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Outlook 2013 Essential Training
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Creating an appointment and a reminder


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Outlook 2013 Essential Training

with Jess Stratton

Video: Creating an appointment and a reminder

An appointment in the Outlook Calendar is a block of time that applies only to me, unlike a meeting which applies to many people. So let's dive right in and create an appointment. The first way to create an appointment is the easiest. I can simply come up to my Calendar, click in the time slot I want and simply start typing. I can hit Enter, when I'm done and I've created a really basic appointment. I can change a reminder on that by coming up to the Ribbon tab and choosing the reminder that I want for this appointment.
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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Outlook 2013 Essential Training
3h 6m Appropriate for all Feb 08, 2013

Viewers: in countries Watching now:

Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.

Topics include:
  • Exploring the Ribbon
  • Adding an IMAP, Exchange, or POP account automatically
  • Connecting to iCloud or SkyDrive
  • Saving attachments
  • Searching mail
  • Flagging messages
  • Using mail rules to process messages
  • Replying to and forwarding a message
  • Adding signatures
  • Creating new contacts
  • Creating and responding to meeting invitations
  • Setting up advanced options
Subjects:
Business Productivity Email Teacher Tools Education Student Tools
Software:
Office Outlook Office 365
Author:
Jess Stratton

Creating an appointment and a reminder

An appointment in the Outlook Calendar is a block of time that applies only to me, unlike a meeting which applies to many people. So let's dive right in and create an appointment. The first way to create an appointment is the easiest. I can simply come up to my Calendar, click in the time slot I want and simply start typing. I can hit Enter, when I'm done and I've created a really basic appointment. I can change a reminder on that by coming up to the Ribbon tab and choosing the reminder that I want for this appointment.

It's going to default to 15 minutes. I can actually turn it off by selecting None, if I don't want any reminder at all. But let's create an appointment with a little more detail. I'm going to go to the HOME ribbon tab and select New Appointment. The first thing I'm going to do is type in my Subject. This is what I'm going to see in my entire Calendar view. I can come down here and put a Location in it, this is just a reference for me. Now I can come to the Start time and the End time, and choose a date and a time.

I can click the Calendar icon and I get a calendar picker. I select the day and now I can click he dropdown in the Time and choose a Start time and an End time by using the scroll bar. I can come down here in the body field and this works just like an email does. I can put any notes I want about the appointment, I can even put attachments in by clicking on the Insert tab and choosing Attach File. I can then browse my file system to find anything I want, select it, hit Insert, and it gets put in.

Now there are a couple more things I can do with this. I am going to go back to the Appointment ribbon tab and the first thing I'm going to do is set a reminder for this. I'm going to change the reminder to 30 minutes, so I can be reminded of it and I can also click this padlock if I want to mark the appointment as private. This means that if anybody is looking at my Calendar from there computer, they won't be able to see the appointment or the details of it. I can toggle it on or off by clicking the Padlock icon. I can also decide how I want this to look on my Calendar.

If I'm going to be out of the office, I can select Out of Office, Busy, Tentative, Working Elsewhere or Free. This is going to affect how people see me if they want to book me for meetings. I'm going to leave it as the default of Busy. Now this coffee meeting happens every Monday at the same time at the same place. So I'm going to set it as a recurring meeting. I can click on Recurrence. And here's, where I get a bunch of options to change how often this happens. This way, I don't have to create an appointment for this every Monday, Outlook can do it for me.

I can change the Start and End times if I want, but I'm happy with the way I set it in the original appointment. Here's where I set the Recurrence pattern. For example, this happens Weekly, though I could change it to Monthly or even Yearly. So it occurs every one week on Monday. If it was a biweekly meeting, I can simply change this to a two and now it's only going to show up on my Calendar every other Monday. I can even fine-tune this further by selecting multiple days, for example if it happens twice a week.

Here's where I select the Range of recurrence. I have three options. I can put in a specific end date if I knew the end date of this coffee meeting or if I didn't know what the exact date was that it ended, but it was only going to happen about six times, I can select End after: 6 occurrences. Finally, if I just know this thing is going to keep happening forever until I decide to stop going to it, I can select No end date, then it will always be on my Outlook Calendar every Monday. When I'm happy with my choices, I can click OK, hit Save & Close and now my appointment is on the Calendar.

I can tell it's been added because if I come here to the date picker, any day that I have an appointment on is listed in bold and I can see now that all my Mondays are filled up. If I click on them, sure enough here's my appointment. The arrows mean that it's a recurring event and the paper clip means that I've attached a file to it. I can delete these at anytime by clicking on an appointment and hitting the Delete key on my keyboard. It's smart enough to recognize that this is a recurring event. So it's going to ask me if I want to delete the entire series or just this occurrence.

This is great if I have to cancel just one week, but I still want to keep all the other ones on my calendar. I'm just going to delete this occurrence. Now it's deleted this one, but left all the other ones intact. Now there's one more thing I want to show you. Suppose you have something happening on your calendar, such as a supervisor coming in on site, and you want to mark it on your calendar, but you don't want to affect your Free or Busy time and you don't want it to interfere with any of your time slots; we can create what's called an All day event. I'm going to go back up to the HOME ribbon tab and select New Appointment.

Now I can type my subject. I can select the day that this is going to happen and select All day event. Now you'll notice two things have happened. The first thing is, is that the time slots are all grayed out because this is going to happen all day. The second thing is my Busy time has defaulted to Free, this means that I can still have this on my Calendar, but it's not going to affect people booking me for meetings. If I hit Save & Close, I can see that it's appeared at the top of my Calendar.

It's not even interfering with any time slots. It's really useful for things like people coming on site. So that's how you create appointments, reminders, recurring events and even all day events in your Outlook Calendar.

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