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An Outlook appointment isn't just about its date and time. If we want, we can specify a whole lot more useful information. Here I'll show you for quick ways to add details to your appointments. The first is location. If I double-click on the appointment it opens up the Appointment window and here I can specify the location of that appointment. You might enter a specific location like Judith's office or Ojai Public Library or an address. If the appointment is for a conference call, I put the phone number here along with the pin. Number two, Notes.
Don't overlook the Notes field, which lets you type anything you want in about as much space as you'll ever need. I have used this space for directions, contact information, meeting agenda, or goals, things to bring to the meeting. Even during the meeting I have used this space to write my notes and action items. Number three: Free, Busy, and Out of Office. This simple pull-down menu is a great way to communicate to others in the organization what you're up to. Even if you haven't shared your calendar with them, they can likely see the status of this field and that gives them a quick understanding of whether or not you're free, busy, or out of the office.
Whenever you're going on vacation, definitely change this Out of the Office and make sure that appointments which don't occupy your time are set to Free. Number four, Attachments. Finally, appointments could have attachments just like emails. From the Insert tab you can choose Attach File and then embed your meeting agenda, directions, budget, or any other relevant information. If you're inviting others, they will get the attachments along with the invitation.
Entering all the useful information for an appointment can seem like a chore, but it's far better than showing up in a meeting and not remembering who you're meeting with or why you're there. For one final tip on appointment details, check out Chapter 7's video on categories and now let me show you how to create a recurring appointment.
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