Advanced Training for Microsoft Outlook 2002

Using the Calendar

Scheduling Appointments and Events

1 To begin scheduling a half-hour appointment, in the Appointment area, click the 12:00 P.M. time slot, and type Lunch w/caterer, and then press ENTER.
2 To begin scheduling an appointment that will last an hour and a half, in the Appointment area, point to the 2:00 P.M. time slot, hold down the mouse button, drag down to select the next two time slots, and then release the mouse button.
3 To specify the subject of the appointment, type Planning meeting, and then press ENTER.
4 To change the time that Outlook will remind you about an appointment, double-click the Planning meeting appointment.
5 In the Planning meeting - Appointment form, click the arrow to the right of Reminder: 15 minutes, click 30 minutes, and then click Save and Close.
6 To begin marking an appointment as private, in the Appointment area, double-click the Lunch w/caterer appointment.
7 To prevent others from viewing this event on your calendar, in the bottom-right corner of the Lunch w/caterer - Appointment form, click the Private check box to insert a check mark, and then click Save and Close.
8 To begin scheduling an upcoming vacation, in the Date Navigator for the month of June, click 25.
9 To enter detailed information about an event on the selected date, on the Standard toolbar, click the New Appointment button.
10 To specify the subject of the appointment, in the Appointment form, in the Subject box, type Vacation, and then press the TAB key.
11 To specify the location of your vacation, in the Location box, type Hawaii.
12 To change this appointment into an all day event, click the All day event check box to insert a check mark.
13 Notice that Vacation - Event now appears on the title bar. To specify the end date for this event, click the arrow to the right of the End time box, and click June 30, 2003.
14 To let others know that you will be away during this period, click the Show time as arrow, and then click Out of Office.
15 To save the event, on the Standard toolbar of the Appointment form, click Save and Close.
16 To start scheduling a new appointment for June 3rd, in the Date Navigator for the month of June, click 3.
17 To specify the appointment time, in the Appointment area, point to the 8:30 A.M. time slot, hold down the mouse button, drag down to select the next two time slots, and then release the mouse button.
18 To specify the subject of the appointment, type Sales Mtg, and then press ENTER.
19 To begin setting an appointment to recur weekly, in the Appointment area, double-click the Sales Mtg appointment.
20 On the Standard toolbar of the Appointment form, click Recurrence.
21 In the Appointment Recurrence dialog box, notice that the meeting is set by default to recur weekly every Tuesday. To limit the number of times this meeting will recur, in the Range of recurrence section, click End after.
22 To set the meeting to recur for 8 weeks, in the End after box, double-click the number 10, type 8, and then click OK.
23 To specify where the meeting will take place, click in the Location box and type LMR Pavilion.
24 To save the recurring appointment, click Save and Close.

Updating and Canceling Meeting Requests

1 To update a scheduled meeting based on new information you just received, double-click the Account Review: Coho Winery meeting.
2 In the Meeting window, click the Scheduling tab to update the start time of the meeting.
3 On the Scheduling tab, click the 11:00 AM time slot for June 5th in the Free/Busy area and drag the right edge to the 12:00 PM time slot.
4 To modify the list of meeting attendees, click the Add Others button and click Add from Address Book in the list.
5 In the Select Attendees and Resources dialog box, click Mandy Vance in the Optional box and press the DELETE key.
6 To close the Select Attendees and Resources dialog box, click OK.
7 To send the updated meeting request, click the Send Update button on the Standard toolbar.
8 To cancel a meeting that is no longer needed, click 4 in the Date Navigator for the month of June 2003.
9 To select the meeting to cancel, double-click the Contoso Ltd. Account Update meeting.
10 In the Meeting window, click the Actions menu and click Cancel Meeting.
11 When prompted to specify how to notify the attendees that the meeting has been canceled, make sure that the Send cancellation and delete meeting option is selected and click OK.
12 To send the cancellation notice, click the Send button on the Standard toolbar.

Scheduling Online Meetings Using NetMeeting

1 To begin scheduling a one-hour online meeting, in the Appointment area, point to the 11:00 A.M. time slot, hold down the mouse button, drag down to select the 11:30 time slot, and release the mouse button.
2 To begin specifying details about the new meeting, on the Standard toolbar, click the New Appointment arrow, and then click Meeting Request.
3 To name the subject of the meeting, in the Meeting form, click in the Subject box, and type Alpine.
4 To make this an online meeting, click the This is an online meeting using check box to insert a check mark.
5 To begin specifying the name of the Microsoft Internet Directory server, click in the Directory Server box, and type logon.
6 To have NetMeeting set a reminder and automatically start the meeting at the scheduled time, click the Automatically start NetMeeting with Reminder check box to insert a check mark.
7 To add more details about the meeting, at the top of the meeting form, click the Scheduling tab.
8 To begin selecting the attendees for the meeting, click Add Others, and then click Add from Address Book.
9 In the Select Attendees and Resources dialog box, in the Name list, click Chris Hill, hold down the CTRL key, click once below the scroll box in the list scroll bar, click Patrick Sands, and then release the CTRL key.
10 To require attendance by those whose names are selected, in the Select Attendees and Resources dialog box, click Required, and then click OK.
11 To reschedule the meeting for the next day, in the Free/Busy area of the Meeting form, click once to the right of the scroll box on the horizontal scroll bar.
12 To select the new meeting time, in the Free/Busy area, click the 12:00 time slot.
13 To make the meeting an hour longer, point to the right edge of the selected time slot, hold down the mouse button, drag to the right until the 1:30 time slot is selected, and release the mouse button.
14 Notice that the Meeting start time and Meeting end time boxes reflect the new date and time. To send the meeting request, on the Standard toolbar of the Meeting form, click Send.
15 To start NetMeeting, click the Start menu, and then click NetMeeting.
16 To begin hosting a meeting, in the NetMeeting window, click the Call menu, and then click Host Meeting.
17 To set a password for the meeting, in the Host a Meeting dialog box, press the TAB key, and in the Meeting Password box, type team1.
18 To select the communication tools that you can activate during the meeting, under Meeting Tools, click the Whiteboard check box to insert a check mark.
19 To begin hosting the meeting, in the Host a Meeting dialog box, click OK.
20 Notice that Jeff Pike, (which is you), is the only name in the in the NetMeeting window so far. To place a call to an attendee, click the Call menu, and then click New Call.
21 To specify the attendee's address, in the Place a Call dialog box, in the To box, type chrish.
22 To select the type of connection for your call, click the Using arrow, and then click Directory.
23 To call the attendee, in the Place a Call dialog box, click Call.

Viewing the Calendar of Another User

1 To begin creating a group schedule, on the Standard toolbar, click Schedules.
2 To create a new group schedule, in the Group Schedules dialog box, click New.
3 To name the group schedule, in the Create New Group Schedule dialog box, in the Type a name for the new Group Schedule box, type Main.
4 To close the Create New Group Schedule dialog box, click OK.
5 To select members for the new Maintenance Supervision Team group schedule, click Add Others, and then click Add from Address Book.
6 In the Select Members dialog box, in the Name box, click Chris Hill, hold down the CTRL key, click Jeff Pike, click Mandy Vance, and release the CTRL key.
7 To add the selected names to the group schedule, in the Select Members dialog box, click To, and then click OK.
8 To save the new group schedule, in the Maintenance Supervision Team group schedule, click Save and Close.
9 To view the group schedules you've saved, on the Standard toolbar, click Schedules.
10 To open the Maintenance Supervision Team group schedule, in the Group Schedules saved with this Calendar box, click Open.
11 To view the latest schedule information, in the Maintenance Supervision Team group schedule, click Options, and then click Refresh Free/Busy.
12 To view the group's schedule for next Monday, click the arrow to the right of the Go to box, and in the June 2003 calendar, click 9.
13 To schedule a new meeting with members of the Maintenance Supervision Team, click Make Meeting, and in the drop-down list, click New Meeting with All.
14 To discard the meeting request, on the title bar of the Meeting form, click the Close button, and then when prompted to save your changes, click No.
15 To close the group schedule, in the Maintenance Supervision Team group schedule, click Cancel.
16 To begin opening another user's calendar, click the File menu, point to Open, and then click Other User's Folder.
17 Notice that Calendar is already selected in the Folder box. To select the person whose calendar you wish to view, in the Open Other User's Folder dialog box, click Name.
18 To display Chris Hill's Calendar folder, in the Select Name dialog box, click Chris Hill,and then click OK.
19 To finish opening Chris Hill's calendar, in the Open Other User's Folder dialog box, click OK.

Sharing Your Calendar over the Internet

1 To begin saving the Calendar as a Web page, click the File menu, and click Save as Web Page.
2 To save your Calendar for the month of June, in the Save as Web Page dialog box, press the TAB key, and in the End date box, type 6/30/03.
3 To revise the Calendar's title, under Save as, in the Calendar title box, click to the right of the text Jeff Pike, press the SPACEBAR, and then type June 2003.
4 To designate where to save the Web page, to the right of the File name box, click Browse.
5 To name the file and save it to the My Documents folder on your computer's hard drive, in the Calendar File Name dialog box, in the File name box, type June2003, and click Select.
6 To finish saving your Calendar page, and view it in a Web browser, click Save.
7 To close Internet Explorer, in the upper-right corner, click the Close button.
8 To begin publishing your free/busy information to a shared server, click the Tools menu, and then click Options.
9 To view the settings for the Calendar, in the Options dialog box, in the Calendar section, click Calendar Options.
10 To view the Free/Busy settings, in the Calendar Options dialog box, in the Advanced options section, click Free/Busy Options.
11 To specify the location where your free/busy information should be stored, in the Free/Busy Options dialog box, click the Publish at my location check box, press the TAB key, and type \\lake.
12 To publish your free/busy information to the location you have specified, in the Free/Busy Options dialog box, click OK.
13 To close the Calendar Options dialog box, click OK.
14 To close the Options dialog box, click OK.
15 To publish your free/busy information to the server you've specified, click the Tools menu, point to Send/Receive, and then click Free/Busy Information.
16 To open your Web browser so that you can view your free/busy information, click the Start menu, and then click Internet Explorer.
17 To locate your free/busy information on the server, click in the Address box of the browser, and type \\lake.
18 To view your published free/busy information, press ENTER.