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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.
In Outlook, an event is a day when something special is happening that doesn't necessarily preclude you from creating other meetings and appointments. Some events, like the major holidays, Outlook can create automatically for you. Other events, like your spouse's birthday or the start of the spring sale, you might need to schedule manually. Okay, we are going to start by taking a trip to the Calendar area in Outlook, which we do by clicking the Calendar icon in the Navigation bar, and I am now looking at May calendar. One of my friends calls me up and asks if I'd like to make plan for Memorial Day weekend.
It sounds good, but I've got a problem. I am not sure when Memorial Day is; in fact, I don't seem to be seeing any holidays on my calendar, because Mother's Day is not showing up here either. So, not to worry, Outlook has a solution. I am going to go all over to the File tab and give it a click, go to the Options and select Calendar from the Outlook options. You'll notice that I have an Add Holidays button. I am going to give it a click. Now, Outlook allows me to add all the holidays in the United States, which would include everything from Christmas to Thanksgiving to the 4th of July.
Outlook also includes the calendars of some other countries, so that if I was doing business with other countries, I could include their holidays, as well; for example, I might be doing business with people in United Kingdom, and I might want to see all those British holidays on my calendar as well as the American ones. But for now, I am just going to add the United States holidays. So, I am going to select United States and click on OK. In a matter of moments, Outlook adds all those holidays to my calendar. So I'll click OK, and OK again to exit out of the Options.
Now, when I look at my calendar, gee! I see that Mother's Day and Memorial Day have been added, and that's pretty cool. But I want to take this process one step further, and that is to create a special calendar just for holidays. So, this time I'm going to do a right- click on Calendar and choose New Calendar and create a brand-new Calendar, which I am going to call simply, Holidays. I click OK. Now, I am going to access the Holiday's calendar. But geez! My holidays aren't in there.
That's because Outlook does not let us specify which calendar or holidays you are going to be included on. They always go to the default calendar. So, what I am going to do is flip back to my regular calendar, and I want to view all those holidays that were just added, so I am going to change my view by clicking on the View tab, clicking the Change View button, and flipping over to the List view. Wow! There are a lot of holidays in here. I want you to notice a couple of things. One, you notice that Outlook automatically categorized all these entries with the word "Holiday." We are going to be using that.
You'll also notice that there seems to be a duplication of the holidays. That's because Outlook actually includes the holidays for multiple years. So, you'll never have to worry about missing an important holiday. So, what I am going to do is narrow my list down just to my holidays. So, I am going to click my Quick Search Box and type in Holiday. Now, I'm only seeing the 200 items that were just added by Outlook. I am going to click one of those items, hold down the Ctrl key on my keyboard and hit the letter A, for all.
That's going to highlight all of those holidays. Now, I am going to drag those over to the Holiday's Calendar. You see they disappear from my regular calendar. So, they should now be in my Holiday's Calendar. So, I give Holidays a click and uh-oh. I am not seeing Mother's Day. I am not seeing Memorial Day. What happened? Well, what happened was there were so many holidays that Outlook couldn't get them all moved at one time.
So, I am going to go back to my regular Calendar, and I am going to switch, once again, to my List View, and sure enough another series of holidays have appeared with subsequent years from the ones that I have already moved. I am going to search for those holidays by clicking in the Quick Search Box and typing in the word "Holiday." Now, once again, I am going to select all those holidays by clicking on one, holding down my Ctrl key on my keyboard, and holding down the letter A, for all.
I am going to drag those holidays over to my Holiday Calendar, as well. Now, when I take a look on my Holiday Calendar -- let's just change the view here, so we can see what it looks like -- you notice that I now have those holidays on my Holiday Calendar for Mother's Day and Memorial Day. That worked pretty well, but there are other events that might not be holidays, according to the United States, but they are pretty important to me, and that's mainly birthdays and anniversaries, and maybe important events, like upcoming sales.
So, for example, I have a very important friend whose birthday happens to be in June. So, I am going to click the advanced arrow on the mini calendar, and I am going to look at June. I want to schedule this person's birthday, so that I don't forget it. So, what I am going to do is double-click the date of his birthday, fill in the Subject. You'll notice I've made it an All day event. I'm also going to schedule a recurrence by clicking the Recurrence icon, and saying that this is a Yearly event with No end date.
I am going to Save and Close the event. You see that I now have that event listed on my calendar. The whole idea of an Outlook event is that you a remember a special day and see it on your calendar. I, for one, consider my birthday to be a very major event. I am glad that Outlook made it so easy for my friends to add it to their calendars.
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