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Outlook 2003 Calendars

Outlook 2003 Calendars

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Outlook 2003 Calendars

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  1. Outlook 2003 Calendars Libraries Learning Break March 2, 2006

  2. Remember folks…. There is always more than one way to get a job done. Especially with Microsoft!

  3. What Shall We Learn? • Difference between appointments, events, & meetings • Scheduling everything • Using Group Scheduling • Using OWA (Outlook Web Access) • Other available resources

  4. Appointment An appointment involves only your schedule and time and DOES NOT require other attendees or resources. Examples include a dentist appointment; lunch; or preparation time for a class.

  5. Event An event is an appointment that lasts longer than 24 hours. This is marked on the calendar as a banner across the top of the day or days it occurs. Examples are conferences, meetings out of town, or vacations.

  6. Meeting An appointment becomes a meeting when you invite other people, which requires coordinating their schedules, or when you have to schedule resources or locations. Examples include DAC meetings; AD meetings; and staff meetings.

  7. To Schedule… An appointment: Double-click on the day & time you want to set your appointment for. A blank appointment form opens and you fill in the subject, etc. Click Save and Close. An event:Double-click anytime within the day of the event. A blank appointment form opens & you fill in the subject, etc. AND click the All Day Event box. Click Save and Close. A meeting:Double-click on the day & time you want. A blank appointment form is displayed. Fill in the subject, etc., AND then click on the Scheduling tab. Click on Add Others. Use the GAL to select locations (rooms) and/or individuals to invite.

  8. Group Schedule To use: • Go to Outlook Calendar – Actions – View Group Schedules. • New – and then use Add Others and the GAL to designate who (including locations/rooms) needs to attend. Use Group Scheduling when you create multiple meetings over a period of time with the same group of individuals.

  9. Recurring Items • Open any of your calendar items and click the Recurrence button. • Can be set for daily, weekly, monthly, yearly. • Can have an end date or not. • Very flexible.

  10. Outlook Web Access (OWA) • Views the calendar(s) on the Exchange server ONLY. • Can still schedule appointments, events, and meetings. • Can see availability of person or resources. • Looks similar to Outlook 2003 but not exact.

  11. Other Available Resources • Don’t forget SkillSoft Training opportunities (http://www.hrs.wsu.edu/skillsoft) • Microsoft site has Outlook tutorials(http://office.microsoft.com/en-us/training/).