Managing Your Calendar

Core Training for Microsoft Office Outlook 2003

Looking at Calendars in Different Ways

1	To display your Outlook Calendar, in the Navigation Pane, click Calendar.
2	To display a future date in the Calendar, in the Date Navigator on the left, click the right arrow once to scroll to November 2003, and then click 3.
3	To display the work week for the selected date, on the toolbar, click Work Week.
4	To display the entire week, on the toolbar, click Week.
5	To display your schedule for a different week, in the Date Navigator, click in the margin to the left of the week starting November 16.
6	To display the schedule for the entire month, on the toolbar, click Month.
7	To display a one-day view of November 17 (the date is currently selected on the Calendar), on the toolbar, click Day.
8	To display today's schedule, on the toolbar, click Today.
9	To display a list of all of your future appointments, click the View menu, point to Arrange By, point to Current View, and then click Active Appointments.
10	To organize your calendar items by category, click the View menu, point to Arrange By, point to Current View, and then click By Category.
11	To return the Calendar to the last Day, Week, or Month view shown, click the View menu, point to Arrange By, point to Current View, and then click Day/Week/Month.

Scheduling Appointments and Events

1	To begin creating a new appointment for October 31, in the Date Navigator, click October 31.
2	To create a new appointment on the selected date, in the Calendar pane, double-click the 1:00 time slot.
3	To specify the subject of the appointment in the Untitled – Appointment form, for the purposes of this exercise, press SPACEBAR, and Present New Product Proposal will be typed for you in the Subject box.
4	To specify the location of the appointment, press the TAB key to move the pointer to the Location box, and then press SPACEBAR, and Conference Room 1 will be typed for you in the Location box.
5	To set the meeting duration to one hour, click the indicated arrow next to the second End time box, and then click 2:00 PM.
6	To set a reminder for the appointment, click the Reminder arrow, and then click 30 minutes.
7	To save the appointment, on the appointment form's toolbar, click Save and Close.
8	To display your schedule for the next month, in the Date Navigator, click the right arrow.
9	To display your schedule for the third Wednesday of the month, in the Date Navigator, click November 19.
10	To schedule a new appointment for 10:00 A.M. on the selected date, in the Calendar pane, click the 10:00 time slot, and then on the toolbar, click the New Appointment button.
11	To specify Status Report as the subject in the appointment form, press SPACEBAR, and Status Report will be typed for you in the Subject box.
12	To specify Boss's Office as the location in the appointment form, press the TAB key to move to the Location box, and then press SPACEBAR, and Boss's Office will be typed for you.
13	To make the appointment recurring, on the toolbar, click Recurrence.
14	To set the appointment to recur monthly, in the Appointment Recurrence dialog box, in the Recurrence pattern area, click the Monthly option, and then click the option for The third Wednesday of every 1 month(s).
15	To add the recurrence settings to the appointment, click OK.
16	To add the recurring appointment to your Calendar, on the appointment form's toolbar, click Save and Close.
17	To quickly move to a specific date that does not currently appear in the Date Navigator, click the Go menu, and then click Go to Date.
18	To specify the date into the Go to Date dialog box, press SPACEBAR, and 12/10/03 will be typed for you in the Date box.
19	To display the schedule for December 10th, 2003, click OK.
20	To begin scheduling your vacation, which begins on December 10th, on the toolbar, click the New Appointment button, and then, on the new Appointment form, click the All day event check box to insert a check mark.
21	To enter the subject of the event, click in the Subject box, and then press SPACEBAR, and On Vacation will be typed for you in the Subject box.
22	To specify the date that your vacation will end, click the End time arrow, and then click December 17 on the drop-down calendar.
23	To display your vacation time as time that you will be out of the office, click the Show time as arrow, and then click Out of Office.
24	To prevent others who view your calendar from seeing the details of this event, in the lower-right corner of the Event form, click the Private check box to insert a check mark.
25	To add the new event to your Calendar, click Save and Close.
26	Notice that the private event is marked on the Calendar with a key icon. To display the current day's schedule, on the toolbar, click Today.

Updating and Organizing Appointments

1	To begin adding details to an appointment that is scheduled for November 3, in the Date Navigator, click November 3.
2	To open the form for the Budget Meeting appointment, double-click the appointment.
3	To enter the location of the appointment, click in the Location box, and then press SPACEBAR, and Conference Room 1 will be typed for you in the Location box.
4	To change the time that you receive a reminder for the appointment, click the Reminder arrow, and then click 1 hour.
5	To enter the meeting agenda information, click the comments area below the reminder, and then press SPACEBAR, and the agenda will be typed for you in the comments area.
6	To assign one or more categories to the appointment, at the bottom of the Appointment form, click Categories.
7	To create a new category for financial items, in the Categories dialog box, click in the Item(s) belong to these categories box, and then press SPACEBAR, and Finance will be typed for you.
8	To add the Finance category to the Available categories list, click Add to List.
9	To assign another category to the appointment, in the Available categories list, click the Business check box to insert a check mark, and then click OK.
10	To display the updated appointment, in the Calendar, on the appointment form's toolbar, click Save and Close.
11	A friend just stopped by to ask you to lunch. To quickly create a new appointment with just a time and a title, click the 12:00 P.M. time slot, and then press the ENTER key.
12	To give the new appointment a title, press SPACEBAR, and Lunch with Susan will be typed for you.
13	To change the ending time of the appointment, point to the bottom border of the appointment, and when a double-headed arrow appears, drag it to the 1:00 P.M. time slot.
14	To finish adding this appointment to your Calendar, press ENTER.
15	To move the appointment, point to the left border of the appointment, and when a four-headed arrow appears, drag the appointment to the 11:30 A.M. - 12:30 P.M. time slot.
16	You learned that a second budget meeting will occur next week. To copy the existing appointment to next week's schedule, click the left border of the Budget Meeting appointment, click the Edit menu, and then click Copy.
17	To display the day where you need to copy the appointment, in the Date Navigator, click November 10.
18	To paste a copy of the appointment to the noon time slot for the selected date, in the Calendar pane, click the 12:00 P.M. time slot, click the Edit menu, and then click Paste.
19	Your friend Susan just called to cancel your lunch date. To locate the Lunch with Susan appointment that you created earlier, in the Date Navigator, click November 3.
20	To delete the Lunch with Susan appointment, click it, and then on the toolbar, click the Delete button.

Defining Your Available Time

1	To display your work week, on the toolbar, click Work Week.
2	To begin redefining the days and times of your work week, click the Tools menu, and then click Options.
3	In the Options dialog box, in the Calendar area of the Preferences tab, click Calendar Options.
4	To change the days of your work week, at the top of the Calendar Options dialog box, click the Sun and Sat check boxes to insert check marks, and then click the Tue,Wed, and Thu check boxes to clear the check marks.
5	To indicate the time at which you start your work day, click the Start time arrow, click twice below the scroll box in the scroll bar, and click 3:00 PM.
6	To indicate the time at which you end your work day, click the End time arrow, click once below the scroll box in the scroll bar, and then click 11:00 PM.
7	To accept the new settings for your work week, click OK, and then in the Options dialog box, click OK again.

Labeling Appointments with Color

1	To begin adding a color-coded label to an appointment, in the Date Navigator, click November 6.
2	To open the appointment to which you will add the color-coded label, double-click the Day Care Duty appointment.
3	To add a color-coded label to the appointment, in the Day Care Duty – Appointment form, click the Label arrow, and in the drop-down list, click Personal.
4	To save the updated appointment in your Calendar, click Save and Close.
5	To begin redefining Outlook's preset calendar labels, on the toolbar, click the indicated Calendar Coloring button, and then in the drop-down menu, click Edit Labels.
6	To change a preset label, in the Edit Calendar Labels dialog box, double-click the contents of the Birthday box.
7	To replace the selected text with new label text, for the purposes of this exercise, press SPACEBAR, and Gardening Project will be typed for you.
8	To save your changes to the Calendar label text, click OK.

Printing Calendars

1	To begin printing today's schedule, on the toolbar, click the Print button.
2	To print it in the default style (Daily Style), in the Print dialog box, click OK.
3	To print today's schedule in a different style, on the toolbar, click the Print button again.
4	To select a print style that shows a daily schedule, TaskPad, and weekly schedule on each page, in the Print dialog box, click twice below the scroll box in the Print style scroll bar, and then click Tri-fold Style.
5	To change the print range in order to print your schedule for the next three days, in the Print range area, click the End arrow, and then on the drop-down calendar, click November 7.
6	To see how your printed calendar will look with these settings, click Preview.
7	To display the second and third pages of the printout, click twice below the scroll box on the scroll bar.
8	To return to the Print dialog box so you can adjust the settings again, on the Print Preview window toolbar, click Print.
9	To change the print style to Monthly, in the Print style list, click Monthly Style.
10	To change the end of the print range so that monthly calendars for both November and December will be printed, click the End arrow, and in the drop-down calendar, click December 1.
11	To see how your printed calendar will look with these settings, click the Preview button.
12	To display the second page of the printout, click once below the scroll box in the Print Preview scroll bar.
13	To print the monthly calendar, on the toolbar of the Print Preview window, click Print, and then in the Print dialog box, click OK.