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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
It's really easy to create new appointments and events in Outlook. The first thing you need to do is pick the date. I'll set an appointment for a phone meeting tomorrow with Greg, my assistant. I'm going to use the Work Week View, since it gives me nice wide columns and it's easy to read. I'm going to click on the category for the appointment. I don't have to do this, but if I make it a habit, it opens me up to a variety of organizational tools throughout Outlook. To learn how to set up this category list, please see your Categories video early in the course. Now, at the top of the window, I have two buttons: one for Meeting and one for Appointment.
A meeting is an event when I need to coordinate with other people and invite them to attend. We'll cover meetings in the next video. An appointment is an event on your calendar specific to you that does not require anyone else's participation. There are six ways I can create a new appointment. I can click on this button. If I'm reading my email or looking at my Contacts list and I want to create an appointment, I can click on this New button and create it from there. I can also go up to the File menu, highlight New, and choose Appointment. If I'm looking at my Calendar, I can use the keyboard command, Command+N. I can also right-click on a day and tell it to make a new appointment, and I'll use my two favorites in the rest of this lesson.
If I want to quickly create an appointment and I'm not concerned about adding any details to it, click at the start time of the event and drag down to the end time. A box will appear that says New Appointment. Simply type what you want the meeting to display. When I'm done, click anywhere on the screen to confirm the appointment. To get into that appointment to add details, double-click on it and its detail window will open. Go ahead and click the red dot in the upper-left corner to close it for now. We'll be back in this window shortly.
Let's add a second appointment for my computer user group meeting that happens every month on the first Wednesday evening. I'll scroll forward to the first Wednesday. To add an appointment by going straight into the detail window, instead of dragging across the time range like we did before, just double- click anywhere in that day. If I actually double-click right on the start time of 7 pm, the time will auto fill for me. In the Subject line, I'll type Mac User Group meeting, and I'll press Tab to go to the Location field. I'll put in the address.
The Start date and End date auto filled, because I clicked on that date in the calendar when I created the appointment. The Start time also auto filled, because I was careful to double-click right on that time, but I can change either of these if necessary. I can click right inside the date field and use the Tab key to move between the month, day, or year. I can also click in this little calendar box and choose the date off the pop-up menu. To change the time, I can click on the hour, minutes, or AM/PM, and make the change.
With AM/PM, it's nice because all I actually have to do is just type in A or a P. An alternative to manually changing the end time is to use this Duration drop-down field right here. You can specify exactly how long a meeting is and the end time will update accordingly. If I choose 1.5 Hours, my end time is now 8:30 PM. If an appointment is actually an event, meaning that it's all day, not during a specific time period, put a checkmark in this box. Instead of long spots of color taking up valuable room on your calendar, that event will show up in an oval at the top of this date in the All Day section.
Because this is an actual meeting, I'll uncheck that box. In the white box at the bottom of the appointment, you can type in anything you need to know about the meeting. You can even copy and paste in an agenda or an email message. For this user group meeting, I'll make a list of my questions so that I don't forget what I want to ask. Now let's take a look at some other settings for your appointments. Up here in the Events toolbar is an Invite button. This will turn your appointment into a meeting where you can invite attendees and track their responses. We'll explore this option in detail in the video about meetings.
Next is a Status drop-down. If you're just using Outlook on your own, these may or may not be helpful to you, but if you're working in an enterprise environment, these Status options determine how other people will view your schedule. By default, it says Busy. You also have the option's Free, Tentative, and Out of Office. Free means that you have something on your schedule, but your time is still available for meetings with other people. Tentative means just that. it's on your schedule, but may not happen. Out of Office indicates that during that time block, you will be offsite and unavailable.
Your colleagues won't be able to see what the appointments are actually for, but they will be able to see the color of the time block so they can coordinate with you. The Reminder box allows you to get a pop- up message in the bottom corner of your screen at a convenient time interval. The default is 15 Minutes. So at 15 Minutes before my User Group meeting, the Mac will pop up a little yellow reminder down here in the corner that I can then snooze like my alarm clock in the morning or dismiss to turn off. Because this meeting occurs after work, I'll set the reminder to pop up 10 Hours beforehand, at 9 AM, so I remember it the day of.
We'll take a look at Recurrence in the next video, and if you're creating a meeting that was scheduled from a different part of the world, you can enter its actual start time, then click this Time Zone button in the toolbar. Let's pretend for just a moment that this meeting was called by our branch in Japan. I'll choose the Time Zone that has Tokyo in it, plus nine, and Outlook will let me know my appointment's local time, so that I don't have to do the math myself. 3 AM, I'll look forward to that. Okay, so, since this is just my own computer user group, I'm going to go back to Pacific Time and turn off the Time Zone button.
Now for Categorize. If I did not choose a category for this appointment before I first created it, I can click this button, drop-down my list, and assign the appointment to that group. Last, this Private button will block anyone, including delegates allowed to share your calendar, from seeing the details of the appointment. When you're done creating the appointment, click Save & Close. When I click on the appointment, my toolbar changes and adds an Appointment tab, so that I can use many of the controls that we saw in the appointment itself.
I'm going to go back to this week. If I need to change an appointment, it's pretty intuitive. If my phone meeting is pushed back an hour, all I have to do is drag it to the new time. I can even drag it from day to day. If the appointment length changes, I can hold my cursor over the bottom edge, get a double-headed arrow, and drag to make it shorter or longer. If I have to change any other details about the appointment, just double-click on it to open it, make your changes, and click Save & Close.
To delete an appointment, click on it and then either press Delete on your keyboard, or use the Delete button on your toolbar. You can even right-click on it and choose Delete if you like, and that's all there is to it. Outlook's detailed handling of appointments gives you complete control over your schedule and makes it easy to schedule appointments from any view.
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