Mastering Your Outlook Calendar: Tips for Effective Appointment Management
In this module, you will learn how to manage your calendar efficiently using Outlook. Discover essential keyboard shortcuts for quick navigation and functional tasks. Engage in hands-on exercises to clean up your calendar and create effective appointments from emails. Explore the use of customizable labels to color-code appointments, enhancing your organizational skills. Join the discussion on best practices for maintaining a well-structured calendar, ensuring you write meaningful titles, specify locations, and attach relevant contacts for clarity.
Mastering Your Outlook Calendar: Tips for Effective Appointment Management
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Presentation Transcript
Overview • Keyboard Shortcuts in the Outlook Calendar • Walkthrough: Creating an Effective Appointment • Exercise: Cleaning Up Your Calendar • Walkthrough: Creating Appointments from E-Mail • Exercise: Using and Customizing Labels • Discussion: A Well-Organized Calendar
Keyboard Shortcuts in the Outlook Calendar The “New” menu is contextual • There are two kinds of keyboard shortcuts: navigational and functional • Navigational shortcuts allow you to change views within the Calendar and between panes in Outlook • Functional shortcuts allow you to quickly create items in Outlook such as those pictured at right • A list of shortcuts is provided in your workbook in Appendix A
Walkthrough 1: Creating an Effective Appointment Subject Line and Location Label Date and Time Free Text Area Contacts
Exercise 1: Cleaning Up Your Calendar • Answer two questions to decide if an item has a place on your calendar and how it should appear: • Is this really an appointment or a task? • Does this appointment contain all the correct information?
Walkthrough 2: Creating Appointments from E-Mail • Right-click an e-mail message, and then drag-and-drop to the Calendar icon to: • Copy the e-mail message as text (same effect as left-click and drag) • Copy the e-mail message as a shortcut (link) • Copy the e-mail message as an attachment • Move the e-mail message as an attachment
Exercise 2: Using and Customizing Labels • Labels allow you to color-code your appointments, providing an at-a-glance view of your day, week, or month • Labels can be easily edited to suit your work style • Apply a label by right-clicking an appointment in your calendaror selecting the label when editing the appointment item Right-click an appointment in the Calendar to bring up the Label menu
Discussion: A Well-Organized Calendar • Construct a well-organized Calendar by using these key practices: • Write meaningful titles • Specify a location for the appointment • Use the free text area to provide context for the appointment • Attach one or more contacts to each appointment • Use labels to visually distinguish between types of appointments
