There are three types of items you create in the Outlook Calendar: appointments, used to schedule your time; meetings with others; all-day events. Calendar items are created using the Outlook Appointment Form. Ctrl+N in the calendar to open the form. Anywhere in Outlook Ctrl+Shift+A opens a new appointment form. Double click on a date or time to open the form, populated with the date or time you chose. Enter appointment dates using the date picker controls or type natural language dates. Save the appointment to add it to the calendar.
- [Voiceover] To use Outlook to organize large blocks of time, you'll need to know how to add appointments and events and meetings to the Outlook calendar. Even if you're already used to using this calendar, there are some techniques that might help you more quickly create appointments, and we'll cover those in this movie and the next. And of course when you spend less time organizing your work you get to spend more time actually doing your work. There are three basic types of items that you create in the Outlook Calendar. The first is an appointment, and you can create it right here, New Appointment, on the Home tab of the ribbon.
Appointments are used to schedule your time. When we add others to an appointment, we have a meeting. And the third type of item that we can create might have other people added or not, but it's called an event, and you don't actually see it here on the top of the New Items drop-down, but it is down here, and there's the clue about what an event is. An event takes all day. So a meeting that takes all day is a meeting event, an appointment that takes all day is just an event, but when I click New Appointment, I get a new appointment form, and this is one way to create a new appointment.
Let's close this form. Another way to create a new appointment is to hold Control and hit the letter N, and because I'm in the calendar, I get a new appointment form, and you might wonder why this is the date being selected. That's the date selected on my calendar, if I choose February eighth, then February eighth is just selected, and then I hold Control and hit N, I'll get an appointment for first thing in the morning on February eighth. So when I select in the calendar it makes a difference because it determines then where the calendar itself is focused.
Now if I were in my inbox, and I hit Control N, it will open a new item in my inbox, which is not going to be a calendar appointment or meeting form, it's going to be an email. I think it's worthwhile to know how to always open an appointment form, no matter where you are, and in Outlook that's Control Shift A. That's the shortcut for give me an appointment form no matter where I am. You might wonder what's the shortcut for a meeting form. It doesn't matter, as soon as you start inviting attendees, it's a meeting form.
Let's go back to our calendar. A third choice I can make to open that meeting form is simply to double-click in the calendar, so if I would like a meeting added to my calendar for February 16th, I can just double-click in the 16th, and I get a new appointment form dated the 16th, and it says it's an all day event. You might wonder why it did that. Notice where I clicked up here at the top. If I click on the bottom, I still get it for an all day event.
If I click here, all day event. Why am I always getting all day events? Oh, because I'm in a view of the calendar that shows me the whole day. So when I'm in the calendar looking at all-days like I would on a desk calendar, then when I double-click it opens up a form assuming that I want an entire day. In the next few movies we'll have different views of the calendar and you'll notice that it changes the behavior when I double-click to open a form.
But let's go back to the 16th... and create a new appointment. I have a meeting that day that I'd like to enter information for, and it's an advisory committee meeting... and I'm not sure where we're going to meet. If I click the drop-down for locations I actually have... Well, that's cool, I have the IT conference room, so I'm going to grab the IT conference room right now. Notice that I have all day event still checked.
As soon as I turn off all day event, I can enter information on the start and the end times on that day, but something else happened. Let's leave all day event back on. Notice that when I create an all day event, the assumption is that I'm not actually scheduling time, I'm noting that perhaps there's a deadline that day, maybe it's a personal day, a holiday, a conference. All day events don't normally commit my time, so if you schedule things as events, and I know people who'll do this, they'll throw a lot of items on their calendar as events that don't take up time, but things that they want to pay attention to that day that someone else, a colleague is out of the office, or that their assistant is out for a personal day, or that that's a day that they'll need to travel at the end of the day.
You can add all of those as appointments and they don't take up any of your time, but as soon as something isn't an all day event, the assumption is that I'm busy with whatever I'm going to enter next. Notice that I can use a date picker to choose starting and ending dates and times, and that works. I can also use the time chooser here, time picker, and we have a duration here, so if I say that this meeting is going to start at 10:30 and it's going to take 90 minutes, notice that I don't have to calculate when it's going to end, I can see, oh, an hour and a half, and I can choose that ending time.
Now let's look at a different way that we could have done this as well. This meeting is going to be held on the third Tuesday in February, so I could actually type third Tuesday in February, and I can use the abbreviations, and notice that that will be resolved to the 16th of February, or I could say first Monday in March, March seventh. I don't have to look up what the first Monday in March is, I can say the last Friday in August.
That would be August 26th. So I never need to look at a calendar to enter a date in Outlook. These are called natural language dates, they've been around for a very long time, but I find that it's something people forget to use. I can enter any date that doesn't move, so I can enter Christmas... and it will assume this year. If I enter next Christmas... it'll enter next Christmas. Cinco De Mayo.
Not a problem. So any relative date that makes sense, any non-moving or fixed holiday, in other words holidays that are based on the Gregorian calendar rather than the lunar calendar. But if I enter something like Thanksgiving, hmm, it doesn't know, but if you happen to know that Thanksgiving is the fourth Thursday in November, then you're going to be set, and it is, it used to be the last Thursday in November, it's now the fourth Thursday in November, that's... It's been the fourth Thursday in November since Franklin Roosevelt was president, but before that it wasn't.
So in the last 70 years this has become easier to deal with. I can also use days like two days ago, and that moved it back two days prior to that day, so let's go to today, I like that, tomorrow, yesterday, all of these dates work for me. I also don't need to type out times in full either, if I want 10:30 AM I can just go 10:30 A.
If it's morning I can go 10:30, if I'm past 10:30 PM, it will always assume AM. And let me see what else I can do. I can do international time. 1900 hours for seven PM. Any of those ways of entering dates and times will work for you here in this form. Now that we've had this jaunt, don't forget that I'm not scheduling this meeting for the fourth, I'm actually scheduling this meeting for the third Tuesday in February, and this meeting is at 10:30 A for 90 minutes, and that 90 minute duration has hung around with it, us, all this time.
The information bar tells me that this appointment is next to another one on my calendar, so I might want to move this aside and see what that other meeting is on the 16th. An eight AM meeting, that's fine. I'll have plenty of time between those items. And if I don't save this and I just close it I'm going to be prompted to save it, and I'm going to say yes, I'd like to save my changes, and there is my advisory committee meeting there on the 16th.
- Managing your time with Outlook 2016
- Creating an appointment or event
- Inviting others to meetings
- Creating recurring meetings
- Flagging email
- Creating tasks and to-do items
- Applying categories
- Using built-in Quick Steps
- Completing a task and sending an update
- Setting calendar and task list options