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Microsoft® Office Outlook® 2007 Training

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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:

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 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

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
1
Appointment. An appointment is an activity that involves
only you, at a scheduled time.
2
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 choices
3
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 choices
4
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.
Appointments
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 appointment
1
In Day view, rest the pointer over the desired time in your
calendar, and click
2
Type the details
3
If you need more time for your appointment, just drag
the handle to make the appointment longer
See Appointment Details
1
In Day view, rest the pointer over the desired
appointment in your calendar, and double click
Make time and remember to do things
To change the reminder time for an appointment:
1
On the Appointment tab, click the arrow to open the
Reminder list and then select a time
2
Once you’ve made a change, click Save & Close on the
far left of the Ribbon
Meetings
When others are involved, it’s a meeting
In a meeting, you’ll see the following:
1
The location of the meeting
2
The organizer’s name
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
1
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
2
Type the details
3
If you need more time for your appointment, just drag the
handle to make the appointment longer
4
Double click on your appointment to bring up details
Want to create a meeting? Location
1
Type Location for your meeting
Want to create a meeting? Set Reminder
To set reminder time for a meeting
1
On the Appointment tab, click the arrow to open the Reminder list and
then select a time.
Want to create a meeting? Invite others
1
On the Appointment tab, click Invite Attendees
2
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
1
2
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
1
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
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
Create an event
1. In Calendar, on the Actions menu, click New All Day Event.
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. 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.
5. If the event lasts longer than one day, change the values in the Start time
and End time boxes.
6. Click Save and Close.
TIP In Day/Week/Month view, you can quickly create an event by doubleclicking the darker shaded area beneath the date heading of the day of the event.
Task
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 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
1. In Task, on the Actions menu, click New All Day Event.
2. In the Subject box, type a description.
3. 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.
4. Click Save and Close.
Recurring
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: 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
1. Click the frequency — Daily, Weekly, Monthly, Yearly — with which you want
the appointment to recur, and then select the options for the frequency
2. Click OK
3. Click Save and Close.
Open a recurring entry
To open a recurring
calendar entry to see
its details or change it,
start by doubleclicking 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.
Tentative
Events/Meetings
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 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
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