Mac Outlook Calendar/Scheduler and Tasks

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1 Introduction Schedule an event and/or meeting. Schedule all-day and recurring events. Assign tasks to another user and use special shortcut keys. Contents Introduction Contents Calendar View Edit an appointment Delete an appointment Schedule a meeting with others: Schedule a Meeting Check Responses Schedule "All Day" Events Recurring Events: Tasks (To Do Lists) Calendar View Open Outlook and click on the calendar icon in the gray shortcut bar on the left of the screen. The calendar will open to the daily "today" list. Locate buttons to view your calendar in another view such as the daily, weekly, monthly, etc. Click on View from the menu bar and choose number of days to view a set number of days at once. Click on View and select Tab Gallery to choose additional views to add as tabs. Set an appointment on the calendar by clicking on the "Daily" tab in the upper left corner of the dialog box. Select a time (such as 9:00-10:00) by clicking and dragging. Click on the "New Appointment" button Page 1

2 A dialogue box will open in which appointments may be set. Change the start and end time if desired. Click in the box on the right of the "Start time" line to select an "All day event" (click in the box to select). Type in the description and fill in Where. When finished click on the "OK" button in the lower left corner of the window. View the calendar in various views to see the "appointment." Set another appointment: Click on the Daily tab. Select the desired date on the calendar. Move forward to another month, by clicking on the arrow to the right of the month title. Click on the desired date. Highlight the time slot and press [ ] and [N] to add an appointment. Verify the time, the description, where and reminder box. Additional new appointments may be set and appointments may be edited or deleted. Edit an appointment Click on the appointment and press [ ] and [E]. The appointment will be opened and can be edited. Click on the OK button when finished. Delete an appointment Click on the appointment. Click on the X button or click on Edit on the menu bar and click on Delete Item. The appointment will be deleted. Page 2

3 Schedule a meeting with others: Select an appointment and double-click on the left end of it to open and edit the appointment Click on the "Attendees" Tab in the appointment dialog box. Click on the "Invite Others button. Select names from any address list (Global is the default). Highlight the name of each member as and click on the "Required", "Optional", or "Resources" button. When finished, click on the OK button. The list of attendees and the status will show in the next dialog box. If all is set as desired click on the "OK" button. A Meeting request window will open to be sent to attendees. Enter information in the lower window and click on the "Send" button to send a message to attendees Page 3

4 Schedule a Meeting Click on the "Meeting Wizard" button to invite attendees to a meeting/appointment. Follow the Wizard through the steps as shown in the boxes. Click on the Next button. Continue throughout the screens, clicking on the Next button when finished. Quickly enter an appointment by choosing the date and click on the time and type the appointment. Quickly Print by pressing the [ ] and [P] keys. The next steps are important, as they will check if the attendees will be available according to their calendar. Click on Finish when done Page 4

5 Check Responses A message will be prepared to send to those who are invited. Add any information in the lower window about the appointment or meeting should be typed. Those receiving the message will be prompted to Accept, Tentative or Decline. If the appointment was accepted or tentatively accepted, it is placed on the calendar of the receiver. Click to edit the appointment, and click on the Attendees tab. The responses will be entered in the window. If there has been no response, there is still a question mark by the name. Schedule "All Day" Events Events that last 24 hours or more can be scheduled. Select a month and click on the day to schedule the event. Click on the "Daily" tab to open a "Daily" schedule. Double click in the approximate time on the daily calendar to create a new appointment. Click to check "All Day Event." Verify the start and end dates and type in the description and location. Uncheck Set Reminder if desired. To add more days, click on the arrow to the right of the "End Time" window, and choose the ending date. Page 5

6 Recurring Events: Appointments that are repeated weekly, monthly, etc. can be set once. Click on the first date in the calendar for the recurring event. Select the time and press [ ] [N] to create a new appointment. Verify the time and complete other items in the dialog box. Click on the "Recurrence" button to set the recurrence pattern. Set the patterns in the center of the dialog box. Verify the range of recurrence in the lower half of the dialog box. The appointments will be applied to the calendar. Tasks (To Do Lists) Click on the Calendar icon on the gray shortcut bar. If there is not a Tab titled ToDoList, go to View and choose Tab Gallery on the menu bar and on the list in the left column, click on To Do List and click on the Add button between columns. Click on the To Do List tab. The first line is highlighted. Click on the description and enter a task, and tab through cells, entering data desired OR click on the Insert New Task icon. On the button bar. Page 6

7 Complete the information desired in the dialog box. When finished click on the OK button in the lower left corner of the dialog box. Click on the Daily tab to see the task list. This list may be edited or added to from this window as well as from the other windows. Check off a task by clicking in the box under the check mark ( ) box. A line will be drawn through the task. Delete a task by selecting it and clicking on the Delete button. Page 7

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