Outlook 2007

Managing Your Time

Course contents

It’s all about choices

Get it right in the calendar

Finishing touches

Choices

Overview: It’s all about choices

In contrast to a paper calendar, Outlook 2007 offers many choices for how to keep track of your time

For example:

Is the calendar entry an appointment or a meeting?

Will it occur once or repeatedly?

Should it be marked as busy, free, or tentative?

Overview: It’s all about choices

In this session you’ll learn

Outlook calendar essentials

Find out how to efficiently book appointments and meetings

See how to stay on top of important dates with recurrence and reminders

Get it right in the calendar

Your choice of entry will depend on who else is involved and how you want the entry to appear

By selecting entries in your calendar directly, you’ll know at a glance what’s going on, when, and with whom

Know your choices

1

2

Appointment. An appointment is an activity that involves only you, at a scheduled time.

Meeting. A meeting also occurs at a scheduled time. But you invite other people by using a meeting request that’s sent via e-mail.

Know your choices

Event. An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn’t block out time in your calendar. So you can still have other entries appear in your schedule for that day.

3

Know your choices

Task. A task is an activity that involves only you, and that doesn’t need a scheduled time. New to Outlook 2007 is an area in your calendar’s Day and Week views that shows tasks.

4

Appointments

Just you? Use an appointment

For example, you might want to block out time for research on a project, for writing a report, or for running an errand on the way home from work

It is as easy as 1-2-3

Just you? Use an appointment

1

2

3

In Day view, rest the pointer over the desired time in your calendar, and click

Type the details

If you need more time for your appointment, just drag the handle to make the appointment longer

See Appointment Details

1 In Day view, rest the pointer over the desired appointment in your calendar, and double click

Make time and remember to do things

To change the reminder time for an appointment:

1

2

On the Appointment tab, click the arrow to open the Reminder list and then select a time

Once you’ve made a change, click Save & Close on the far left of the Ribbon

Meetings

When others are involved, it’s a meeting

1

2

The location of the meeting

The organizer’s name

In a meeting, you’ll see the following:

When others are involved, it’s a meeting

A meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else

Meetings appear both in your calendar and in the calendars of the other people who are involved

Want to Create a meeting

1

2

3

Start off like you would an appointment. In Day view, rest the pointer over the desired time in your calendar, and click – the time may be adjusted based on availability of others

Type the details

If you need more time for your appointment, just drag the handle to make the appointment longer

Double click on your appointment to bring up details4

Want to create a meeting? Location

1 Type Location for your meeting

Want to create a meeting? Set Reminder

To set reminder time for a meeting

1 On the Appointment tab, click the arrow to open the Reminder list and then select a time.

Want to create a meeting? Invite others

1

2

On the Appointment tab, click Invite Attendees

A To button and box appear. Type names directly in the box or click the To button to add invitees by selecting from a list

Want to create a meeting? Check Availability

1

2

Use Suggested Times to find a day and time when all required members for your meeting are free

Click on the desired suggested time – this will be the date and time of your meeting

Want to create a meeting? Send Invite

1 Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants

A meeting request will be sent via e-mail to meeting participants

Event

Want to track an eventEvents don’t occupy scheduled time in your calendar; instead, they appear in banners at the top of the date you specify. For example:

•Conferences, business travel, or vacations, for one day or longer

•Birthdays, anniversaries and holidays

How to create an eventCreate an event1.In Calendar, on the Actions menu, click New All Day Event.2.In the Subject box, type a description.3.In the Location box, enter the location.4.To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list.

5.If the event lasts longer than one day, change the values in the Start time and End time boxes.6.Click Save and Close.

 TIP   In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area beneath the date heading of the day of the event.

Task

Keep track of your tasks

For example, if you have a number of errands to do, enter each errand as a task. (You’ll see the Tasks area when you look at the calendar in Day or Week view.)

When you complete the task, check it off. A completed task sticks to the day on which it’s completed, keeping a tidy list of the day’s accomplishments at your fingertips.

Keep track of your tasks

If you don’t complete a task on its due date, it will automatically move forward and appear on the current day until you reschedule it or check it off.

Tip: To quickly reschedule a task, use the Week view and drag a task from one day to another.

How to create a task1. In Task, on the Actions menu, click New All Day Event.2. In the Subject box, type a description.3. If you want, set the Start date and the Due date for the task. If you specify a

Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want.

4. Click Save and Close.

 

Recurring

Once is not enough: recurrence

To tell Outlook that an appointment, meeting, or event occurs over and over, use the Recurrence feature. The frequency of the activity is called its recurrence pattern.

As you can see with the “Exercise” appointment in the picture, a recurring appointment appears repeatedly and displays a recurrence icon .

Once is not enough: recurrence

To set up a recurrence pattern, open the appointment and click the Recurrence button in the Options group on the Appointment tab.

How to set the schedule1. Click the frequency — Daily, Weekly, Monthly, Yearly — with which you

want the appointment to recur, and then select the options for the frequency

2. Click OK3. Click Save and Close.

 

Open a recurring entry

To open a recurring calendar entry to see its details or change it, start by double-clicking it.

A message appears like the one in the picture, giving you two options:

• Open this occurrence. Choose this when you want to see or change one instance, not the entire series.

• Open the series. Choose this when you want to see or change the entire series.

Tentative Events/Meetings

Is lunch time flexible? Show it.

Outlook lets you and your colleagues tell each other who’s busy, who’s out of the office, who’s free, and when.

A calendar entry’s border color indicates whether that time is scheduled as free, busy, tentative, or out of office.

Is lunch time flexible? Show it.

By keeping this information current and accurate, you’ll benefit from features that let you share your schedule with others.

More Information

More information

If you would like more information regarding Outlook Calendaring, Archiving or other Microsoft software assistance, please visit our webpage at:

http://it.lr.eduHelp Desk – 828-328-7350

Who’s who in Office of Information Technology (OIT) -

Charlie Day (Presenter), Director of Administrative Systems

Tim Runion, Manager, Technical and Network Services

Adam Coffey, Manager, User Services

Melissa Mullinax, CIO