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Outlook 2010 New Features
Illustration by Neil Webb

Viewing schedules


From:

Outlook 2010 New Features

with Karen Fredricks

Video: Viewing schedules

Gosh, it seems like there is so much to do and so little time to do it in. Microsoft must have realized that many of us are pulled in multiple directions when they added the ability to work with multiple calendars into Outlook 2010. All right, we are going to start by taking a little trip to the calendar portion of Outlook, and we do that by clicking on the Calendar icon in the Navigation bar. And you see that I've cheated a little bit, and I've already set up some new calendars. I have my main calendar, which of course is called Calendar.

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Outlook 2010 New Features
46m 2s Appropriate for all May 21, 2010

Viewers: in countries Watching now:

In Outlook 2010 New Features, Karen Fredricks demonstrates the new and upgraded features in Outlook 2010. This course teaches how to create Quick Steps to automate commonly performed tasks, find email faster with enhanced search, and connect to social networking sites such as LinkedIn directly within Outlook.

Topics include:
  • Customizing the look and feel of the Ribbon in Outlook
  • Creating Quick Steps
  • Using the enhanced search functionality
  • Viewing multiple schedules
  • Reading email via threaded conversations
  • Using the new inbox clean-up tools
Subject:
Business
Software:
Outlook
Author:
Karen Fredricks

Viewing schedules

Gosh, it seems like there is so much to do and so little time to do it in. Microsoft must have realized that many of us are pulled in multiple directions when they added the ability to work with multiple calendars into Outlook 2010. All right, we are going to start by taking a little trip to the calendar portion of Outlook, and we do that by clicking on the Calendar icon in the Navigation bar. And you see that I've cheated a little bit, and I've already set up some new calendars. I have my main calendar, which of course is called Calendar.

Now if I was working with Microsoft Outlook Exchange, I'd also have some shared calendars that might be available to me. But what I did, in my case, I set up a personal calendar to make sure that I get my kids to soccer practice on time. I've set up another calendar for office events, such as staff meetings, to make sure I don't miss anything important. I've set up another calendar for my clients, so I can keep track of when I've got client meetings. And finally, I set up a calendar to hold all the important holidays, to make sure that I don't miss out on a well-deserved vacation day.

So what I can do, if I want to look at any particular calendar, is simply click on it. And if I want to look at my personal calendar, for example, and not my regular calendar, I just deselect the Calendar and make sure that Personal is selected. Now because we are working with several calendars at one time, it does get a little confusing. So I like to stop the confusion by changing the colors of my calendars. For example, I might decide pink is just not that right color for calendar.

I'd rather they be blue, or yellow, or whatever color I want. So I can do a right-click and go to Color and simply select a different color. Now anytime that I see a blue calendar, I'll say I know those are my free days; those are my holidays. Very often I like to group several of my calendars together at the same time. For example, I might need to look at the office calendar in conjunction with my client calendar and my holidays before I schedule any appointments.

So what I might do, in that case, is to create a new group of calendars. Now I do that by going up to the My Calendars area, doing a right-click and creating a New Calendar Group. I am going to call this calendar group Business. And now what I am going to do is drag my three business-related calendars into that group. So I am going to start by taking the Office calendar, dragging it down to Business. I am going to take the Clients calendar and drag that down to Business.

And finally, I am going to take my Holidays calendar and drag that into the Business group. What that will allow me to do is click on Business, and I can see all three calendars with a single click. And of course, if I want to advance to another week, I can advance, and now I'm seeing my schedules all on one calendar. And of course if I don't want to see the Business calendars, instead when I look at my Personal calendar, I could simply click on Personal and remove the Business calendars.

Now in conjunction with these multiple calendars, Outlook has given me a number of ways to view those calendars at the same time. So I am going to go back here to the Business calendars and get rid of Personal. And this time, instead of getting rid of Personal, I can simply click the X to close that calendar from up top here. And of course, I can close any of the calendars in the same way. One of the new views that I have to be viewing all those calendars at the same time is a Schedule View.

And when I click on the Schedule View, I am now seeing my calendars superimposed on top of each other, so I can see, at a glance, what's going on in any particular day, and more importantly, what calendar those activities came from. Now finally, one of the views that I find really helpful - and I am going to switch back to the Work Week Calendar - is to be able to overlay the calendars on top of each other. And I can do that very easily by hitting the Overlay button, which we see right here to the left of the calendar name.

So I am going to overlay Holidays with Clients by clicking that arrow. And we now have the Holidays correction. I'm going to overlay the Holiday calendar by simply clicking on the Overlay button, and I am now seeing Holiday overlaid with the Office calendar. And again, I can see the appointments in different colors, so I can make the distinction about which calendar those were originally scheduled on. And if I want to take the Clients calendar and overlay it with the other two, I simply click on it, and now all three calendars are overlaid.

And if I'd like to make the Office calendar kind of the main calendar that I am seeing, I can click on it, but they are still all overlaid. Or if I want to separate one of them, I can hit the Overlay button, and that calendar is separated out from the other two. Although Outlook can't do your chores for you, it can keep you a bit more organized, and you'll never have to worry about scheduling more than one thing at a time.

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