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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.
If you carry around a day planner, you know how hard it is to reschedule an appointment. You have to erase and rewrite and there really isn't any room to jot down any notes about the meaning. By using Outlook's Calendar, you can move appointment, include agendas, view appointment over time, and even invite other people to attend. Let's start by exploring the different ways you can view your Calendar. Click on the lower left corner on the word Calendar. You can also get here by going up to the View menu, highlighting Go To and coming across to Calendar. Now at the top of the navigation pane there's a tiny little dot.
Click on that and drag it down. You can see up to three months. I will show just one. And don't forget that if you need even more room, you can also move the module buttons down onto the bottom of the window by dragging this dot. I will move them back up. In the upper left-hand corner when you are looking at a month, you can click on any day to jump to that date. You can also use these forward arrows and back arrows to scroll through your months. Below the months the navigation pane shows all your categories.
As you make appointments you'll assign then to different categories, allowing you to color code your calendar. That gives you the ability to turn on and off different categories to only see certain appointments at a time if you like. And we will see how to do this in a later video. Now let's start moving through time. This Today button will take you back to today, even if you are several years ahead. If you want to jump to a particular date, use this View Date button. A little calendar will pop up. You can click on another date this month to move there. I'll go back again.
You can also use these little arrows to scroll through your months, forward and back in time. The tiny diamond in the middle takes you back to this month. If you decide to go back to today's date instead of choosing another one, click the word Today. When you pick a date this will pop up will disappear and the calendar will jump to that date. Now, notice that the same navigation arrows are right up here in top left corner of the calendar. So you can scroll through time and get back to today in exactly the same way.
A third way to get back to today is to use the keyboard command Command+T. To change how many days you can see at a time, use of these four buttons. Day shows you just one day with dark lines at every hour and fade lines at the half hour. Scroll up and down to see the entire day. There is a green line showing you what time it is right now. At the very top is a white bar called all day. When we create events that are not time specific, they will appear here at the top. The next button, Work, shows you the days of your Workweek.
The default is Monday through Friday, but if you work Tuesday through Saturday you even change that in the Preferences. Go up to the Outlook menu at the top left corner of the screen and choose Preferences. Click on the Calendar button in the lower left corner and here is where you set your workday. You can set your start time and your end time and what days of the week that you work. I am going to leave this on Monday through Friday. Here you also have the ability to change what you see as the first day of your full week and when we get to reminders this is where you would come to change the default.
Here you can set your default time zone depending on what coast to you are on. When I'm done, I'll click the red X. When we click on Week, we can see our schedule from Sunday through Saturday and Month allows you to see your entire month at a glance. When I am in Day, Work Week, or Week View I can adjust how many hours I can see at a time. On the bottom right corner of the menu there is a slider here from 4 to 24. Try sliding it to the left and sliding it to the right.
You can even see from midnight to midnight. I like to keep it around 8 hours or so. Now let's go back up to the left and click on the Organizer Ribbon. Here we have the same options for how many days you can see and the same slider for how many hours are showing. Right now we are looking at our appointments in a grid view. Meaning blocks of time laid out in the calendar format. But by clicking on List in the center of the toolbar, the graphical layout disappears. Now you can focus on just the events themselves. In this List View you can sort them by Subject, Location, Start time, End time, and Recurrence.
And if you click on each header, they'll switch between ascending and descending. This little alarm clock shows you if you have an alert schedule to remind you that the appointment and these double arrow shows even appointment is at recurring, which we will look at in any future video. If I right-click on these headers, I get an additional list of columns I can add. I will add Categories. If I want to remove a column, I can right- click and then uncheck it and it will disappear. I will remove Recurrence Pattern since I myself don't need to sort by that. If I want to rearrange the columns, all I have to do is click-and-drag them in the order I want.
For example, I'll move Category to the very first position so that I can use that as my main organizational system. I can also resize the columns to make them smaller. Now note that in this List View if I click on appointment, my toolbar will change to show me the actions that I can take on that event. We will look at these in detail in the later lesson. To get back to the Organize toolbar, simply click in any part of the white window that's not an appointment. With such flexibility Outlook's Calendar can be customized to work the way that I do.
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