1 Outlook Getting Started Outlook vs. Outlook Express Setting up a profile Outlook Today screen Navigation Pane Composing & Sending Reading & Sending Mail Messages Set message options Organizing Items Use Folders to organize Flagging items Using Categories Manage messages More Create & assign a signature Color-code messages Create & manage rules Set Out of Office reply message Use stationary Contacts & the Address Book Address a Message Create, edit & delete a contact Sort, Find & View a contact Create a distribution list Using the Calendar Calendar view Schedule an appointment or event Modify or delete an appointment Set and manage reminders Manage recurring events Color code appointments Schedule a meeting Set calendar options Print the calendar 1
2 Getting Started Outlook vs. Outlook Express There are some important differences to be aware of before deciding between Outlook and Outlook Express. Outlook Express is the Internet and news reader included with Microsoft Internet Explorer version 4.0 and later. Since it comes pre-loaded, many people start using it as their default e- mail program. But Microsoft Office suite contains Outlook, another program that manages , as well as operates as a contact management software tool. Outlook contains functionality, as well as a full contact application, task list and calendar. All of these tools are integrated with each other, making them easier to use together. For example, you can schedule a meeting with someone else and it will update your calendar and send an to that person notifying them of the request for a meeting. Setting up a profile To get started using Outlook you will need to set up your profile. Follow these steps to set up Outlook for use on your ACC computer: 1. Open Microsoft Outlook and select Tools > Accounts. The Accounts dialog box opens. 2. Select to Add a new account and click Next. 3. On the Server Type screen, select either POP3 or IMAP. If you only check your ACC on one computer by one person POP3 is recommended (make sure to complete Step 5 below). If the account will be checked on multiple computers or by multiple people on this computer, IMAP is recommended. Click Next. 4. Type Your Name, ACC Address, the Incoming Mail Server (it's the same for either IMAP or POP3): pop.austincc.edu, the Outgoing Mail server: mail.austincc.edu, your username will already be in there based on the address that you typed and beside Password: type your ACC password and leave the "Remember password" box checked if you would like your password saved. If you do not want your password saved, then remove the checkmark in that box. Click Next. 5. If you chose to set this up as a POP3 account, then click on the More Settings... button. 6. select the tab at the top of the screen for Advanced. 7. Place checkmarks in "Leave a copy of messages on the server" and "Remove from server after days". The default is 10 days and the recommendation is 15 days. Please do not choose anything more than 30 days. Click OK. 8. On the Accounts screen, click Next. 9. On the Congratulations screen, click Finish. 2
3 Outlook Today screen The Outlook Today screen is a Web-like view of your upcoming appointments and current tasks, plus the status of key folders. You can also use it to search for someone in your Contacts folder. To display Outlook Today when you start Outlook: 1. Select Tools > Options. The Options dialog box opens. 2. Select the Other tab and click Advanced Options. 3. Under Startup in this folder, choose Outlook Today. From Outlook Today you can perform the following tasks: To change various display options click Customize Outlook Today To see more information about any appointment, task or mail folder, click that item. To search in your Contacts folder type a name in the Find a Contact box, then click Go. Outlook searches the Full Name field for the name you entered. To mark a task as completed click the checkbox next to it. Navigation Pane The Navigation Pane provides centralized navigation and easy access to sharing features. The buttons and commands at the bottom of the Navigation Pane correspond to different views, such as Calendar and Contacts. You get a different set of panes, folders, and information depending on which view you choose. You can arrange the size and appearance of these buttons and panes to prioritize access to the information you need most often. Change the Navigation Pane appearance You can change the number and size of buttons displayed at the bottom of the Navigation Pane, but you cannot rearrange the panes within it. You also cannot customize the colors or fonts in the panes. You can however, hide the Navigation Pane completely. For a quick way to increase space in the Navigation Pane, you can change from large buttons displayed vertically at the bottom of the pane to small buttons displayed horizontally across the bottom of the pane. Place your pointer over the horizontal splitter bar between the folders and the buttons. When the pointer turns into a double-headed arrow, you can drag the splitter bar up or down. If you drag the horizontal splitter bar to the bottom of the Navigation Pane, all of the large buttons will convert to small buttons and appear in a single row of icons at the bottom of the pane. 3
4 Add or remove buttons in the Navigation Pane At the bottom of the Navigation Pane, click then click the button you want. Configure Buttons > Add or Remove Buttons, and Note Although you can remove all of the buttons from the Navigation Pane and maximize the folder pane space by dragging the horizontal splitter bar to the bottom of the Navigation Pane, it is not possible to remove the button row at the bottom. Change the display order of the buttons At the bottom of the Navigation Pane, click Configure Buttons > Click Navigation Pane Options. To rearrange the button order, in the Display buttons in this order list, click the button you want to change, and then click Move Up or Move Down. Note To restore the default button arrangement, click Reset. Resize the Navigation Pane Point to the right border of the Navigation Pane, and when the pointer becomes a double-headed arrow, drag the border to the left or right. Receiving and Replying to Reading and Sending Mail Messages Messages that are sent to you appear in your Inbox. When new mail arrives in your Inbox, the header appears in bold, indicating that you have not read it. To send a message to someone, click on the icon below the File menu. The word Inbox must be highlighted in the Folder List in order for the correct icon to be displaying. To open and respond to a message, double-click the message to open it. If you want to respond to the message, click one of the following toolbar buttons: Reply- Send a response only to the original sender Reply to All Send a response to the sender and recipients in the Cc box Forward Forward the message to a new person whose name you type into the To line Each of these buttons opens a new message containing the original message. Type your response, and click the Send button. Attaching a file To attach a file to your message: 1. Create the message in which you want to insert a file attachment. For messages, you must be creating a new message to insert an attachment. 2. Click in the body of the item, and then click Insert File. 3. Select the file that you want to attach, and then click Insert. 4. In a new message, click Send. Notes By default, Microsoft Outlook blocks potentially unsafe attachment files (such as.bat,.exe,.vbs, and.js) that can contain viruses. If you attach such a file to an message, you will be asked whether you want to send a potentially unsafe attachment. If you answer Yes, Outlook will send the attachment. You can also insert attachments by dragging a file from your computer to an Outlook item or by copying and pasting a file into an Outlook item as an attachment. 4
5 Open an attachment An attached file appears as an icon in your message. Double-click on the attached file's icon. The application used to create the attached file will also open. Compose a New Message To compose a new message, click New on the mail toolbar or select File > New > Mail Message. The New Message dialog box opens. Set message options There are three options for formatting the text of your message: HTML This is the default message format. HTML lets you add style and emphasis to your message. For example, you can use bold and colors to call out important areas, or include hyperlinks. Rich Text This format is supported by Outlook. This format increases your chances of sending gobbledygook because it is the least compatible format. Plain Text This format is the most reliable option. All programs understand it. With plain text however, you can t use bold, italics, color or hyperlinks. To set a default format for sent messages: 1. Select Tools > Options. The Options dialog box opens. 2. Click the Mail Format tab. 3. In the Compose in this message format box, select the desired format. Create & assign a signature An signature consists of text and/or pictures that are automatically added to the end of an outgoing message. You can create custom signatures for different types of audiences. For example, use your first name for messages to friends and family, or your full name and address for messages to business contacts. To create a signature: 1. Select Tools > Options. This opens the Options dialog box. 2. Click the Mail Format tab. 3. Click the Signatures button and then click New. 4. Enter a name to describe the signature in the Enter a name for your signature box and click Next. 5. Type the information you want to appear in your signature and specify a font by clicking Font. Note To include a picture, photo, clip art, hyperlink, or additional formatting, you must click Advanced Edit. When finished, click Finish and then click OK. 5
6 To assign a signature to your messages: 1. Select Tools > Options. The Options dialog box opens. 2. Click the Mail Format tab. 3. Click the signature you want in the Signature for new messages list. 4. Click the signature you want in the Signature for replies and forwards list or leave it as <None>. 5. Click OK. To stop applying a signature: 1. Select Tools > Options. The Options dialog box opens. 2. Click the Mail Format tab. 3. In the Signature for new messages list, click <None>. 4. In the Signature for replies and forwards list, click <None>. Use Folders to organize Organizing Items You can create folders anywhere in the Navigation Pane, not just the Inbox. 1. To create a folder in your Inbox, do one of the following: Right-click Inbox and click New Folder on the shortcut menu. Select File > New > Folder. 2. In the Name box, type the name for the new folder. Verify that Mail and Post Items is selected in the Folder contains box, and that Inbox is selected in the Select where to place the folder box. 3. Click OK. 4. To move a message into a folder, drag it to the folder or right-click it and click Move to Folder. 6
7 Flagging items Flagging a message is a quick way to either mark a message for you to follow up or mark a message with a request for someone else. When a message is flagged, one of the following appears in the Flag Status column of the message list. No Flag means the item is not flagged Red Flag means the item is flagged Grey Flag means the flag completed When the recipient receives a message with a flag, a comment on the purpose of the flag appears at the top of the message. If you set a due date, this will also appear. You can select one of the following flags from the list of flags in Outlook or type your own. Call Do not forward Follow up For your information Forward No response necessary Read Reply Reply to all Review To flag a message when looking at a list of messages: 1. Right-click the Flag Status column for the message and click the flag that you want to use. 2. If you don t see the Flag Status column, you may be using a custom view. To see Flag Status, you ll need to reset your current view. To do this, click the Arranged By heading at the top of the list of messages and click Custom. Click the Reset Current View button. When you re looking at a single, open message attach a flag by clicking the Follow Up button on the Standard toolbar. Click the Flag Type drop-down box, select the desired flag color and click OK. To add a reminder: 1. Right-click the Flag Status column and click Add Reminder. The Flag for Follow Up box is displayed. 2. Select a date by clicking the Due by drop-down arrow. You can specify a time in the next box to the right. Using Categories A category is a keyword or phrase that helps you keep track of items so you can easily find, sort, filter, or group them. Use categories to keep track of different types of items that are related but stored in different folders. Categories also give you a way to keep track of items without putting them in separate folders. For example, you can keep professional and personal tasks in the same task list. When you assign them to Categories you can view the tasks separately (on the View menu, point to Current View, and then click By Category). You can create custom categories to use. To create a new category: 1. Select Edit > Categories. 2. Click Master Category List. 7
8 3. In the New category box, type a name for the category. 4. Click Add. 5. To create more categories, repeat steps 3 and Click OK, and then click OK again. To assign items to a category: 1. Select the item you want to assign to the category. 2. Select Edit > Categories. 3. In the Available categories box, select the check boxes next to the categories you want. If the category you want isn't available, you can add a new category to the Master Category List. 4. Type the category name in the Item(s) belonging to these categories box and then click Add to List. Manage messages To better organize your Inbox, you may want to move or delete messages, or mark them as being read. To manage your messages, do the following: To move a message, drag it to the desired folder or right-click it and click Move to Folder. To delete a message, select the message and press Delete. To mark a message as read, right-click an unread message and click Mark as Read. Finding a Message As your Inbox grows in length with received messages there will come a time when you want to find a particular item but you do not know which message it was in. Outlook provides a Find feature for such occasions. To find a message: 1. From the Standard toolbar, click the Find button. The Find panel opens up above the Inbox. 2. Make sure that the Search all text in the message check box is selected. 3. In the Look for: text box, type in some text that appears in the message you are trying to find. 4. Click Find Now. The search takes place and the results are displayed. View the messages in the Preview Panel to find the right one. Color-code messages 1. Select one message from the person whose messages you d like to see in a different color. 2. Select Tools > Organize. The Organize pane opens. 3. In the Organize pane, click Using Colors. 4. In the first bulleted item, you should see the words From and the name of the person who sent you the message. Then you should see the word in and a drop-down list box. 5. Click the box to select a color (or keep the default). 6. Click Apply Color. 8
9 To turn off color coding, change the color, or delete the color coding rule: 1. In the upper-right corner of the Organize pane, click Automatic Formatting. Note This button is available only when Using Colors is selected in the left portion of the Organize pane. 2. In the Automatic Formatting dialog box, select the rule you want to turn off, change, or delete, and then do one of the following: To turn off the rule, clear the check box for the rule, and click OK. To change the color, click the Font button under Properties of selected rule. In the Font dialog box, select the new color and click OK twice. To delete the selected rule, click the Delete button, and click OK. Create & manage rules Using the Rules Wizard A rule is a set of conditions and actions for processing and organizing your messages. Conditions identify messages for processing, and actions determine what kind of processing is performed. If you receive a large volume of mail from several different groups (personal mail, mail from list servers, mail from colleagues, even junk mail) you can use the Outlook Rules Wizard to create your own rules to manage your messages automatically. To create a rule: 1. In the Navigation Pane, click Mail. 2. Select Tools > Rules and Alerts. 3. Click New Rule. 4. Do one of the following: Use a template with pre-specified actions and conditions Select the template you want. Create the rule by specifying your own conditions, actions, and exceptions. This option is not available when you create a rule for a public folder. Click Start from a blank rule, and then click Next. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next. 5. Follow the rest of the instructions in the Rules Wizard. 9
10 If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard. To have this rule apply to all your accounts, select the Create this rule on all accounts check box on the last page of the Rules Wizard. To run a rule periodically but not all the time, do the following: 1. On the Rules and Alerts dialog box, turn the rule off by clearing the check box next to the rule. 2. Click Run Rules Now. 3. In the Run Rules Now dialog box, under Select rules to run, select the check box next to the rule you want to run. 4. Select the folder that you want to apply the rule to. 5. Select the category of messages that you want to apply the rule to. For example, you can apply the rule only to unread messages in a folder. 6. Click Run Now. 10
11 To change a rule: 1. In the Navigation Pane, click Mail. 2. On the Tools menu, click Rules and Alerts. 3. In the list of rules, click the rule you want to modify. 4. Do one of the following: Change a condition, action, or exception. Click Change Rule > Edit Rule Settings. If you want to add or change an action listed on the drop-down menu, select the action on the menu. Follow the rest of the instructions in the Rules wizard. Rename the rule 1. Click Change Rule, and then click Rename Rule. 2. In the New name of rule box, type a name. To delete a rule: 1. In the Navigation Pane, click Mail. 2. Select Tools > Rules and Alerts. 3. In the list of rules, click the rule you want to delete. 4. Click Delete. Set Out of Office reply message The Out of Office Assistant in Outlook is not available to accounts that use POP3 or IMAP, such as with ACC. You can set your ACC account to use this automated reply feature by filling out the form located on the Help Desk website at this url: It is possible to create an Outlook template with Outlook rules to simulate the functionality of the Out of Office Assistant. By using this combination, you can use your POP3 or IMAP account to send automated replies to incoming messages. Use stationary Stationery and themes are a set of design elements and color schemes you want to apply to messages. They specify fonts, bullets, background color, horizontal lines, images, and other design elements you want to include in outgoing messages. You can choose from a predefined list of stationery or modify one of the patterns in the list to suit your needs. You can also create new stationery. Note: stationery is available only if you use HTML as your message format. To set the default stationary for all new messages: 1. Select Tools > Options, and then click the Mail Format tab. 2. In the Compose in this message format list, click HTML. 3. In the Use this stationery by default list, click the stationery you want. If Microsoft Word is your editor, you can't create new stationery from Word. However, you can create new stationery in Microsoft Outlook, which Word then adds to its stationery list. To create new stationary: 1. Select Tools > Options, and then click the Mail Format tab. 2. In the Compose in this message format list, click HTML. 11
12 3. Click Stationery Picker, and then click New. 4. In the Enter a name for your new stationery box, enter a name. 5. Under Choose how to create your stationery, select the option you want. 6. To select a file to base your stationery on, type the path and file name in the Use this file as a template box, or click Browse to select from a list. 7. Click Next. 8. Select the options you want to use. 9. Change the look of stationary. 10. Click OK. To modify stationary: 1. Select Tools > Options, and then click the Mail Format tab. 2. In the Compose in this message format list, click HTML. 3. Click Stationery Picker. 4. In the Stationery box, click the stationery you want to change, and then click Edit. 5. Select the options you want to use. 6. Click OK. To stop using stationary: 1. Select Tools > Options, and then click the Mail Format tab. 2. In the Use this stationery by default list, click <None>. 3. Click OK. Contacts & the Address Book The Address Book is a directory of address lists. An address list is simply a list of names that you can address mail to. These lists include names of users and distribution lists. Contacts are a list of names that you have created and maintain. You can also create Personal Distribution Lists as contact items. When you open the Address Book from a new message item, a list of recipients that you can address messages to is displayed. Address a Message When addressing a message, you need to display the appropriate address list and locate recipient names in the list. You can then add names to the To, Cc and/or Bcc (blind carbon copy - the other recipients do not see to whom the mail has been sent) field of your message. To add an addressee: 1. Click the New Message button to open a new message. 2. To open the address book, do one of the following: In the message headers, click any of the To..., Cc... or Bcc: field buttons On the Message toolbar, click Address Book From the Outlook window, select Tools > Address Book. 3. The Address Book is displayed. 4. Select the name you want, and click the To ->, Cc -> and/or Bcc -> button. If you are adding the name to the To box, double-click the name. 5. Select further names as required and enter them into the recipients list(s). 6. If the contact(s) is not listed in the address book shown select another address book from the Show Names from the: drop-down list box. 7. Click OK to add the recipients to your message 12
13 Note: You can address a message from multiple address lists. Tip: You can select and add multiple names by clicking the first name, then clicking additional names while holding down the Ctrl key, and then clicking the To or Cc button. Note: If you know the spelling of your recipient names, you can type the names in the To or Cc box of your message instead of using the Address Book. Separate multiple names with a semicolon. You can then verify that the names are correct by clicking the Check Names button. Create, Edit & Delete a Contact A contact is an electronic address card storing details about personal and professional contacts. You can store information about a contact's address, telephone/fax/mobile numbers, business and personal addresses, job title and so on. The address card can be used to share data with other Outlook components. For example, you can use a contact to address items, create an appointment or assign a task. By default, contacts are stored in the Contacts folder (or contacts list). As with mail items, you can create subfolders to organize contacts. You can create a contact from many views by simply dragging the item - mail message, note, appointment and so on - onto the Contacts icon on the Outlook Bar. If you are in the Contacts folder, the Contact menu or the New Contact toolbar button can be used. In addition, double-clicking on a clear area in the Contacts Information Viewer window will also create a new Contact item. To create a new contact, do one of the following: In the Navigation Pane, click the Contacts icon to go to Contacts view. Then click New on the Standard toolbar. Select File > New > Contact. In the Contacts Information Viewer window, double-click a clear area. A Contact window is opened. As with mail items, the window has its own menu and toolbar and appears as an icon on the Taskbar, so you can switch between it and other applications. Use the General tab to enter basic information (name, job, company, address, contact numbers and address) 13
14 Use the Details tab to add information such as department, birthday, anniversary and nick name Click the Save and Close button to add the name to the Contacts List If you are entering a number of contacts, click the Save and New button to add the name to the Contacts List and return to the Contacts dialogue box Tip: The arrows next to the telephone and fields allow you to display and enter alternative information (such as an alternative business number or an assistant's telephone number). To edit a contact card: 1. In the Information Viewer, double-click the contact you want to edit or select the contact you want to edit from File > Open > Selected Items. 2. Edit the contact as necessary then click Save and Close. To delete a contact, select the contact you want to delete then on the Standard toolbar, click Delete. To make a contact from an message you receive: 1. Open or preview the message. 2. Right-click the name of the sender you want to add to your contacts. 3. Select Add to Contacts. Sort, Find and View Contacts By default, contacts are displayed as Address Cards. The contacts are organized by the File as field, which defaults to the contact's last name. Each address card shows the File As field plus address, telephone and details. Find a contact The quickest way to find a contact is to use the Letter tab located on the right of the Information Viewer window. To find a name, do one of the following: Click the letter corresponding to the first letter in surname you want to go to. The selector will move to the first contact in that alphabetic group. On the Standard toolbar, type a name into the Find a Contact box and press Enter. In the dialogue box, select the contact and click OK. The contact item is opened. To sort the contact list: 1. From the View menu, select Current View > Customize Current View... > Sort... or rightclick a blank area of the folder and from the shortcut menu, select Sort... The Sort dialogue box is displayed. 2. This dialogue box allows you to sort the list by up to four fields. 3. In the Sort items by list box, select the field to sort the contact list by and pick either the Ascending or Descending option button. 4. Enter further fields to sort in the Then by boxes. 5. Click OK 14
15 Filter contacts Filtering allows you to show all contacts with a common characteristic. To Filter contacts: 1. Right-click a blank area of the Contacts Viewer and from the shortcut menu, select Filter... The Filter dialogue box is displayed. 2. Enter criteria in the appropriate fields then click OK To remove a sort or filter: 1. Open the Sort or Filter dialogue box and click Clear All 2. Click OK Create a distribution list If you frequently information to the same people, you can build distribution lists. A message sent to a distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the To line of the message instead of seeing the name of the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other personal distribution lists. To create a distribution list: 1. On the File menu, point to New and then click Distribution List. 2. In the Name box, type a name. The distribution list is saved in your Contacts folder by the name you give it. 3. Click Select Members. In Show names from the list, click the address book that contains the addresses you want in your distribution list. 4. In the Type name or select from list box, type the name of a user that you want to include. In the list below, select the name, and then click Add. Repeat this step to add the rest of the users you want to include in the distribution list, and then click OK. 5. If you want to add a longer description of the distribution list, click the Notes tab and then type the text. 6. Click Save and Close. You can easily add or remove names from the distribution list once it is created. To add an address that is not in the Contact folder or an address book, click Add New. To remove a name, select it and click Remove. 15
16 Using the Calendar Outlook's Calendar offers an easy way to keep track of appointments and schedule your time. You can look at appointments and tasks for a given day or look at appointments in relation to other appointments in the month. Calendar view To see the Calendar, click the Calendar button in the Navigation Pane. To change the view of appointments 1. In the Calendar folder, on the View menu, point to Current View. A submenu appears. 2. On the submenu are several options for viewing your appointments. Select one of the following: Day/Week/Month Day/Week Month view with AutoPreview Active Appointments Events Annual Events Recurring By Category Schedule an appointment or event In Outlook, when you enter an item in your Calendar, you can choose one of three types of entry. Appointment - An appointment is an activity that involves only you. Meeting - A meeting is similar to an appointment. The difference is that you invite other people to it. All day event - This event is an activity that lasts all day long but doesn't block out time in your Calendar. With an event, you can still have other items appear in your schedule for that day. Three different ways to create an appointment: Use the New Appointment button on the Standard toolbar. Use the New Appointment command on the Actions menu. Click in the main Calendar grid to select the time for your appointment, right-click, and then click New Appointment on the shortcut menu. From there, you would fill in the details and then save the appointment in your Calendar. 16
17 Tip You can drag a message from your Inbox to your Calendar to make it into a calendar entry. A meeting is similar to an appointment, only it includes other people and a meeting location. A meeting in your calendar could be one you organize, or it could be one you ve been invited to by someone else. Meetings appear in your calendar and in the calendars of the other people who are involved. A meeting in Outlook is set up with the help of a meeting request, which is delivered to the meeting participants via . An all day event does not occupy blocks of time in your calendar; instead, it appears in a banner at the top of the date you specify in the Calendar. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all day event: A holiday. A recurring annual event such as a birthday or anniversary. Other items that last all day, such as your own or someone else's vacation schedule. The border color of a calendar entry indicates whether the time for that item is scheduled as free, busy, tentative, or out of office. You'll see the border color in your own calendar and you can change it. By default, appointments and meetings are entered as busy, and all day events are entered as free. To change how time appears in your calendar: 1. Select the entry and right-click to open the shortcut menu. (When you select the entry, the border will appear around the entire entry.) 2. On the shortcut menu, select Show Time As. 3. Select a setting. Modify or delete an appointment To modify an appointment, event, or meeting: 1. Open the appointment, event, or meeting you want to change. 2. Do one of the following: To change options for an item that is not part of a series: 17
18 On the Appointment tab, change the options, such as subject, location, and time that you want to change, and then click Save and Close. To change options for all parts of a series: Click Open the series, and then change any options, such as subject, location, and time, that you want to change on the Appointment tab. To change recurrence options, click the Actions > Recurrence, change the options, such as time, recurrence pattern, or range of recurrence that you want to change, and click OK. Click Save and Close. To change options for one item that is part of a series: Click Open this occurrence. On the Appointment tab, change the options, such as subject, location, and time that you want to change, and then click Save and Close. TIPS Keep these in mind when modifying appointments. You can drag the appointment, event, or meeting to a different date. You can also edit the subject by clicking the description text and typing your changes. You can change an event into an appointment, causing the time to be blocked out in your Calendar, by clearing the All day event check box and then entering start and end times. Events are defined as lasting from midnight to midnight; clearing this check box allows you to enter specific times. To delete an appointment, right-click the appointment and select Delete from the shortcut menu. Set and manage reminders When you create any type of calendar entry, a reminder will be automatically set according to your settings. The default setting for appointments and meetings is 15 minutes, and for all day events is 18 hours. Although you can't change the default setting for all day events, you can change it for appointments and meetings. You can also set or change a reminder for an individual calendar entry by opening it and adjusting the settings next to the Reminder check box. Manage Recurring Events To specify that an appointment, meeting, or all day event occurs over, and over, and over, you can use the Recurrence feature in Outlook. When you open a recurring item from your Calendar, you'll be prompted whether you want to open just that one occurrence or whether you want to open the entire series. 1. Double-click the item to open it. 2. Select an option in the Open Recurring Item dialog box. When you open a recurring calendar item to see its details or make changes to it, you'll see a message which gives you two options: Open this occurrence - Choose this option when you want to change (or see) one instance of an appointment for a recurring calendar item without affecting the entire series of items. In this case, for example, you might want to exercise one half hour later than usual on one particular day. Open the series - Choose this option to change any aspect of a recurring appointment for the entire series. You would select this option if, for example, you decided to permanently shift all instances of your "Exercise" appointment by half an hour. 18
19 If you want to change the recurrence pattern, click the Recurrence button in the open item. Tips Keep these in mind when you work with recurring items: Don't delete a recurring item. Instead, change the End by time and update the item. This leaves you with a record of past occurrences. You may need to schedule several different recurring calendar items to achieve the desired pattern for the "same" recurring entry. For example, if you want to set up a payday event that occurs on the 15th and the last day of the month, you would need to set up two recurring events for that. Color code appointments Outlook has 10 colors that you can use to color appointments and meetings. These colors are visible in Day/Week/Month view of Calendar. You can color individual or recurring appointments and meetings manually, or you can use rules to automatically color items that meet certain conditions, such as when a certain word is used in the subject or when a meeting request is sent by a certain person. Manual coloring always take precedence over automatic coloring, so if you have applied manual coloring to an item, automatic coloring will not be applied to it. To color an appointment or meeting: 1. In Calendar, right-click an appointment or meeting, select Label on the shortcut menu, and click a color in the list. 2. To remove a color from the appointment or meeting, in the Label list, click None. To color a recurring appointment or meeting: 1. In Calendar, open an appointment or meeting. 2. Click Open the series, and then click OK. 3. In the Label list, click a color. To remove a color from the appointment or meeting, in the Label list, click None. To color appointments and meetings automatically: 1. In Calendar, right-click the calendar grid, and then click Automatic Formatting on the shortcut menu. 2. Click Add, and then type a name for the rule. 3. In the Label list, click a color. 4. Click Condition to specify the conditions under which the color will be applied. Note If you manually assign a color to an item, automatic coloring cannot be used on that item. Schedule a Meeting When you create a meeting in Outlook, you actually create a meeting request. The request is sent out by to the prospective meeting participants, who respond by accepting or declining the meeting request or by proposing a new time. To create a meeting request: 1. In Calendar, select File > New > Meeting Request. Or select Actions > New Meeting Request. The Meeting dialog box appears. 2. Click To. The Select Attendees and Resources dialog box appears. 3. Select the people who must attend the meeting, and click Required. 19
20 4. Select the people who can optionally attend the meeting, and click Optional. 5. Click OK. 6. Enter a subject in the Subject field. 7. Click the Scheduling tab. 8. If you've set up the free/busy status settings, you can view your meeting participants' free/busy information on the Scheduling tab. Select a free block of time for the meeting. 9. Click Send, and then click Yes. Outlook sends the meeting request to the specified recipients. Process meeting requests If someone has scheduled a meeting for you to attend, the meeting request message shows up in your Inbox. A meeting request message includes response buttons at the top of the Reading Pane. To respond to a meeting request: Click Accept to accept the meeting. Click Tentative to accept the meeting subject to change. Click Decline to decline the meeting. Click Propose New Time to suggest a new time for the meeting. In each case, Outlook prompts you to modify your response, send your response immediately, or send no response. Click Edit the response before sending, and then click OK if you want to add some notes or other information, such as to propose a different location. Click Send the response now and then click OK to send the response. Click Do not send a response and then click OK if you do not want to send a response. Note If the meeting scheduler has submitted an update to the meeting request, Outlook informs you that you have an updated request. Click No to respond to the request, and then look in your Inbox for a more recent meeting request. When you receive a meeting request, you can also propose a new time for the meeting. To propose a new meeting time: 1. Click Propose New Time in the Message dialog box. The Propose New Time dialog box appears. 20
21 2. Select a block of time for the meeting. 3. Click Propose Time, add any other relevant information to your reply, and then click Send. If someone has proposed a new meeting time, you'll receive a message in your Inbox that indicates that the recipient has tentatively accepted. The message includes information about the proposed meeting time. If the time doesn't work for you, you can reply and suggest another time. If the suggested time does work for you, you can reschedule the meeting with the updated time. Reschedule a meeting To reschedule a meeting: 1. In Calendar, locate the meeting on your calendar, and double-click it. 2. Click the Scheduling tab. 3. Select a new block of time for the meeting, and click Save and Close. You are notified that you have changed the meeting and asked whether you want to send the updated meeting to the attendees now. 4. Click Yes to send the update. The meeting request goes to each of the attendees' Inbox with Update: prefixed to the message subject line. The attendees can accept, tentatively accept, decline, or propose a new time, just as they were able to in the original meeting request. Track meeting status To view the status of an upcoming meeting: 1. In Calendar, double-click the meeting on your schedule. 2. Click the Tracking tab. You'll see all of the attendees and their responses. You can make changes to the meeting on the Tracking tab. 3. To change an attendee's status, click the entry in the Attendance column next to the attendee's name and select Required Attendee, Optional Attendee, or Resource. 4. To determine whether an attendee is online, point to the attendee's name in the Name column. Outlook displays a presence icon that you can click to start a chat session and perform other tasks. 21
22 5. To specify whether you'd like to send further meeting requests to an attendee, click the envelope icon in the column to the left of the attendee's name and choose either Send meeting to this attendee or Don't send meeting to this attendee. 6. When you're finished working with the meeting form, click Save and Close. 7. If you have made changes to the meeting, you are asked whether you want to send the updated meeting request to the attendees. Click Yes to send the update or No if you want to make other changes and send the updated request later. Set Calendar Options You can use the Calendar options to set the preferences for your calendar. To set the calendar options: 1. From the main menu, select Tools > Options. The Options dialog box opens. 2. Under Calendar, select Default reminder to have Outlook remind you automatically of all appointments. In the drop-down box, select the amount of time before appointments you want to receive the reminder. (You can change this time for individual appointments when you create them.) 3. Click the Preferences tab and click Catalog Options to access more options. The Calendar Options dialog box opens. 4. Select the days of the week you want to show on your calendar. 5. Select other options as necessary. To select a time zone, or show more than one time zone at a time, click Time Zone. 6. To have Outlook automatically display holidays for different countries or religions, click Add Holidays. 7. To publish your free/busy information on a Web or other server, click Free/Busy Options. 8. When you are finished, click OK. Print the calendar To print a calendar with all your appointments in it: 1. Select File > Print. The Print dialog box opens. 2. In the Print style box, click the print style you want. To print the details of appointments and meetings, in the Print Style box, click Calendar Details Style. 3. In the Start list and the End list, enter the first day and the last day to print. 4. To set other print options, such as the paper orientation or the fonts used, click Page Setup, and then select the options that you want. 22
23 Notes To print the details of private appointments, clear the Hide Details of private appointments check box. To print non-adjacent days, change to Week or Month view, select the days you want to print, and then on the File menu, click Print. To print a blank calendar: 1. Select File > New > Folder. Type a name for the folder. 2. In the Folder contains list, click Calendar Items. 3. In the Select where to place the folder list, click Calendar, and then click OK. 4. On the Go menu, click Folder List. 5. In the Folder List, click the new folder you just created. 6. On the File menu, point to Page setup, and then click the print style you want. 7. Select the print style options you want, and then click Print. 23
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