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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.
When most people think of Outlook, they think of e-mail and contacts. After all, most people find that the calendar they receive each year from their insurance guy fits the bill quite nicely; however, if you're trying to keep track of your business, your children, and your spouse, as well as your own life, you might want to take a look at what Outlook 2010 has to offer. We're going to take a trip to the calendars by first clicking the Calendar icon in the Navigation Bar. As promised, up pops a calendar. Now, we're currently in the Monthly view, and we can change that view to look at a Daily view, a Work Week view, which just goes Monday-Friday with the assumption that you don't work on Saturday and Sunday, or the Weekly view, which includes Saturday and Sunday but gives you slightly smaller spaces to see your information, or the Monthly view.
Now, when we're in any of the views, we can go forward or backwards with the click of a button; for example, if I want to advance in the Monthly view, I'm going to click this right-pointing arrow, and I am now moving up a month or back a month. I can also click the arrows on the calendar itself to advance or to go back. Now, one of the tricks that I like to do is to go to a specific date. So, for example, I might be in my Work Week calendar, and I might want to get to the 18th.
Well, of course, I could advance it, but I could also use one of my favorite tricks, which is to hold down the Ctrl button on your keyboard, and hit the letter G, for Go. Now, if I wanted to go to the 18th, I could simply type in 5/18/10, click on OK, and it's going to take me to that date. That comes in handy if you want to see what day of the week your birthday falls on, for example. Now, once I've been navigating through my calendars, and I want to get back, I can simply click on the Today button, and it will take me right back to Today. Phew! It's nice not to get lost.
Now, one of the things that I very often do is to look at my calendar in List format rather than in a Calendar format. That's easy to do, too. You simply take a trip to the View tab and click on Change View and change your view. So, in this case, we're going to go to the List view. I'm now seeing all my appointments neatly ordered as a list. At that point, I can sort them alphabetically by subject, or by start date, or even location, if I include locations with my calendar appointments.
One of the things that I like to do is to see the priority. So, in that case, I could do a right- click on any one of my column headings, go to the Field Chooser, go down, change the Frequently-used fields to the Task fields, find my Priority, and just drag it up there to that view. I can now see, very easily, which of my activities - close the Field Chooser - are really important. If I decide I don't want to see that field anymore, I can simply drag it to the top, and it disappears.
I want to experiment with the Calendar View a bit until we decide which one feels the most comfortable to you. I generally hang out the weekly calendar, so I can see what's going on on Saturday and Sunday, but a lot of Outlook users prefer the weekly calendar, because the time slots are just a little bit bigger in that view.
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