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Outlook Lesson 2Calendar

Microsoft Office 2010 Introductory

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Objectives

View Calendar. Schedule and change appointments. Schedule, change, and delete events. Schedule a meeting and respond to a

meeting request. Customize the Calendar. Print a calendar.

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Vocabulary

appointment Date Navigator event meeting resources task

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Introducing Calendar

Outlook Calendar is designed to help you stay organized.– An appointment is an activity that involves only

you at a set date and time.– A meeting has a scheduled date and time, but

includes other people and a place.– An event can last over the course of one or more

days. – A task involves only you and appears in the

Tasks area.444

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Introducing Calendar (continued)

The Calendar allows you to enter your appointments, meetings, events, and tasks.

You can view the Calendar in various time periods or by type of action.

Use the Date Navigator, the monthly Calendar at the top of the Navigation Pane, to change dates by clicking the date you want to view.

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Introducing Calendar (continued)

Viewing the Calendar

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Scheduling an Appointment

To add an appointment, select a day, and then on the Home tab, then click New Appointment to open the window below.

New Appointment window

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Changing an Appointment

To change appointment times, view the appointment in Week or Day view, click the top or bottom border and drag to a new time.

To move an appointment to an entirely new time, drag it to a new time or day.

You can also edit or delete the appointment.

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Scheduling an Event

An event is an activity that usually lasts an entire day or more, and appears as a banner message at the top of the day(s) affected.

Use the Date Navigator to create the event. If an event repeats at the same time, you can

change it to a recurring event. To edit an event, double-click the event in the

Calendar.

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Scheduling an Event (continued)

Event window

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Scheduling a Meeting and Responding to a Meeting Request

A meeting is an appointment to which you invite people and schedule resources.

Resources are rooms, materials, and/or equipment needed for a meeting.

Attendees can accept, accept tentatively, decline the invitation, and propose a new time.

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Scheduling a Meeting and Responding to a Meeting Request (continued)

New Meeting window

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Customizing the Calendar

You can modify many settings in the Calendar to adjust its appearance and how it displays time.

In the Outlook Options dialog box choose the Calendar tab to adjust settings such as time, reminders, holidays, display colors and font, scheduling preferences.

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Customizing the Calendar (continued)

Calendar options in the Outlook Options dialog box

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Customizing the Calendar (continued)

Outlook provides several options for printing your Calendar, such as: – Daily– Weekly Agenda– Weekly Calendar– Monthly

Once you’ve selected a style, click the Print Options button to open the Print dialog box.

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Summary

In this lesson, you learned: The Calendar is used to schedule appointments,

events, meetings, and tasks. You can view the Calendar in daily, weekly, or monthly format. If you use the Reminder option, Outlook notifies you before each activity.

Using Calendar, you can schedule a meeting and invite other people to the meeting. You can also use Calendar to respond to meeting requests.

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Summary (continued)

The Appointment Recurrence dialog box makes it easy to schedule events that occur annually.

You can customize the Calendar by altering days, time, and color.

You can print the Calendar information in a variety of styles.

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