using the same system, see the Microsoft Office Online training presentation called “Outlook 2007: Get out of your Inbox.” For more information about how calendar labels are updated to colored categories, see the Quick Reference Card, linked to at the end of this course. If you want to learn more about color-coding your e-mail messages by using the same system, see the Microsoft Office Online training presentation called “Outlook 2007: Get out of your Inbox.”

40. Calendar basics Is lunch time flexible? Show it. You’ll see the border color in your own calendar too, and you can change it. You’ll see the border color in your own calendar too, and you can change it.

41. Calendar basics Is lunch time flexible? Show it.

42. Calendar basics If you change the time setting for an event from free to anything else, the whole day for that event will appear shaded. If you change the time setting for a meeting you didn’t create, your change will be overwritten if the meeting organizer updates the time of the meeting. Is lunch time flexible? Show it.

43. Calendar basics Suggestions for practice Create practice calendar entries. View the reminder time and change one reminder. Make an appointment recur. Change one instance of a recurring appointment. Organize with colors. Change how time appears. Share your availability via e-mail (optional). [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

44. Calendar basics Test 2, question 1 You’ve double-clicked a recurring appointment to change it. In the dialog box that opens, you see two options. Which option allows you to change the details for all instances of the appointment? (Pick one answer.)

45. Calendar basics Test 2, question 1: Answer The Open the series option.

46. Calendar basics Test 2, question 2 You can use colored categories to color-code calendar entries. (Pick one answer.)

47. Calendar basics Test 2, question 2: Answer True.

48. Calendar basics Test 2, question 3 You have a regular meeting that occurs on the first day of each month. The meeting will occur each month for an entire year. How many times do you need to type the details of the meeting? (Pick one answer.)

49. Calendar basics Test 2, question 3: Answer Once.

50. Calendar basics Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card.

51. USING THIS TEMPLATE See the notes pane or view the full notes page (View tab) for detailed help on this template. Using This Template This Microsoft Office PowerPoint® template has training content about the essential Outlook 2007 calendar features that people can use to schedule their time as efficiently as possible. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Calendar I: Outlook calendar basics.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2007 installed to view the hands-on practice sessions. If you don’t have Outlook 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu). Using This Template This Microsoft Office PowerPoint® template has training content about the essential Outlook 2007 calendar features that people can use to schedule their time as efficiently as possible. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Calendar I: Outlook calendar basics.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2007 installed to view the hands-on practice sessions. If you don’t have Outlook 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).