Working with Calendars, Contacts, and Public Folders

Advanced Training for Microsoft Office Outlook 2003

Sharing Your Calendar

1	To view your calendar, on the Standard toolbar, click the Go menu, and then click Calendar.
2	To share the calendar, in the Navigation pane, under My Calendars, click Share My Calendar.
3	In the Calendar Properties dialog box, on the Permissions tab, click Add.
4	To specify the name of the person with whom you want to share your calendar, press SPACEBAR, and the name will be typed for you in the Type Name or Select from List box.
5	To share your calendar with that person, in the Add Users dialog box, under Add Users, click Add, and then click OK.
6	Notice that the name Karen Berg is included under Name. To allow a person to view your calendar, on the Permissions tab, under Permissions, in the Permission Level list, click the arrow, and then select Reviewer.
7	Notice that the Read items and Folder visible check boxes are selected. To allow a person to add appointments to your calendar, in the Permission Level list, click the arrow, and then select Author.
8	Notice that the Create items check box is also selected. Click OK. To view the shared calendar, in the Navigation pane, under My Calendars, click Open a Shared Calendar.
9	To open the shared calendar, in the Open a Shared Calendar dialog box that appears, press SPACEBAR to have the name of the person who is sharing their calendar typed for you. Then click OK.
10	To use the shared calendar to set up meetings, click the Actions menu, point to New Meeting Request With, and click Karen Berg.
11	To specify the details of the meeting, in the Meeting form that appears, notice that Karen Berg appears in the To box, in the Subject box, press SPACEBAR to have the subject typed for you and then click in the Location box.
12	To close the meeting request, in the Meeting form, on the title bar, click the Close button. When prompted to send the meeting proposal, click Yes.

Connecting Contacts with Calendar Items

1	To record an event for one of your contacts, click the Go menu, and then click Contacts.
2	On the Standard toolbar, click New.
3	To specify the name of the contact in the Contact form, in the Full Name box, press SPACEBAR to have the contact name typed for you. Then click in the Job title box.
4	To continue entering more information about your contact, in the Contacts form, in the Phone numbers area, click in the Business box and press SPACEBAR, and the text will be typed for you.
5	To save the contact, on the Standard toolbar, click Save and Close. The Contacts folder contains the new address card for Karen Berg.
6	To record Karen Berg’s birthday, in the Navigation Pane, note that the Contacts icon is already selected and then in the Contacts list, double-click Berg, Karen.
7	In the Karen Berg – Contact form, click the Details tab.
8	To specify the birthday date, click the arrow to the right of the Birthday box, click the right arrow of the calendar twice, click 19, and then click Save and Close.
9	To set a recurring event for the birthday, click the Go menu, and then click Calendar.
10	Click the Go menu, click Go to Date, click the arrow to the right of the Date box, click the right arrow of the calendar twice, click 19, and then click OK.
11	Below the title Calendar, double-click Friday, December 19, and in the Untitled – Event form, on the Standard toolbar, click Recurrence.
12	In the Appointment Recurrence form, under Recurrence pattern, click Yearly.
13	Under Range of recurrence, verify that in the Start box, the date Fri 12/19/2003 is selected, and the No end date option is selected, and then click OK.
14	To type the name and the event in the Untitled – Recurring Event form, in the Subject box, press SPACEBAR to have the name and the event typed for you.
15	To set a reminder, verify that the Reminder check box is selected, click the arrow to the right of the Reminder box, click 2 days, and then click Save and Close.
16	To connect a contact to an event, click the Go menu, and then click Contacts.
17	To open the contact for Karen Berg, under Contacts, double-click Berg, Karen.
18	In the Karen Berg – Contact dialog box, click the Insert menu, and then click Item.
19	In the Insert Item dialog box, under Look in, click Calendar.
20	In the Insert as area, click Shortcut, and click OK. The Karen Berg's Birthday shortcut appears in the lower right portion of the window. On the Standard toolbar, click Save and Close.
21	To connect a calendar event to a contact, click the Go menu, and then click Calendar.
22	Verify that the Calendar check box is selected in My Calendars. Click the Go menu, click Go to Date, click the arrow to the right of the Date box, click the right arrow of the calendar two times, click 19, and then click OK.
23	Below the title Calendar, double-click David Ortiz’s Birthday, and in the Open Recurring Item dialog box, click Open the series, and then click OK.
24	To add the contact, in the lower-left portion of the David Ortiz’s Birthday – Recurring Event window, click Contacts.
25	In the Select Contacts dialog box, in the Look in area, note that Contacts is already selected and in the Items area, click Ortiz, David, click OK, and on the Standard toolbar, click Save and Close.

Creating and Printing Calendar Views

1	To create a new filtered view, click the Go menu, and then click Calendar.
2	Click the View menu, point to Arrange By, point to Current View, and then click Define Views.
3	In the Custom View Organizer dialog box, under View Name, click Active Appointments, and then click Copy.
4	To specify the name of your new view, in the Copy View dialog box, press SPACEBAR, wait as the view name is typed for you in the Name of new view box, and then click OK.
5	To turn on a new filtered view, in the Customize View: Microview window, click OK, and in the Custom View Organizer dialog box, click Apply View.
6	To print a calendar view, click the File menu, and then click Print.
7	To specify what to print, in the Print dialog box, click OK.
8	To turn off a filtered view, click the View menu, point to Arrange By, point to Current View, and then click Day/Week/Month.

Using Public Folders

1	To create a new public folder, click the File menu, point to New, and then click Folder.
2	To specify the name of the folder, in the Create New Folder dialog box, in the Name box, press SPACEBAR, and the name of the folder will be typed for you.
3	Under the Select where to place the folder list, click below the scroll box on the scroll bar, double-click Public Folders, click All Public Folders, and then click OK.
4	To open an existing folder, in the Navigation Pane, click below the scroll box, and under All Folders, click the Karen Berg folder.
5	To post information in a public folder, and to use the default form for posting information, click the File menu, point to New, and then click Post in This Folder.
6	In the Discussion form, press SPACEBAR to have the subject line typed for you. Then click Post.
7	To publish a public folder, click the View menu, point to Arrange By, point to Current View, click Define Views, and then click New.
8	To specify the name of your custom view, in the Name of new view box, press SPACEBAR, and the name of the custom view will be typed for you.
9	In the Type of view box, click Card.
10	Under Can be used on, verify that the This folder, visible to everyone option is selected, and then click OK.
11	In the Customize View: Card dialog box, click OK.
12	In the Custom View Organizer dialog box, ensure that Card is selected, and then click Publish.
13	In the Microsoft Office Outlook message box, click OK, and then to close the Custom View Organizer dialog box, click the Close button.