Using Microsoft Outlook: Part II

Objectives Build on existing Outlook knowledge and skills Calendar Tasks Journal Notes Next

Advantages of the Calendar Feature Birthdays – set as recurring events – appear on the date every year. Tasks or bills due on the same day each month? Make one appointment and receive reminders. View multiple calendars, side by side More… Next

The Outlook Calendar To access the Outlook Calendar, simply click the Calendar button in the Navigation pane. Next

Calendar Views There are several ways to view your calendar in Outlook. Use the Calendar toolbar to experiment with different views. BackNext

Create an Appointment To create a new appointment, click the New button. BackNext Alternate Methods: Click Actions, New Appointment OR Ctrl+N

The Appointment Window BackNext

Practice 1.Create a new appointment. 2.Make sure you assign it to a category. 3.Navigate between the calendar views to see how the appointment is displayed. NextBack

Recurring Appointments BackNext Click Options, then recurrence, then set your appointment information.

Let’s Try It! BackNext 1.Create recurring appointment using your birthday, anniversary, or other significant event. 2.Be sure to assign it to a category. 3.Track it through the various Calendar views.

Viewing/Sorting Appointments BackNext Appointment can be viewed (sorted) in various ways. Click View, Arrange By, and Current View Try the options listed in the menu.

Creating a Meeting BackNext Creating a new meeting is similar to creating an appointment. Click File, New, Meeting Request.

The Meeting Request Form BackNext This section is used to create an online meeting – a topic covered in later training sessions.

Picking a Meeting Time BackNext Select attendees by keying in their contact name… or clicking the Add Others button.

Checking Availability BackNext Once you have selected the attendees, the calendar will show you their availability – provided that the individual uses Outlook for his/her calendar and has Free/Busy options established. Calendar Legend

Send! BackNext Once you have chosen all the attendees and selected the options, just click the Send button.

Tasks BackNext In Outlook, Tasks can comprise your “To Do” list. Tasks can be date specific or non-specific. To create a new task, choose Tasks from the Navigation menu.

Creating a Task BackNext Click the New button… Or double- click on any blank line in the task list. A new task window will open.

New Task BackNext Let’s explore this screen. You’ll find it similar to appointments and other Outlook functions.

Now You Try It! BackNext Your mission… should you choose to accept it… is: 1.Create three new tasks. Make sure that each task has an assigned category. 2.Assign one of the tasks to someone else in this training session. 3.Modify the status of the task you RECEIVE. 4.View the status of all the tasks in your mailbox.

Viewing Tasks BackNext Time to experiment again! Choose each of the different views on the left and watch the task list change on the right. Click on a task, mark it complete or change it category, and experiment again.

The Outlook Journal BackNext To access the Outlook Journal, simply click the appropriate button in the Navigation pane. Missing buttons? Click here.

Journal Views BackNext Time to experiment again! Choose the different journal views to observe the way the information is displayed.

Limiting Journal Data BackNext Click Tools, Options. Click the Journal Options button. Select (or deselect) items. Click OK.

Manual Journal Entries BackNext Click New, Journal Entry. Once you have completed the entry, click Save and Close.

Using the Notes Features BackNext Click the Notes button in the Navigation pane. Click the New button. Use the “sticky” to create a note. Click the close button [X] or click anywhere outside the note.

Having “Sticky” Fun BackNext Now you try it! 1. Create three notes. 2. Experiment with the different views. 3. Delete a note. 4. Assign one note a category. 5. Assign one note to a contact. Bonus Topic – Time Permitting

Outlook Options BackNext Options can be set for all Outlook features by clicking Tools, Options. Try it!

Questions? Contact the Help Desk at x4400 or Or call your trainer!