Managing Your Calendar

Core Training for Microsoft Outlook 2002

Scheduling Appointments and Events

1	To start scheduling an appointment, click 29 in the Date Navigator to display the Appointment area for May 29th, 2003.
2	Click the 12:00 P.M. time slot, type Lunch with caterer, and press the ENTER key.
3	To schedule a one and a half hour long appointment, click the 2:00 P.M. time slot, hold down the left mouse button, drag down to select the next two time slots, and then release the left mouse button.
4	Type Meeting with Picnic Planning Committee, and press the ENTER key.
5	To schedule an upcoming vacation, click 23 in the Date Navigator for the month of June.
6	On the Standard toolbar, click the New Appointment button.
7	In the Appointment window, type Vacation in the Subject box and press the TAB key.
8	In the Location box, type Hawaii.
9	To schedule this appointment as an event, select the All day event check box, and notice that Vacation - Event now appears on the title bar of the Appointment window.
10	To specify the length of the vacation, click the End time arrow and click 29 in the June 2003 mini-calendar.
11	To let others know that you will be not be reachable during that period, click the Show time as arrow and click Out of Office in the list.
12	To save the event, click the Save and Close button on the Standard toolbar.
13	To start scheduling a new recurring appointment with the Sales team, click 3 in the Date Navigator for June 2003 to select the first Tuesday of the month.
14	In the Appointment area for June 3rd, click the 8:30 A.M. time slot, hold down the left mouse button, drag down to select the next two time slots, and then release the left mouse button.
15	Type Weekly Sales Meeting, and press ENTER.
16	To set the meeting as a recurring appointment, double-click the Weekly Sales Meeting appointment in the Appointment area.
17	In the Appointment window, click the Recurrence button on the Standard toolbar.
18	In the Appointment Recurrence dialog box, notice that the Weekly option and the Tuesday check box are already selected, and click the End after option under Range of Recurrence.
19	To set the meeting to run for 8 weeks, double-click the number 10 in the End after box, type 8, and then click OK.
20	To specify where the meeting will take place, click in the Location box and type Lakewood Mountains Resort Pavilion.
21	To save the recurring appointment, click the Save and Close button on the Standard toolbar.
22	To verify that the meeting is set to recur over the next 8 weeks, click 17 in the Date Navigator for the month of June, and notice that one instance of the meeting is scheduled to happen on June 17th.
23	To modify the reminder set for an appointment scheduled to take place on May 29th, click 29 in the Date Navigator for the month of May.
24	To select the appointment for which you want to set a reminder, double-click the Meeting with Picnic Planning Committee appointment.
25	Click the Reminder arrow, click 30 minutes in the list, and then click the Save and Close button on the Standard toolbar.

Managing and Organizing Appointments

1	To create a category to help you further classify your appointments, click the Organize button on the Standard toolbar.
2	In the Organize pane, make sure that the Using Categories section is displayed and click in the Create a new category called box.
3	To specify the name of the new category, type Planning and click the Create button.
4	To select the appointment to assign to this new category, click 29 in the Date Navigator for the month of May, click below the scroll box on the scroll bar, and then click the Meeting with Picnic Planning Committee appointment in the Appointment area.
5	To assign the selected appointment to the Planning category, click the Add button in the Organize pane.
6	To apply a different view to the Calendar, click the Using Views link in the Organize pane.
7	In the Using Views section, click below the scroll box on the scroll bar of the Change your view box and click By Category in the list.
8	Notice that the appointments are now organized based on their assigned categories, and click the plus sign to the left of the Planning gray bar.
9	To change the view applied to the Calendar, click Recurring Appointments in the Change your view list.
10	Notice that only recurring appointments are displayed, and click above the scroll box on the scroll bar and click Active Appointments in the Change your view list.
11	To display the Calendar in its original view, click above the scroll box on the scroll bar of the Change your view box and click Day/Week/Month in the list.
12	To display the Appointment area for tomorrow, click 29 in the Date Navigator for the month of May 2003.
13	To start modifying an existing appointment, double-click the Lunch with caterer appointment.
14	In the Appointment window, click in the Location box and type Mom's Kitchen Cafe.
15	To delay the date of the appointment by one day, click the Start time arrow and click 30 in the May 2003 mini-calendar.
16	To let your coworkers know that you won't be in the office during that time, click the Show time as arrow and click Out of Office in the list.
17	To specify that this appointment is very important, click the Importance: High button on the Standard toolbar.
18	To display this appointment so that others who have access to your calendar can't see any of the details related to it, click the Private check box in the lower-right corner of the Appointment window.
19	To apply all the changes you have made, click the Save and Close button on the Standard toolbar.
20	To verify that the changes you specified have been made, click 30 in the Date Navigator for the month of May, and notice that the location appears next to the subject, a key icon is displayed indicating that the appointment is private, and the purple bar on the left side of the appointment indicates that you'll be out of the office during that time.
21	To delete an appointment, click the Lunch with caterer appointment and click the Delete button on the Standard toolbar.
22	To delete one instance of a recurring appointment, click the right arrow to the right of the May 2003 label in the Date Navigator and click 24 in the Date Navigator for the month of June.
23	Click the Weekly Sales Meeting appointment, and click the Delete button on the Standard toolbar.
24	In the Confirm Delete dialog box, make sure that the Delete this occurrence option is selected and click OK.
25	To restore a deleted appointment, click the scroll down arrow on the Outlook Bar twice and click the Deleted Items shortcut on the Outlook Bar.
26	Click the Lunch with caterer appointment, hold down the left mouse button, drag the appointment to the Calendar shortcut on the Outlook Bar, and then release the left mouse button.
27	On the Outlook Bar, click the Calendar shortcut.
28	To confirm that the appointment has been restored, click 30 in the Date Navigator for the month of May 2003, and notice that the Lunch with caterer appointment is once again scheduled to take place from 12:00 P.M. to 12:30 P.M.

Changing the Way Your Calendar Looks

1	To change the current view of the Calendar, click the Work Week button on the Standard toolbar, and notice that the schedule for Monday through Friday of the week containing the date you selected is displayed.
2	To apply a different view, click the Week button on the Standard toolbar, and notice that the schedule for the seven-day week containing the date that was selected when you clicked the Week button is displayed.
3	To apply another view, click the Month button on the Standard toolbar, and notice that the schedule for the currently selected month, May 2003, is displayed.
4	To restore the familiar single-day view, click the Day button on the Standard toolbar.
5	To display today's schedule, click the Today button on the Standard toolbar.
6	To use colors to help you identify and locate Calendar information, click the Calendar Coloring button on the Standard toolbar and click Automatic Formatting.
7	In the Automatic Formatting dialog box, click the Add button and type Picnic.
8	Notice that a rule named Picnic is now available in the Rules for this view box, click the Label arrow under Properties of selected rule, and click Must attend in the list.
9	To specify the word or words that should be used to identify the messages to which the rule should be applied, click the Condition button.
10	In the Filter dialog box, type Picnic in the Search for the word(s) box and click OK.
11	To apply the defined rule, click OK in the Automatic Formatting dialog box, and notice that the Meeting with Picnic Planning Committee appointment is now formatted in orange, indicating that you must attend.
12	To change your work schedule to accommodate the team headquartered overseas with whom you need to work on a very important project, click the Tools menu and click Options.
13	In the Options dialog box, make sure that the Preferences tab is active and click the Calendar Options button.
14	In the Calendar Options dialog box, select the Sun check box and clear the Fri check box under Calendar work week.
15	To modify the work hours in addition to the work days, click the Start time arrow under Calendar work week, click above the scroll box on the scroll bar, and then click 6:00 AM in the list.
16	Click the End time arrow under Calendar work week, click above the scroll box on the scroll bar, and then click 3:30 PM in the list.
17	To apply the settings and close the Options dialog box, click OK twice, and notice that the Calendar is displayed with your new work hours.
18	To verify that the changes to the work days have also been made, click the Work Week button on the Standard toolbar, and notice that the work week is now set to take place from Sunday to Thursday.

Working with Time Zones

1	To change the current time zone used in the Calendar, click the Tools menu and click Options.
2	On the Preferences tab of the Options dialog box, click the Calendar Options button.
3	In the Calendar Options dialog box, click the Time Zone button under Advanced options.
4	In the Time Zone dialog box, click the Time zone arrow under Current time zone and click (GMT-05:00) Eastern Time (US & Canada) in the list.
5	To apply the new setting and close the Time Zone, Calendar Options, and Preferences dialog boxes, click OK three times.
6	To add a second time zone to the Calendar rather than change your own time zone, click the Tools menu and click Options.
7	On the Preferences tab of the Options dialog box, click the Calendar Options button.
8	In the Calendar Options dialog box, click the Time Zone button under Advanced options.
9	Select the Show an additional time check box, and make sure that (GMT-05:00) Eastern Time (US & Canada) appears in the Time zone box.
10	To name the additional time zone, click in the Label box and type EST.
11	To display the actual time zone in addition to the eastern time zone, click the Time zone arrow under Current time zone, click above the scroll box on the scroll bar, and then click (GMT-08:00) Pacific Time (US & Canada); Tijuana in the list.
12	To apply the new settings and close the Time Zone, Calendar Options, and Preferences dialog boxes, click OK three times, and notice that there are now two time zones displayed to the left of the Appointment area.

Printing Your Calendar

1	To print a copy of today's appointments, click the Print button on the Standard toolbar.
2	In the Print dialog box, notice that the default print style is the Daily Style and that the print range is already set to 5/29/2003, the current date on this computer, and then click OK.
3	To print a copy of your schedule for next week, click the Print button on the Standard toolbar.
4	In the Print dialog box, click Weekly Style under Print style.
5	To define the range of dates to use, click the Start arrow under Print range, click the right-pointing arrow to the right of May 2003 in the Date Navigator, and then click 2 in the June mini-calendar.
6	Click the End arrow under Print range, click the right-pointing arrow to the right of May 2003 in the Date Navigator, and then click 6 in the June mini-calendar.
7	To ensure that none of your personal appointments are printed, select the Hide details of private appointments check box under Print range and click OK.
8	To print a copy of your schedule for the next month, click 1 in the Date Navigator for the month of June 2003 and click the Print button on the Standard toolbar.
9	In the Print dialog box, click below the scroll box on the scroll bar of the Print style box and click Monthly Style.
10	To specify an additional formatting option, click the Page Setup button under Print style.
11	In the Page Setup dialog box, select the Don't Print Weekends check box under Options and click OK.
12	To print the document based on the defined settings, click OK.
13	To create a custom style that meets your schedule informational needs based on a built-in style, click the Print button on the Standard toolbar.
14	In the Print dialog box, click the Define Styles button under Print style.
15	In the Define Styles dialog box, make sure that the Daily Style is selected in the Print styles list and click the Copy button.
16	In the Page Setup: Copy of Daily Style dialog box, click to the left of the letter C in the Style name box, drag from left to right to select the contents of the box, and then type 2 Per Day.
17	To specify the layout of the custom style, click the Layout arrow under Options and click 2 pages/day in the list.
18	To include a different type of Notes area, clear the Notes area (blank) check box under Options and select the Notes area (lined) check box.
19	To define the orientation of the printed pages, click the Paper tab.
20	On the Paper tab, click the Landscape option under Orientation.
21	To preview the custom style, click the Print Preview button.
22	To print a copy of the current page with the custom style applied, click the Print button on the Print Preview toolbar.
23	In the Print dialog box, click OK.