Outlook 2003 Appointment, Event and Meeting Scheduling

1. Outlook 2003 Appointment, Event and Meeting Scheduling Presenter: Jolanta Soltis Academic Computing Services

2. Topics • Default View • Changing View Options • Using the Calendar View • Scheduling an Appointment • Scheduling a Meeting • Scheduling an Event • Adding Contacts • Using the Contact List

3. Default View Navigation Pane Navigation Buttons

4. Changing View Options • Select Navigation Pane Options • Click the Navigation Options Button

5. Changing View Options • The Navigation Pane Options dialog box will open

6. Folders in Navigation Pane • Inbox and Sent Items are both displayed in Favorites folder

7. New Features on Menubar & Toolbar * New Button Create Rule Button • Click on Inbox Folder in the Navigation Pane to see this toolbar

8. The New Button • Click black arrow on New Button to see list of options

9. Outlook Today • Click Customize Outlook Today

10. Outlook Today, Continued • Select Your Desired Options • Click Save Changes

11. Calendar View Click Calendar button

12. Calendar View The Calendar will open to today’s date If not, click the Go To Today button

13. In Outlook, you can book items as • appointments, • meetings, • events. • Your choice will depend on who else is involved and how you want the entry to appear in your calendar. • By scheduling items in your calendar correctly, you'll know, at a glance, what's going on.

14. Appointment    An appointment is an activity that involves only you. • Meeting    A meeting is similar to an appointment. The difference is that you invite other people to it. • All day event    This event is an activity that lasts all day long but doesn't block out time in your Calendar. With an event, you can still have other items appear in your schedule for that day.

15. Methods for Scheduling an Appointment Click New Appointment button Or, simply double-click on a row in the calendar

16. Scheduling an Appointment • The Appointment dialogue box will open: • Click Save and Close button • Input relevant information

17. Sharing Your Calendar Click Share My Calendar

18. Sharing Your Calendar • The Calendar Properties dialogue box will open:

19. Changing the Calendar View • Click View, Arrange By, Current View, Customize Current View

20. Changing the Calendar View • The Customize View dialogue box will open: Click Other Settings button

21. Changing the Calendar View • The Format Day/Week/Month dialogue box will open:

22. Changing the Calendar’s Default Times • Select Tools, Options

23. Changing the Calendar’s Default Times • The Options dialogue box will open: • Click Calendar Options button • Click Preferences tab

24. Changing the Calendar’s Default Times • The Calendar Options dialogue box will open:

25. Scheduling a Meeting • Click Actions, New Meeting Request

26. You can tell the difference between a meeting and an appointment by the meeting icon.

27. Scheduling a Meeting • The Untitled Meeting Request dialogue box will open: Click the To: button

28. Scheduling a Meeting • The Select Attendee and Resources dialogue box will open: • Type Attendee name in textbox • Select name • Click Required button • Click OK

29. Scheduling a Meeting • Click Scheduling Tab • Enter Meeting Information

30. Scheduling a Meeting • Displays each attendee’s availability Click Send button

31. Scheduling Events • Click Actions, New All Day Event

32. Scheduling Events • The Untitled Event Dialogue box will open: Click Recurrence button

33. Scheduling Events • The Appointment Recurrence Dialogue box will open:

34. Recurring appointments in a calendar. • free/busy time

35. Adding Contacts • Click New Contacts button • Click Contacts button

36. Adding Contacts • Enter Contact’s Instant Messaging Address • Click to add Contact’s Picture

37. Adding Contacts Click Details tab

38. Adding Contacts New features include Title and Suffix drop-down boxes

39. Flagging Contacts • Select contact by clicking on name • Click Follow Up button

40. Contacts Views Many New view options

41. Categorizing Contacts • Right-Click on name • Select Categories option

42. Categorizing Contacts • Click on appropriate categories • Click OK