In this video, author Megan Hoffman demonstrates how to In this video, you’ll learn to create appointments and events, set times and reminders, adjust availability status, categorize calendar items, create recurring calendar items, create calendar items from messages, and delete calendar items. Master these MOS objectives as a part of your prep for the Microsoft Office Specialist PowerPoint 2013 exam.
- [Voiceover] In this video you'll learn to Create Appointments and Events. We'll look at several MOS objectives in this section. You'll learn to create appointments and events, set calendar items and reminders, change availability status, categorize calendar items, create recurring calendar items, and create calendar items from messages. These are all super important for the MOS exam. Be sure to experiment with all of these. So here I am in Outlook and you can see that I've clicked on the Calendar module.
We'll start with creating appointments and events since they are both very similar. These are the two items that I can add to my own Calendar. Keep in mind that appointments take up part of the day like this Weekly Admin Meeting that you see. Events are something that takes up an entire day or more and blocks out a full 24 hours, such as a birthday or a vacation. I'll start out by creating an appointment called Compliance Training. I'll click New Appointment on the ribbon and begin entering information into this form.
The subject is Compliance Training. The location is Training Room One. Next, I'll set the start and end times. I'll start with the date. You can see this is currently set for today's date, February 12th. I can type in that box or I can click the Calendar icon to choose something different. I'll choose February 15th for this item. Notice that the start and end date are always the same unless you adjust them. And I'll set the time from 2 to 4 PM. Again I can type in the box or click the drop down and choose 2 PM from the box.
If you don't see what you need, I need something like 2:15, you can simply type it in. I'll choose 2 o'clock as my start time and 4 o'clock as my end time. Notice that Outlook provides a banner at the top to tell me that this appointment is next to another one on my Calendar. It would also tell me if this conflicted with something on my Calendar. Outlook will go ahead and let you save conflicting items, but it's nice that you get the heads up. Let's talk about changing availability status. This is really important when you use an exchange server.
This is how others know if you're available to meet. I'll click the Availability drop down and note the various choices. I'd mark something free if I was still available to meet. An example might be a birthday. I'd mark Working Elsewhere if I'm outside of my normal office. I'd mark Tentative if I'm adding something that I'm not sure I'll attend. I'd mark Busy if I'm at my normal office. And I'd mark Out of the Office if I'm off-site and unavailable to meet. In this case we'll mark Busy to confirm the availability status.
I'd also like to set a reminder while I'm here. Remember that Outlook's default is 15 minute reminders for appointments. You can change this in the Options dialog box by clicking File, Options and going into Calendar settings. That would change the default for all appointments. In this case, I'll edit the default for just this appointment. I'll click the down arrow and choose 30 minutes. That means I'll get a pop-up on my screen 30 minutes prior to this appointment.
While I'm in here, let's also talk about catergorizing appointments. I can click Categorize, similar to what I've done in Mail or can do in the other modules, to color code appointments and set categories. In this example, I'll set the purple category. You can see a purple bar across the top of the appointment and this will also be color coded on my Calendar. Using categories on the Calendar can make it easy to quickly identify things that belong to the same category. The big box at the bottom is for my own notes.
If I need to remind myself to bring something, enter driving directions, et cetera. I'll leave it blank in this case. From here I'm ready to save the appointment, so I'll click Save and Close in the upper lefthand corner. Next let's take a look at the appointment. I added it to February 15th, so I'll go ahead and click that on the Date Navigator. Now you can see my Compliance Training from 2 to 4 on February 15th. Notice that Compliance Training is purple because I added it to the purple category.
Next I'll create an all day event on my Calendar. I'll add Vacation on February 19th. I'll click New Appointment, type in Vacation for the subject. In this case I don't need a location. I'll set the start time for February 19th and make it an all day event by checking the all day event box. Notice that the times are now greyed out and I simply select the days that I'll be gone. Remember that Outlook blocks you out for a full 24 hours when you set something as an all day event.
I'll adjust the availability status. Notice that the default for an all day event is free. For Vacation, I definitely want to mark Out of the Office. I'll click the down arrow and choose Out of the Office. I'll also note the reminder on this item is 0.5 days. I can adjust the reminder by clicking the down arrow. Maybe in this case I'll set it to none because I don't need a reminder to go on vacation. I can set a category if I choose. I'll click Categorize and choose the Green category.
In this case I'm using Green category to indicate that this is a personal item. If I wanted to change the name of the category, I can click Categorize, click all categories, click Green category, and Rename. Here I'll name this Personal. I'll click in the box to finalize the name just in some blank space, and then I'll click OK. Next I'll save the event by clicking Save and Close. Notice that Friday the 19th now displays my vacation. There's two color codes to note here.
One, the vacation is shown in green. And two, the purple bar I see at the left indicates that I marked this Out of the Office and the purple shading on the day for February indicates that I marked this Out of the Office. Next let's edit Calendar items. You can always a Calendar item just by double clicking. I'll double click on the February 15th Compliance Training, and here I'll adjust the time to be from 3 to 5. I'll change the start time by clicking the down arrow, and notice that the end time is automatically adjusted to keep the two hour duration.
From here I'll click Save and Close. Let's say I've decided to change the day of my vacation to the following Friday, the 26th. I'll go ahead and double click Vacation, change the date to the 26th, and then I'll click Save and Close. If I click on the 26th on the Date Navigator, you'll now notice that the Vacation displays there. Should I need to delete an item, I can simply click on it and press delete. I'll go back to the 15th by clicking that on the Date Navigator, click Compliance Training, and press Delete on my keyboard.
You can see that this item is removed and is placed in the Deleted Items within Outlook. I can always go to the Deleted Items to move this item back to my Calendar should I need it. The last MOS objective in this section is creating Calendar items from messages. Sometimes you'll receive an email that has details you'd really prefer to have on your Calendar. I'll go ahead and click the Mail module. Note that I currently have an email from Chong selected about a Department lunch. Notice it has details such as the date of the lunch, the time and even the room.
I'd prefer to have these details on my Calendar, so I'll demonstrate how to convert this into a Calendar item. I'll click on Chong's email in the Message Pane and then drag it down and drop it on the Calendar heading in the Navigation Pane. Notice a new pop-up displays and I can tell it's an Appointment because I see that in the Title Bar. Notice that the email's subject has been placed in the subject here. And notice that the details of the email have been placed in the body of this Calendar item.
So with the subject in place, the only thing I need to do is edit the location and the time. I'll go ahead and highlight Conference Room 2, press ctrl C to copy, click in Location, press ctrl V to paste. Remember that ctrl C is a great shortcut for copy and ctrl V is a great shortcut for paste. You can use these throughout any Microsoft program to help you save time. This will be important during the MOS exam. I'll also adjust the date and chose February 16th, and for the time I'll choose a start time of Noon and an end time of one o'clock.
From here I can go ahead and Save and Close, and then delete this email by clicking the X in the Message Pane. That's an overview of Creating Appointments and Events. Be sure to practice these options for the MOS exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing settings, automating Outlook, printing and saving, and searching in Outlook. Learn how to manage messages, including creating, formatting, and organizing messages, and manage schedules, including creating and managing the calendar, appointments, meetings, and events. Learn to manage notes, tasks, journals, contacts, and groups.
Challenges exercises are included along the way, and the course concludes with a full-length practice exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing Outlook settings
- Printing and saving information
- Creating and formatting messages
- Creating new calendars
- Creating appointments, events, and meetings
- Managing tasks and notes
- Creating contacts and groups
- Importing contacts
- Taking a full-length practice exam