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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Welcome to chapter 5, "Calendar and Appointment Tips." In this chapter, I will cover handy tricks, useful advice, and powerful tips to make the most out of your Outlook Calendar. Appointments are never written in stone, so it's a good thing that Outlook lets us reschedule an appointment quickly, with a variety of ways. Here is four ways to reschedule an appointment. The first, double-click and edit. Wherever you see an appointment, such as your To-Do list or the Calendar itself, just double-click and change the date or time.
Here I have double-clicked on Lunch with Kyle, and the Appointment window appears. I can drop down Calendar menu or use my keyboard and enter a new date. If I omit the year, Outlook assumes the current year. If I enter a phrase, like "next tuesday," Outlook will translate that to what I meant. I can change the time in a similar manner. Don't forget the shortcut key to save and close this window is Alt+S. A second method is to drag the appointment up and down.
If you're viewing your appointments in the Weekly or Daily views, you can change the time of an appointment by dragging it up or down, and its duration by stretching it out from the top or bottom. Here is my Lunch with Kyle next Tuesday. I can drag it up or drag it down. If I would like the appointment to start sooner and take longer, I can stretch the appointment from the top upward or from the bottom downward. You can also drag the appointment itself to a different date, just by taking it to the left or right.
If you're in Monthly view, you can still drag the appointment do a different day, and Outlook will assume the same time. But if you're in the Weekly view, there's a fourth way that can be really handy. Suppose I want to move my lunch with Kyle to a different week altogether. Dragging and dropping won't help me here because I can't see next week; however, I can drag the appointment to the Date Navigator, located in the upper left-hand corner. When I let go on January 6th, the appointment is automatically rescheduled to the same time on the new date.
If your appointment was a meeting with others and you're the meeting organizer, any change in date, time, or duration will automatically cause Outlook to ask you if you want to notify the attendees, and you probably do, so say Yes when that prompt appears. With the date and time covered, let's move on to tracking for other details in our next video.
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