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

Outlook 2003 Outlook 2003 Appointment, Event and Meeting Scheduling

Presenter: Jolanta SoltisAcademic Computing Services

Academic Computing Services, 2007

TopicsTopicsDefault ViewChanging View OptionsUsing the Calendar View– Scheduling an Appointment– Scheduling a Meeting– Scheduling an Event

Adding ContactsUsing the Contact List

Academic Computing Services, 2007

Default ViewDefault View

Navigation Buttons replace Outlook Shortcut Bar

Navigation Pane

Navigation Buttons

ChangingChanging ViewView OptionsOptions

1. Click the Navigation Options Button

2. Select Navigation Pane Options

ChangingChanging ViewView OptionsOptions

• The Navigation Pane Options dialog box will open

FoldersFolders inin NavigationNavigation PanePane

• Inbox and Sent Items are both displayed in Favorites folder

NewNew FeaturesFeatures onon MenubarMenubar && Toolbar Toolbar

New Button Create Rule Button

Click on Inbox Folder in the Navigation Pane to see this toolbar

TheThe NewNew ButtonButton

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

OutlookOutlook TodayToday

• Click Customize Outlook Today

Outlook Today, ContinuedOutlook Today, Continued

1. Select Your Desired Options

2. Click Save Changes

Calendar ViewCalendar View

• Click Calendar button

Calendar ViewCalendar View

• The Calendar will open to today’s date– If not,

click the Go To Today button

Academic Computing Services, 2007

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.

Academic Computing Services, 2007

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.

MethodsMethods forfor SchedulingScheduling anan

AppointmentAppointment

Or, simply double-click on a row in the calendar

Click New Appointment button

Scheduling an AppointmentScheduling an Appointment

1. The Appointment dialogue box will open:

2. Input relevant information

3. Click Save and Close button

Sharing Your CalendarSharing Your Calendar

• Click Share My Calendar

SharingSharing YourYour CalendarCalendar

• The Calendar Properties dialogue box will open:

Changing the Calendar ViewChanging the Calendar View

• Click View, Arrange By, Current View, Customize Current View

Changing the Calendar ViewChanging the Calendar View

• Click Other Settings button

The Customize View dialogue box will open:

Changing the Calendar ViewChanging the Calendar View

• The Format Day/Week/Month dialogue box will open:

Changing the Calendar’s Default Changing the Calendar’s Default TimesTimes

• Select Tools, Options

Changing the Calendar’s Default Changing the Calendar’s Default TimesTimes

3. Click Calendar Options button

1. The Options dialogue box will open:

2. Click Preferences tab

Changing the Calendar’s Default Changing the Calendar’s Default TimesTimesThe Calendar Options dialogue box will open:

Scheduling a MeetingScheduling a Meeting

Click Actions, New Meeting Request

Academic Computing Services, 2007

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

Scheduling a MeetingScheduling a Meeting

• The Untitled Meeting Request dialogue box will open:

Click the To: button

Scheduling a MeetingScheduling a Meeting

1. The Select Attendee and Resources dialogue box will open:

2. Type Attendee name in textbox

3. Select name

4. Click Required button

5. Click OK

SchedulingScheduling aa MeetingMeeting

2. Click Scheduling Tab

1. Enter Meeting Information

SchedulingScheduling aa MeetingMeeting

Displays each attendee’s availability

Click Send button

SchedulingScheduling EventsEvents

Click Actions, New, All Day Event

SchedulingScheduling EventsEvents

The Untitled Event Dialogue box will open:

Click Recurrence button

SchedulingScheduling EventsEvents

The Appointment Recurrence Dialogue box will open:

Academic Computing Services, 2007

Recurring appointments in a calendar.

free/busy time

AddingAdding ContactsContacts

1. Click Contacts button

2. Click New Contacts button

AddingAdding ContactsContacts

Click to add Contact’s Picture

Enter Contact’s Instant Messaging Address

AddingAdding ContactsContacts

Click Details tab

Academic Computing Services, 2007

Adding ContactsAdding Contacts

New features include Title and Suffix drop-down boxes

FlaggingFlagging ContactsContacts

1. Select contact by clicking on name

2. Click Follow Up button

ContactsContacts ViewsViews

Many New view options

CategorizingCategorizing ContactsContacts

1. Right-Click on name

2. Select Categories option

Categorizing ContactsCategorizing Contacts

1. Click on appropriate categories

2. Click OK