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Module 3: Managing Your Calendar

Module 3: Managing Your Calendar. 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

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Module 3: Managing Your Calendar

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  1. Module 3: Managing Your Calendar

  2. 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

  3. 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

  4. Walkthrough 1: Creating an Effective Appointment Subject Line and Location Label Date and Time Free Text Area Contacts

  5. 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?

  6. 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

  7. 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

  8. 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

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