IT Desktop Management

1
IT Desktop Management

• Scheduling Appointments in MS Outlook
• December 2007
• Prepared by
• Angela Mars
• IT Education and Training

2
Table Of Contents

• Opening the MS Outlook Calendar page 3
• Selecting a calendar views in MS Outlook
  page 5
• Creating an appointment from the File Menu
  page 6
• Creating an appointment from the Standard Toolbar
  page 7
• Creating an appointment using the Appointment
  area page 8
• The appointment window page 9
• Appointment recurrence page 13

3
Table Of Contents

• Appointment reminder window page 14
• Deleting an appointment from your MS Outlook
  Calendar page 15

4
Scheduling An Appointment In MS Outlook

• Opening the MS Outlook Calendar
• Open MS Outlook.
• Click on the Calendar button underneath the
  Outlook shortcuts.

5
Scheduling An Appointment In MS Outlook

• MS Outlook offers different views for its
  calendar. To change the views, select from the
  buttons on the Standard Toolbar.

Day
Week
Work Week
Month
6
Scheduling An Appointment In MS Outlook

• Creating an appointment from the File Menu
• Click on File on the Menu Bar.
• Select New.
• Click Appointment.

7
Scheduling An Appointment In MS Outlook

• Creating an appointment from the Standard Toolbar
• Click the arrow beside the New button on the
  toolbar.
• Select Appointment.

8
Scheduling An Appointment In MS Outlook

• Creating an appointment using the appointment
  area
• Double-click on the day of the appointment.

9
Scheduling An Appointment In MS Outlook

• The appointment window
• The appointment form allows you to input
  information regarding the appointment.
• Enter a description of the appointment in the
  subject field.
• Enter the location of the appointment in the
  location field. The location field contains a
  drop-down arrow beside it. MS Outlook keeps a
  list of previously typed locations in the
  drop-down list.

10
Scheduling An Appointment In MS Outlook

• The appointment window, cont.
• Specify start and end times for the appointment
  in the date and time fields or click on the
  drop-down arrows next to the fields.
• Activate the reminder field by clicking in the
  box to the left of the Reminder label. Select
  the time when the reminder should appear.
• Enter additional information or notes within the
  message box.

11
Scheduling An Appointment In MS Outlook

• The appointment window, cont.
• Use the Show Time As field to adjust how time is
  shown when others view a shared calendar. Click
  on the drop-down arrow next to the field to
  specify time as free, tentative, busy, or out of
  office during the appointment time.

12
Scheduling An Appointment In MS Outlook

• The appointment window, cont.
• If an appointment lasts for 24 hours or more,
  click the All day event box.

13
Scheduling An Appointment In MS Outlook

• The appointment window, cont.
• Once you have completed creating your
  appointment,
• Click the Save and Close button.
• The appointment will be saved and you may view it
  in the Calendar.

14
Scheduling An Appointment In MS Outlook

• Appointment recurrence
• Click the Recurrence button on the toolbar to
  schedule appointments at regular intervals.

15
Scheduling An Appointment In MS Outlook

• Appointment reminder window
• A pop-up meeting reminder will appear at the
  specified time.

16
Scheduling An Appointment In MS Outlook

• Deleting an appointment from your MS Outlook
  Calendar
• Select the appointment you want to delete.
• Click the X in the Standard Toolbar.
• or
• Press the Delete key on keyboard.

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QA?Educational RequestsContact Angela
Marsangela.mars_at_ctcd.edu

• Technical QuestionsContact the IT Help
  Deskhelp.desk_at_ctcd.edu254-501-3103