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Setting Appointment details pt. 1

From: Outlook 2007 Essential Training

Video: Setting Appointment details pt. 1

We created a new appointment in the Calendar. And we did it quickly and easily, but we basically only gave it a name, and there's many more options and details you can set on appointment or other Calendar item. You can see this if you create a new appointment by clicking on the button here in the toolbar. You can see the dialog box, where we can set all these different options. If you wish to modify or edit the details and options of an existing item in your Calendar, just double- click on it to open it up. Here we can see the Ribbon, and were looking at the Appointment tab of the Ribbon, with various controls and options we can set, and there's room for a lot more detail in here.

Setting Appointment details pt. 1

We created a new appointment in the Calendar. And we did it quickly and easily, but we basically only gave it a name, and there's many more options and details you can set on appointment or other Calendar item. You can see this if you create a new appointment by clicking on the button here in the toolbar. You can see the dialog box, where we can set all these different options. If you wish to modify or edit the details and options of an existing item in your Calendar, just double- click on it to open it up. Here we can see the Ribbon, and were looking at the Appointment tab of the Ribbon, with various controls and options we can set, and there's room for a lot more detail in here.

We already gave it a Subject. Maybe we need to give it a location, and you can just type one in, or, if you've been using Outlook, and you've been setting locations, you can use this drop-down arrow here to choose from one you've used previously. So I'm going to choose My Office. You can modify the Start time and End time here, starting with the date, or the day, using the Date Navigator if you choose, or, you can modify the Start and End times. I'm going to reconsider here and make this one only a 30 minute appointment. Now there's another option here that says the "All day event". Notice right now we're looking at an Appointment.

If I click this All day event, it actually changes the type of item it is in the Calendar to an Event. What that means is, Events don't block time out on your Calendar. They're shown as Free. An Event would be something like a conference you're attending, and it wouldn't stop you from putting other things in the Calendar that were appointments that you needed to attend. And also it's going to change your Free /Busy information so if you publish or send your Calendar to somebody else, they'll show that time as Free. I don't want to be an Event, it's just an Appointment, so I'm going to uncheck this, change it back into an Appointment.

You've got some space here to put in more details, so any other information you might need for this Appointment you can place in here. I just put in some text, but if you like, if you go to the Insert tab on the Ribbon, you can also Attach Files, Business Cards, Insert Pictures, whatever else you might need for this Appointment. Now one of the things you can change here is your Free/Busy information. By default, Appointments are set as Busy. So if you want this to show is busy on your Calendar, and if you try to create another appointment, it'll say it conflicts if it's in the same time frame as this.

You can set this to Tentative instead, if you'd rather, or Free, or even Out of Office. Depending on what makes sense. In this case, I want to set this time aside, I don't want anything to interfere with it, so I'm going to leave it as Busy. Now by default, there was a Reminder set on this appointment for 15 minutes before. I can hit this little drop- down arrow and modify that. So if I want to be reminded an hour before, I can choose that instead. I can also set Recurrence. So, if this is something I want to do every week or every other week, I want this particular Appointment to recur, I can click on the Recurrence button and access to the Recurrence settings.

So to begin with, you can modify your Start and End times here, and the duration of the meeting. But I think half an hour makes sense. Then you can set the Recurrence pattern. So do you want it Daily, Weekly, Monthly...I think it makes sense to do this Weekly, so I'm going to leave it there. and I want to do it every week. You could do it every second week, if you'd like. Thursday morning is a good time for me, so I'm going to choose that. Notice, you can have more than one if you choose, so I could do Tuesdays and Thursdays every week, but I'm just going to leave it on Thursday. Lastly, let's set the Range of the recurrence, so starting on tomorrow, on Thursday.

And when do you want it to end? Never, and it will just repeat every week forever. Or, end it after a certain number of occurrences. Or by a certain date. I'd like to end it...Maybe let's go a few more months out here... I want to end it by the end of 2007. Click OK when you're done with the current settings, and you'll notice that the information appears here in the Appointment item itself. Telling you what the Recurrence is. And those other items have now been entered in my Calendar.

I can also categorize this, much like we did with e-mail messages. So, by clicking the Categorize button here, I can choose what category it goes in. And you can set it in more than one, but for now, this is an Administration type Task, so I'm going to put it in the Administration category. And that's going to color code the item, and it'll appear as such on my Calendar. Let's Save & Close. Here you can see this new item is now in my Calendar. Note it's orange, because it's been categorized as an Administration item, and that's a category I've set to orange.

And noticed this little icon here that looks like a Yin&Yang arrow, and that indicates that it is recurring, it's going to repeat. If we back up and look at the Weekly view of my Calendar, we can see this. And if we look from of the Monthly view, and we look at it in more detail, we can see that particular appointment is going to repeat every week as I asked.

Show transcript

This video is part of

Image for Outlook 2007 Essential Training
Outlook 2007 Essential Training

69 video lessons · 31670 viewers

Sean Conrad
Author

 
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  1. 1m 38s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 19s
  2. 5m 20s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 33s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 6s
    1. The Inbox
      58s
    2. Reading email
      2m 14s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 2s
    5. Previewing attachments
      3m 45s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 14s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      37s
    8. Sending and receiving internet email
      1m 22s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 55s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 46s
    5. Setting Appointment details pt. 2
      38s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 31s
    12. Sharing Calendars
      4m 16s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 12s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      56s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 11s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      1m 0s
  9. 32m 22s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 14s
    7. Configuring the Junk E-mail Filter
      8m 31s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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