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An Outlook appointment isn't just about its date and time; if we want, we can specify a lot more useful information. Here I'll show you four quick ways to add details to your appointments. The first is location. When I double-click on an appointment, it brings up that appointment in a full window. The Location field accepts just about any kind of input, so you can click here and specify where this appointment is going to take place. You might enter a specific location, like Judith's office or the Ojai Public Library, or you might enter a full address.
If the appointment is for a conference call, I can put the phone number here along with the PIN. The second area that we can use are 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've used this space for directions, contact information, meeting agenda, or goals, and even things to bring to the meeting. In fact, even during the meeting, I've used this space to write my notes and action items.
The third is the Free, Busy, and Out of office setting. This simple pulldown menu is a quick way to communicate to others in your 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 then it 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 to Out of the office and make sure that appointments which don't occupy your time are set to Free. Number four, attachments, Appointments can have attachments just like e-mails.
From the Insert tab, I can click Attach File. Here I can embed my meeting agenda, directions, or any other relevant information. And if I'm inviting others, they'll get the attachments along with the invitation. Entering all the useful information for an appointment may seem like a chore, but it's far better than showing up at a meeting and not remembering why you're there, or who you are supposed to see. For one final tip on appointment details, check out chapter 7's video on categories. Now, let me show you how to create a recurring appointment.
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