Objectives

Generally: To use Outlook's Calendar component to create and manage appointments.

Specifically: On completion of this section, you will be able to:

• Create an appointment
• Set a reminder for an appointment
• Change appointment details
• Move an appointment to a different time and/or date
• Change the start/finish times of an appointment
• Delete an appointment
• Set recurring appointments
• Identify conflicting appointments
• Use Find to locate appointments
• Use Organize to group appointments

Calendar Screen

The Calendar is an electronic diary that allows you to schedule time for appointments, meetings, holidays, undertaking tasks or any other activity that needs time allocating to it.

The Calendar Toolbar

Some new icons now appear on the Standard and Advanced toolbars.

Standard toolbar in Calendar view

Advanced toolbar in Calendar view

Scheduling an Appointment

Appointments in Outlook are activities that occur within a specific time period. You create appointments in the schedule which can be viewed in the Daily, Weekly and Monthly views. You can set reminders for key appointments so that you receive an on-screen reminder of the forthcoming key appointment.

You add a new appointment using the Appointment dialogue box.

To add a new appointment

• On the Calendar toolbar, click the New Appointment button

OR

• On the Schedule, double-click on the date and time slot for which you want to schedule an appointment

The Appointment dialogue box is displayed.

Appointment dialogue box

• In the Subject: field, type a description of the appointment
• If you want, click in the Location: field and type in or select from the drop-down list, a location for the appointment

Continued...