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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
You could remember your appointments by scribbling them on an old-fashioned wall calendar, or you can move into the 21st century and rely on Outlook to keep you organized. Now we are going to start by heading to the Calendar area of Outlook, and we do that by clicking on the Calendar icon in the Navigation bar. There is two ways to create a new appointment. One way is to click on the New Appointment icon in the Ribbon bar. So I am going to give it a click and a New Appointment window pops open. You'll notice that it defaulted to today's date and the current time.
Now at this point, I can type in my new Subject, in this case I am scheduling Marketing Meeting, and I fill in the Location. If I'd like to change the date and the time, I simply hit the dropdown and schedule it for a different day. Outlook can kind of follow along with me, and it automatically changes the Ending date to reflect the Starting date. If I want to change the Time, I can hit the dropdown and change the time of the meeting, and if I want to change the End Time of the meeting, I could do so from the bottom dropdown.
And as I change the ending time, Outlook will also prompt me for how long that meeting is going to take place. When I am finished, I click on Save & Close, and now if I go to next week, I can see where I've scheduled that meeting. The other way I like to schedule New Appointments is by double-clicking the appropriate time slot on my Calendar. I actually prefer that method because it saves me from having to go back and change the date and time. So for this case, I am going to schedule a luncheon appointment.
So I am going to go over to the 12 O'clock time frame and give it a double-click. This is going to be the Volunteer Appreciation luncheon, and I fill in the appropriate Subject and Location. I don't have to change the date, because the date is based on the one that I originally clicked on. I am going to extend the Ending time, however, and then we are going to look at some of the other options that we have. One option that I have is to show this time as Busy, so that other members of my organization will know not to schedule me for that time slot.
I can also set an optional Reminder that will make a little chime appear at a given interval before the meeting, or I can opt to have no remainder at all. I can categorize the meeting; for example, you might want to categorize all your staff meetings as blue and all your client meetings as green. I could do that by selecting the Category. I can also mark the appointment as either High Importance or Low Importance and when I am finished, I click Save & Close.
Finally, you might want to schedule recurring activities; for example, you might have a class that you're taking for the next 10 weeks or a Chamber of Commerce meeting that you go to once a month, and with Outlook that's an easy thing to do as well. In this case, I am going to be taking a class for the next five weeks, so I'm going to double-click on Friday morning at 9 AM, and I'm going to change my time frame and this time, I am going to click on the Recurrence button.
Now I can make my appointments re-occur on a Weekly or a Monthly basis. If I'm choosing Weekly, I can have it appear every Friday of the month. If I'm making a Monthly appointment, I can have the appointment appear either on a given day of the month or on something like the third Friday of every month. But in this case, we are going to make it a Weekly meeting. In addition, if this is going to last for the rest of my days, I can keep the option set to No end date.
I could also give a specific end date - for example, if I know that these meetings are going to last through the end of a certain season. In my case, I know I'm only going to have five of these classes, so I am going to set this to 5 occurrences and click OK. Optionally, I can type in any additional details I want in the detail area. And when I am finished, I click on Save & Close. You can tell when you have a recurrent activity because you will notice the little double arrows at the bottom-right corner of that activity.
And again, as I flip to my Calendar, I'll see that it appears every Friday for five Fridays, and then it falls off my calendars. Comparing the traditional calendar to Outlook is kind of like comparing a Smart Car to a Mercedes. They'll both get you there, but you've got to love the bells and whistles that come with that higher-end product.
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