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Outlook 2007 Managing Your Time. Course contents. It’s all about choices Get it right in the calendar Finishing touches. Choices. Overview: It’s all about choices. In contrast to a paper calendar, Outlook 2007 offers many choices for how to keep track of your time For example:

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slide1
Outlook 2007

Managing Your Time

course contents
Course contents
  • It’s all about choices
  • Get it right in the calendar
  • Finishing touches
overview it s all about choices
Overview: It’s all about choices
  • In contrast to a paper calendar, Outlook 2007 offers many choices for how to keep track of your time
  • For example:
  • Is the calendar entry an appointment or a meeting?
  • Will it occur once or repeatedly?
  • Should it be marked as busy, free, or tentative?
overview it s all about choices5
Overview: It’s all about choices
  • In this session you’ll learn
  • Outlook calendar essentials
  • Find out how to efficiently book appointments and meetings
  • See how to stay on top of important dates with recurrence and reminders
get it right in the calendar
Get it right in the calendar
  • Your choice of entry will depend on who else is involved and how you want the entry to appear
  • By selecting entries in your calendar directly, you’ll know at a glance what’s going on, when, and with whom
know your choices
Know your choices

Appointment. An appointment is an activity that involves only you, at a scheduled time.

Meeting. A meeting also occurs at a scheduled time. But you invite other people by using a meeting request that’s sent via e-mail.

know your choices8
Know your choices

Event. An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn’t block out time in your calendar. So you can still have other entries appear in your schedule for that day.

know your choices9
Know your choices

Task. A task is an activity that involves only you, and that doesn’t need a scheduled time. New to Outlook 2007 is an area in your calendar’s Day and Week views that shows tasks.

just you use an appointment
Just you? Use an appointment
  • For example, you might want to block out time for research on a project, for writing a report, or for running an errand on the way home from work
  • It is as easy as 1-2-3
just you use an appointment12
Just you? Use an appointment

In Day view, rest the pointer over the desired time in your calendar, and click

Type the details

If you need more time for your appointment, just drag the handle to make the appointment longer

see appointment details
See Appointment Details

In Day view, rest the pointer over the desired appointment in your calendar, and double click

make time and remember to do things
Make time and remember to do things

To change the reminder time for an appointment:

On the Appointment tab, click the arrow to open the Reminder list and then select a time

Once you’ve made a change, click Save & Close on the far left of the Ribbon

when others are involved it s a meeting
When others are involved, it’s a meeting

In a meeting, you’ll see the following:

The location of the meeting

The organizer’s name

when others are involved it s a meeting17
When others are involved, it’s a meeting
  • A meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else
  • Meetings appear both in your calendar and in the calendars of the other people who are involved
want to create a meeting
Want to Create a meeting

Start off like you would an appointment. In Day view, rest the pointer over the desired time in your calendar, and click – the time may be adjusted based on availability of others

Type the details

If you need more time for your appointment, just drag the handle to make the appointment longer

Double click on your appointment to bring up details

want to create a meeting location
Want to create a meeting? Location

Type Location for your meeting

want to create a meeting set reminder
Want to create a meeting? Set Reminder

To set reminder time for a meeting

On the Appointment tab, click the arrow to open the Reminder list and then select a time.

want to create a meeting invite others
Want to create a meeting? Invite others

On the Appointment tab, click Invite Attendees

A To button and box appear. Type names directly in the box or click the To button to add invitees by selecting from a list

want to create a meeting check availability
Want to create a meeting? Check Availability

Use Suggested Times to find a day and time when all required members for your meeting are free

Click on the desired suggested time – this will be the date and time of your meeting

want to create a meeting send invite
Want to create a meeting? Send Invite

Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants

A meeting request will be sent via e-mail to meeting participants

want to track an event
Want to track an event
  • Events don’t occupy scheduled time in your calendar; instead, they appear in banners at the top of the date you specify. For example:
  • Conferences, business travel, or vacations, for one day or longer
  • Birthdays, anniversaries and holidays
how to create an event
How to create an event

Create an event

In Calendar, on the Actions menu, click New All Day Event.

In the Subject box, type a description.

In the Location box, enter the location.

To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list.

If the event lasts longer than one day, change the values in the Start time and End time boxes.

Click Save and Close.

 TIP   In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area beneath the date heading of the day of the event.

keep track of your tasks
Keep track of your tasks

For example, if you have a number of errands to do, enter each errand as a task. (You’ll see the Tasks area when you look at the calendar in Day or Week view.)

When you complete the task, check it off. A completed task sticks to the day on which it’s completed, keeping a tidy list of the day’s accomplishments at your fingertips.

keep track of your tasks29
Keep track of your tasks

If you don’t complete a task on its due date, it will automatically move forward and appear on the current day until you reschedule it or check it off.

Tip: To quickly reschedule a task, use the Week view and drag a task from one day to another.

how to create a task
How to create a task

In Task, on the Actions menu, click New All Day Event.

In the Subject box, type a description.

If you want, set the Start date and the Due date for the task. If you specify a Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want.

Click Save and Close.

once is not enough recurrence
Once is not enough: recurrence

To tell Outlook that an appointment, meeting, or event occurs over and over, use the Recurrence feature. The frequency of the activity is called its recurrence pattern.

As you can see with the “Exercise” appointment in the picture, a recurring appointment appears repeatedly and displays a recurrence icon .

once is not enough recurrence33
Once is not enough: recurrence

To set up a recurrence pattern, open the appointment and click the Recurrence button in the Options group on the Appointment tab.

how to set the schedule
How to set the schedule

Click the frequency — Daily, Weekly, Monthly, Yearly — with which you want the appointment to recur, and then select the options for the frequency

Click OK

Click Save and Close.

open a recurring entry
Open a recurring entry

To open a recurring calendar entry to see its details or change it, start by double-clicking it.

A message appears like the one in the picture, giving you two options:

  • Open this occurrence. Choose this when you want to see or change one instance, not the entire series.
  • Open the series. Choose this when you want to see or change the entire series.
is lunch time flexible show it
Is lunch time flexible? Show it.

Outlook lets you and your colleagues tell each other who’s busy, who’s out of the office, who’s free, and when.

A calendar entry’s border color indicates whether that time is scheduled as free, busy, tentative, or out of office.

is lunch time flexible show it38
Is lunch time flexible? Show it.

By keeping this information current and accurate, you’ll benefit from features that let you share your schedule with others.

more information
More information
  • If you would like more information regarding Outlook Calendaring, Archiving or other Microsoft software assistance, please visit our webpage at:
  • http://it.lr.edu
  • Help Desk – 828-328-7350
  • Who’s who in Office of Information Technology (OIT) -
  • Charlie Day (Presenter), Director of Administrative Systems
  • Tim Runion, Manager, Technical and Network Services
  • Adam Coffey, Manager, User Services
  • Melissa Mullinax, CIO