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Creating appointments

From: Outlook 2010 Essential Training

Video: Creating appointments

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.

Creating appointments

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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This video is part of

Image for Outlook 2010 Essential Training
Outlook 2010 Essential Training

45 video lessons · 41039 viewers

Karen Fredricks
Author

 
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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