Microsoft Outlook 2010: Calendar - Constant Contact

Microsoft Outlook 2010: Calendar

Prepared by Felician Sisters Information Technology

Microsoft Outlook Overview

Microsoft Outlook is a Personal Information Manager. It's used to send and receive email as well as manage contact information (like names, addresses, phone numbers, etc.) appointments, events, meetings, tasks you need to do, and notes. Outlook's major components are: Mail, Calendar, Contacts, Tasks, and Notes (see red arrows in the picture below). There are many versions of Outlook. The version we use and what will be described here is Outlook 2010.

Calendar

You can use Outlook's calendar to schedule appointments, events, and meetings; set reminders for yourself; print your calendar; and more. When viewing the calendar it is divided into two parts: the date navigator (the smaller left pane) and the appointment calendar (the larger right pane). The date navigator typically shows the current month with the current date in a red box, My Calendar and Shared Calendars. The appointment calendar shows the calendar in either the day, week or month view and shows any scheduled appointments, events, and meetings. By default, the very first time you look at the calendar it should open in the Day view.

Microsoft Outlook 2010 Calendar (Nov. 2016)

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Like this:

However, as seen in the toolbar, calendar can be displayed in four different ways: Day Work Week ? 5 days Week ? 7 days Month

This is how it looks like in the Month view:

Microsoft Outlook 2010 Calendar (Nov. 2016)

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Creating Appointments An appointment is an activity occurring at a specified day and time that does not require inviting people to attend. If you want to invite people, then you should create a meeting. See page 7 for more information on meetings. You can have Outlook remind you of your appointments.

You can add a new appointment while in the Calendar module by:

clicking the New Appointment button on the toolbar pressing Ctrl+N on the keyboard double-clicking on a time in the calendar

Editing Appointments You can make changes to existing appointments like changing the time or location. You make most changes in the appointment form, but you can change the description or the time of an appointment right on the Calendar. Change the time by dragging its move handle, which is on the border of an appointment.

You can open an appointment in four ways:

double-click the appointment select the appointment and choose Open from the toolbar select the appointment and press Ctrl+O on the keyboard right-click the appointment and choose Open from the shortcut menu

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If you edit an appointment (i.e. change something about it) and you haven't saved it already, it will prompt you to save it when you close it.

Deleting Appointments There are four ways you can delete an appointment.

double click the appointment to open it then choose Delete from the toolbar single click the appointment to select it and the press the Delete key on your keyboard right-click the appointment and choose Delete from the shortcut menu

Recurring Appointments Appointments that occur repeatedly are recurring appointments. For example, a monthly haircut. When you make an appointment recurring, you must define the recurrence pattern (i.e. monthly, every Friday, etc.) and the range of recurrence (how long it will last).

In order to make a recurring appointment:

1. create a regular appointment using your favorite method 2. click the Recurrence button on the toolbar 3. choose the appointment time and recurrence pattern 4. click OK

Appointment Reminders By default, appointment reminders occur 15 minutes in advance of the appointment and are accompanied by a tone. But you can set a reminder to appear at another time in advance of an appointment from five minutes to two weeks beforehand and you can disable the sound of the reminder.

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Once the reminder dialog box appears, you can use the Snooze button like on an alarm clock to redisplay the message at intervals you specify from 5 minutes to 1 day.

Other Appointment Options You can make appointments private so that the subject of the appointment is hidden from individuals who have access to your Calendar. The word "Private" appears to them instead of the subject.

Outlook classifies appointments in four different ways using color. This is indicated in the `Show Time as' field on the Appointment form. The four choices are:

Busy Free Out of office (displays with a purple border) Tentative

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