Reducing the Size of Your Outlook 2003 Calendar

Transcription

1 UCSF School of Medicine Office of the Dean Information Services Unit Reducing the Size of Your Outlook 2003 Calendar UCSF School of Medicine, Office of the Dean, Information Services Unit UC Regents.

2 Table of Contents Table of Contents... i Reducing the Size of Your Outlook 2003 calendar...1 Archive your calendar items...2 Delete all items on your calendar...3 Remove holidays...3 Remove other unwanted Calendar Items...3 Change End date on Recurring Appointment or Meeting (deleting future occurrences)...3 Multiple Outlook Calendars...5 i

3 Reducing the Size of Your Outlook 2003 calendar Applies to: Microsoft Office Outlook 2003 Microsoft Outlook 2000 and 2002 With Outlook, you can easily track appointments, meetings, and events. Over time, all of your calendar items may start to add up to a significant amount of items and occupy a considerable amount of space in your data file. You can reduce the number of items saved in either one of two ways archiving or deleting. Archiving deletes items from your data file but first makes a backup of the items in another Outlook data file. You can configure Outlook to automatically run AutoArchive at specified intervals, or you can manually archive items. Deleting removes items from your data file without making a backup. How to determine the number of items in your calendar: 1. Right-click on your calendar folder (folder view) and choosing Properties. 2. Select Show total number of items The number of items will show up next to your calendar folder. 2 1

4 Archive your calendar items 1. On the File menu, click Archive. 2. Click Archive this folder and all subfolders. Caution: If you created other calendars below the default calendar, this setting will archive items from all calendars. 3. In the folder list, select the Calendar folder. 4. In the Archive items older than list, select the date you want. To archive everything, select a date in the future. 5. Select the Include items with "Do not Auto-Archive" checked check box. Caution: Selecting this check box will archive everything, including items you have marked as an exception to Auto-Archiving. 6. You can accept the file location where the archive file is saved or browse to a different folder and provide the file name of your choice. Note: We recommend that you make a note of this location so you can easily find it later, if needed. 7. Click OK. The archive will begin. On the Outlook status bar, you will see the menu Archiving. When you click Archiving, you have the option of canceling the archive in progress. Any items already archived up to that point will remain in the archive file. 1. All items in the selected folder and items in any subfolder are included in the archive. 2. Click Calendar for calendar items. 3. Select a date in the future to archive all items. 4. When you select the Include items with "Do not Auto-Archive" checked check box, all items are archived regardless without exception. 5. Location f file name of the archive file. 2

5 Delete all items on your calendar If you want to remove all calendar items and not perform an archive backup, you can do the following: Warning: The following steps will delete all items in your calendar, including holidays that are automatically added to the calendar. You can re-add or remove holidays deleted during these steps, but your other items will be unrecoverable. 1. In the Navigation Pane, click Calendar. 2. On the View menu, point to Arrange By, point to Current View, and then click By Category. 3. Click Categories: (none), and then press CTRL+A. All items in the list should now be selected. 4. Press DELETE. Remove holidays 1. In Calendar, on the View menu, point to Arrange By, point to Current View, and then click Events. 2. Select the holidays you want to remove. To select multiple rows, press the CTRL key and click subsequent rows. 3. Click Delete on the Standard Remove other unwanted Calendar Items 1. In Calendar, on the View menu, point to Arrange By, point to Current View, and then click Events. 2. Select the appointments or meetings that you want to remove. To select multiple rows, press the CTRL key and click subsequent rows. 3. Click Delete on the Standard Change End date on Recurring Appointment or Meeting (deleting future occurrences) 3

6 1. In Calendar, on the View menu, point to Arrange By, point to Current View, and then click Events. 2. Select the meeting that you want to change the End date on 3. Click on Recurrence. 4. Choose a finite number of Occurrences under End after: 5. Or, enter the date of no more than a year in the future under End by: 4 5 4

7 Multiple Outlook Calendars When working with multiple calendars, you can save a lot of time by opening other calendars in another window, then switching between windows as needed. 1.) To open a calendar in another window, switch to your calendar to view the list of calendars you regularly open on the left hand side of the window. 2.) Right-click on the name of the calendar you wish to view and select "open in another window" from the menu that pops up. You can then quickly view these calendars by switching windows. Tip: Calendars opened in other windows will automatically reopen if you exit Outlook in a very specific way. To do this, minimize all calendars you have opened in their own window, and then close Outlook by going to the file menu in the main Outlook window and choosing "exit." A quick way to do this is by using the Windows key, found between the Ctrl and Alt buttons on your keyboard. Press Windows+m to minimize all windows, and then click on the Outlook button to bring up your main Outlook window and then exit. The next time you open Outlook, the other calendars will automatically reopen as buttons on your task bar. 5