Outlook 2007 Managing Your Time

1. Outlook 2007 Managing Your Time

2. Course contents • It’s all about choices • Get it right in the calendar • Finishing touches

3. Choices

4. Overview: It’s all about choices • In contrast to a paper calendar, Outlook 2007 offers many choices for how to keep track of your time • For example: • Is the calendar entry an appointment or a meeting? • Will it occur once or repeatedly? • Should it be marked as busy, free, or tentative?

5. Overview: It’s all about choices • In this session you’ll learn • Outlook calendar essentials • Find out how to efficiently book appointments and meetings • See how to stay on top of important dates with recurrence and reminders

6. Get it right in the calendar • Your choice of entry will depend on who else is involved and how you want the entry to appear • By selecting entries in your calendar directly, you’ll know at a glance what’s going on, when, and with whom

7. Know your choices Appointment. An appointment is an activity that involves only you, at a scheduled time. Meeting. A meeting also occurs at a scheduled time. But you invite other people by using a meeting request that’s sent via e-mail.

8. Know your choices Event. An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn’t block out time in your calendar. So you can still have other entries appear in your schedule for that day.

9. Know your choices Task. A task is an activity that involves only you, and that doesn’t need a scheduled time. New to Outlook 2007 is an area in your calendar’s Day and Week views that shows tasks.

10. Appointments

11. Just you? Use an appointment • For example, you might want to block out time for research on a project, for writing a report, or for running an errand on the way home from work • It is as easy as 1-2-3

12. Just you? Use an appointment In Day view, rest the pointer over the desired time in your calendar, and click Type the details If you need more time for your appointment, just drag the handle to make the appointment longer

13. See Appointment Details In Day view, rest the pointer over the desired appointment in your calendar, and double click

14. Make time and remember to do things To change the reminder time for an appointment: On the Appointment tab, click the arrow to open the Reminder list and then select a time Once you’ve made a change, click Save & Close on the far left of the Ribbon

15. Meetings

16. When others are involved, it’s a meeting In a meeting, you’ll see the following: The location of the meeting The organizer’s name

17. When others are involved, it’s a meeting • A meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else • Meetings appear both in your calendar and in the calendars of the other people who are involved

18. Want to Create a meeting Start off like you would an appointment. In Day view, rest the pointer over the desired time in your calendar, and click – the time may be adjusted based on availability of others Type the details If you need more time for your appointment, just drag the handle to make the appointment longer Double click on your appointment to bring up details

19. Want to create a meeting? Location Type Location for your meeting

20. Want to create a meeting? Set Reminder To set reminder time for a meeting On the Appointment tab, click the arrow to open the Reminder list and then select a time.

21. Want to create a meeting? Invite others On the Appointment tab, click Invite Attendees A To button and box appear. Type names directly in the box or click the To button to add invitees by selecting from a list

22. Want to create a meeting? Check Availability Use Suggested Times to find a day and time when all required members for your meeting are free Click on the desired suggested time – this will be the date and time of your meeting

23. Want to create a meeting? Send Invite Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants A meeting request will be sent via e-mail to meeting participants

24. Event

25. Want to track an event • Events don’t occupy scheduled time in your calendar; instead, they appear in banners at the top of the date you specify. For example: • Conferences, business travel, or vacations, for one day or longer • Birthdays, anniversaries and holidays

26. How to create an event Create an event In Calendar, on the Actions menu, click New All Day Event. In the Subject box, type a description. In the Location box, enter the location. To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list. If the event lasts longer than one day, change the values in the Start time and End time boxes. Click Save and Close.  TIP   In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area beneath the date heading of the day of the event.

27. Task

28. Keep track of your tasks For example, if you have a number of errands to do, enter each errand as a task. (You’ll see the Tasks area when you look at the calendar in Day or Week view.) When you complete the task, check it off. A completed task sticks to the day on which it’s completed, keeping a tidy list of the day’s accomplishments at your fingertips.

29. Keep track of your tasks If you don’t complete a task on its due date, it will automatically move forward and appear on the current day until you reschedule it or check it off. Tip: To quickly reschedule a task, use the Week view and drag a task from one day to another.

30. How to create a task In Task, on the Actions menu, click New All Day Event. In the Subject box, type a description. If you want, set the Start date and the Due date for the task. If you specify a Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want. Click Save and Close.

31. Recurring

32. Once is not enough: recurrence To tell Outlook that an appointment, meeting, or event occurs over and over, use the Recurrence feature. The frequency of the activity is called its recurrence pattern. As you can see with the “Exercise” appointment in the picture, a recurring appointment appears repeatedly and displays a recurrence icon .

33. Once is not enough: recurrence To set up a recurrence pattern, open the appointment and click the Recurrence button in the Options group on the Appointment tab.

34. How to set the schedule Click the frequency — Daily, Weekly, Monthly, Yearly — with which you want the appointment to recur, and then select the options for the frequency Click OK Click Save and Close.

35. Open a recurring entry To open a recurring calendar entry to see its details or change it, start by double-clicking it. A message appears like the one in the picture, giving you two options: • Open this occurrence. Choose this when you want to see or change one instance, not the entire series. • Open the series. Choose this when you want to see or change the entire series.

36. Tentative Events/Meetings

37. Is lunch time flexible? Show it. Outlook lets you and your colleagues tell each other who’s busy, who’s out of the office, who’s free, and when. A calendar entry’s border color indicates whether that time is scheduled as free, busy, tentative, or out of office.

38. Is lunch time flexible? Show it. By keeping this information current and accurate, you’ll benefit from features that let you share your schedule with others.

39. More Information

40. More information • If you would like more information regarding Outlook Calendaring, Archiving or other Microsoft software assistance, please visit our webpage at: • http://it.lr.edu • Help Desk – 828-328-7350 • Who’s who in Office of Information Technology (OIT) - • Charlie Day (Presenter), Director of Administrative Systems • Tim Runion, Manager, Technical and Network Services • Adam Coffey, Manager, User Services • Melissa Mullinax, CIO