To prepare for the MOS exam for Outlook 2016, Megan Hoffman demonstrates adjusting viewing details for calendars, modifying calendar time zones, and setting calendar work times.
- [Instructor] Working with calendars and setting Calendar options is super important for the MOS exam. You'll need to know how to adjust viewing details for Calendars, modify Calendar time zones, and set Calendar work times. I'll start by clicking on the Calendar module from the Navigation pane. Our first MOS objective is adjusting viewing details for Calendars. The Calendar provides multiple view options in addition to the standard Calendar view. You can see that my Calendar defaulted to the Work week view, but I can use the buttons in the arranged section of the Ribbon to change this.
I can click and see just a Day view of the Calendar. I can look at the full Week view which includes weekends. I can click the Month view, or I can view a Schedule view. I'll go ahead and return back to the Work week view. I can navigate to other parts of the Calendar using the date navigator at the left. I'll go ahead and click into next week where we can see the appointments, events, and meetings that appear here. A common task might be to change the view to Preview. Anytime you need to change the view, you can click the View tab on the Ribbon, then click change view.
And here I'll choose Preview. I'll go ahead and click again on next week, and what you'll notice now is that I see the details of the Calendar item on the tenth. Another common view for the Calendar is the List view. I'll click Change View, choose List, and now we see a detail list of everything on the Calendar. It can be helpful to display the Active items. I'll click Change View, choose Active, now I only see the items that are today and in the future. If I was asked to arrange items, I can use the Arrangement section of the Ribbon.
I can see that my items are arranged by Category and for this example I'll change to Start Date. Just like my messages, I can sort by clicking the headers. I'll go ahead and click the Subject heading to sort theses items. When you're done, you usually want to set this back to the Calendar View. I'll click Change View and choose Calendar. Notice the time scale at the left of the Calendar displays in half-hour increments. I can click the Time Scale drop-down to change the time scale if asked. Here I'll go ahead and set 60 minutes.
You see I see less details, I could even go down to 15 minutes. But I think I like this at the 30 minute time scale. Our next MOS objective is modifying Calendar time zones. Outlook allows me to change the time zone or to display multiple time zones. A common task might be to add a second time zone for London. Because this is an Outlook setting, I can do this by going into File Options or there's a shortcut from the Ribbon. I can click the Time Scale drop-down and choose Change Time Zone.
This takes me into the Outlook options box and takes me directly to the Calendar tab at the left. Notice the Time zones section on the screen. I'll go ahead and scroll down so I can see this entire section. And next I want to add a time zone for London. I'll click Show a second time zone. Type London in the Label and then I'll choose a time zone from the drop-down. I'll go ahead and click to select the time zone. It would also be helpful here to label my time zone, so I'll click in here and type Pacific.
I'll click Okay. Now I can see both London and Pacific exist at the left. If I want to switch these, I can click Time Scale again, go back to Change Time Zone. And notice there's a button to Swap Time Zones. Then I'll click Okay. You can see it just reverses the order of these two time zones. I'll go ahead and disable this feature. I'll go back to Time Scale, Change Time Zone. I'll go ahead and Swap again, and I'll just uncheck my second time zone.
The next topic here is to set Calendar work times. If you have an Exchange account, Work Times specify the times you are available to meet with coworkers. Working time displays as white and non-working time displays as gray. You can see that separation here on the Calendar before 7 a.m. is gray, and after 7 a.m. is white. A common task might be to adjust working hours to 7:30 to 4:30 on Tuesday through Saturday. This is an Outlook setting, so I'll start by clicking File.
I'll choose Options. I'll choose the Calendar at the left. I'll note the Work time section. I like my Start time to be 7:30, which it is, and my End time to be 4:30 p.m. I'd like my Work days to be Tuesday through Saturday, and I'll go ahead and keep the first day of the week as Sunday and the first week of the year starting on January 1st. While we're in here, I'll just remind you that all of the Calendar settings are here. There's lots of preferences and options you can change.
This is just another area to look at and be aware of before taking the MOS exam. I've made my changes, so I'll go ahead and click Okay to confirm these. So that's setting Calendar options. Again, make sure you take time to get familiar with the options that you see both on the Ribbon and within the File options Calendar tab.
Megan begins with an overview of the certification program, and then walks through all of the certification objectives. As you review each topic, you can use downloadable sample documents to practice as you go. Megan wraps up the course with a full-length practice test that emulates the Outlook 2016 MOS exam, together with solutions to each of the exam challenges.
- Comparing the Microsoft Office Specialist certifications
- Reviewing the user interface
- Customizing settings
- Printing and saving information
- Performing search operations in Outlook
- Configuring mail settings
- Automating messages
- Creating messages
- Formatting, organizing, and managing messages
- Creating and managing calendars
- Creating and organizing appointments, events, and meetings
- Managing contacts and groups