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Outlook 2010: Time Management with Calendar and Tasks

Including files or other content in an appointment


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Outlook 2010: Time Management with Calendar and Tasks

with Gini Courter

Video: Including files or other content in an appointment

When we look at our Calendars it's tempting to think of appointments and events as simply placeholders that hang on to space for us to complete work or meet with others, but they're actually more than that. Each one of these appointment forms is also a container. So if you have documents, URLs, text, video or other information that's related to an appointment, you can store those items directly in the appointment form. By keeping all of the information for an appointment in one place, right here, we save time later because I'm not searching through other items or searching through folders in order to find the things that I need to have for a particular meeting or appointment.

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Outlook 2010: Time Management with Calendar and Tasks
2h 27m Intermediate Jan 17, 2012

Viewers: in countries Watching now:

Rediscover the robust task management features in Microsoft Outlook 2010. Author Gini Courter explains the difference between Outlook tasks and To-Do Lists, and shows how to use Outlook 2010 to handle both business and personal schedules, from making appointments, to creating and completing tasks, to color-coding calendars and tasks for at-a-glance review.

Topics include:
  • Creating an appointment, event, or meeting
  • Inviting others
  • Creating recurring meetings
  • Flagging emails
  • Creating tasks from email or from scratch
  • Creating custom QuickSteps
  • Applying categories to tasks and to-do items
  • Completing a task and sending an update
  • Setting calendar and task list options
Subjects:
Business Productivity Time Management
Software:
Office Outlook
Author:
Gini Courter

Including files or other content in an appointment

When we look at our Calendars it's tempting to think of appointments and events as simply placeholders that hang on to space for us to complete work or meet with others, but they're actually more than that. Each one of these appointment forms is also a container. So if you have documents, URLs, text, video or other information that's related to an appointment, you can store those items directly in the appointment form. By keeping all of the information for an appointment in one place, right here, we save time later because I'm not searching through other items or searching through folders in order to find the things that I need to have for a particular meeting or appointment.

So I am going to open this Board meeting appointment, so that we can take a look at what we could place here. First, if I had some text at any place, I can copy and paste text directly here simply by holding Ctrl and hitting V to paste, or if I have something on my clipboard, if I've copied already then I can right-click and choose Paste and choose one of my Paste options to be able to paste my text in. So I can choose to Merge Formatting, to Keep my Source Formatting, whatever I'd like to do, I can paste text down off my clipboard.

The next thing that I can do is I can drag and drop items in from a Windows folder. So if I have a Windows folder open and I wanted to move some items in here, I can for example, just grab a photo that I would like and drag it and drop it, and I will get that photo embedded right here. So drag and drop out of Windows that works just fine. Now when I go to the Insert menu I can insert basically anything I can insert in Word and I can include items that I could include in an email. For example, I can Attach a File; I can attach an Outlook Item, a Business Card and so on.

Let's take a look at how each of these works real quickly. If I want to attach a file, for example, I have an agenda for this meeting, I can drag and drop from Windows, but I can also choose Attach File. Go and grab it and insert it. There's my Word document. I can insert an Outlook Item. So if I have another appointment that has something to do with this or for example, maybe I need to discuss some of these vendors at the meeting have a conversation about them with the board, so I can insert this. There are three ways that I can insert an Outlook Item.

One is by inserting the Text from it only, the second is by inserting the item itself as an Attachment, and then finally, I can insert a Shortcut back to this item. The Shortcut assumes that I'm going to be able to get back to my Outlook when I need to grab this item. So if I'm going to be in the meeting, be online or have access I'm in pretty good shape using Shortcut and it doesn't take up any real space. So let's go ahead and see what it would look like to include a Shortcut to this email. Notice it has the Shortcut icon on it and when I double-click, I will get a little bit of warning because all it knows is this is a shortcut to something, but it opens up this Outlook Item again.

If I want to insert an Outlook Item as an attachment it's the same kind of thing, just choose Attachment, that's the default. There's the attachment. When I double-click it, it's not executing a path to a shortcut; it's actually embedded it here, so I'm not going to get any kind of error message. So I am not going to see any type of a security message. And then finally if I simply want to embed the text, I choose Outlook item, choose that item and say, show me just all of the text, which is kind of nice, because I get to see that here's my email from Greg, here is the text and that might be good enough, particularly if I only have a few things that I'm collecting here in this particular appointment form.

As well as Emails and Calendar items, I can also insert Contacts. So if I want to insert a contact I can do that by simply choosing contact, finding that person's information and then inserting it either as text in an attachment or a shortcut. Now I'm going to insert Glenda Therman's information as an Attachment, so that we can look at it for a moment. When I double-click I have all of the information that I would normally send someone about Glenda, but I also have information about her dog. I mean we are colleagues, so I collect information about people.

I don't necessarily want to include information about her dog's name when I send it some place out. So if I am going to turn this item into a meeting notice, I might want to choose to not include Glenda's dog information. I am not going to delete it here, this is important information for me, particularly when I am getting around to the time of year when I might want to send a note and say, hope your family is doing well. Say hi to Radio for me. So what I can do as opposed to attaching Glenda's entire Outlook item is I can attach Glenda's Business Card. So the Business Card is only the information that appears in the Business Card view, when I take a look at Glenda's Outlook item.

Here is the Business Card, notice no information about the dog, just the business card. So when I click OK, I get a slightly different looking icon. When I double-click this it opens in Outlook, but notice none of the notes are included, only the information that appears on a business card. So that's the utility of including a business card. The next time I would choose Glenda, she is here on the list, as you can tell I had actually included her before in a previous email, so it's right here. I can include a signature as I would in an email.

I don't have a lot a reason to do that here but this is a standard Insert tab, so it includes items that I probably wouldn't use here. I can insert a Table as I would in Microsoft Word. So if I wanted to put together a table early in this particular meeting cycle and say, here are the things we are considering having on the agenda, what do you think? I can insert Images, Pictures, Clip Art, Shapes, SmartArt, Charts and Screenshots; all of the different illustrations that I can place into a Microsoft Word document.

So as you saw earlier I can insert an image as a file but I can also insert an image as an image. I can also Insert Hyperlinks. This is so incredibly useful. So earlier I have navigated to a page that allowed me to see a resource that we are thinking about using, Basic Ten Responsibilities of Boards. It's a good document even though our board is not a Nonprofit Board. This is a really nice workbook. And we are considering using this with the board. So when I go back to my Appointment I would like to include that. Because I've navigated to that recently when I Insert Hyperlink and tell it that I want to look at Browsed Pages that URL is actually going to be on the list.

There is the Ten Basic Responsibilities of Board, the very last place I went to. I can click OK and insert this URL here, very easily. And I can also insert Equations and Symbols, Text boxes and so on. After I've added or inserted all the content that's relevant to this appointment or this meeting, then I just click Save to save the item with all of this other content in it. So again, the Appointment Form is more than simply a placeholder on my Calendar, the appointment form is a container to collect relevant information that will help me work very efficiently.

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