1. Pasewark & Pasewark Microsoft Office 2003: Introductory 1 INTRODUCTORY MICROSOFT OUTLOOK Lesson 2 – Calendar

2. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 2 Objectives View Calendar. Apply conditional formats to Calendar. Schedule and change appointments. Schedule, change, and delete events. Schedule a meeting and respond to meeting requests. Print a calendar.

3. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 3 Terms Used in This Lesson Appointment Date Navigator Event Meeting Resources

4. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 4 Viewing the Calendar Outlook Calendar is designed to help you stay organized and coordinate your activities with others. The Calendar can be displayed in day, week, or month view. To change the view, open the View menu, choose Arrange By, and then choose Current View. Choose from the list of viewing options. Use the Date Navigator, the monthly calendar at the top of the Navigation Pane, to click on a specific date that you want to view.

5. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 5 Applying Conditional Formats to Calendar The Calendar is formatted with specific defaults. However, you can change the defaults and format the Calendar to meet your needs. To change the format of the Calendar, open the Tools menu and choose Options. The Options dialog box will appear. Choose whatever options and conditional formats you wish to customize your calendar.

6. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 6 Scheduling an Appointment Appointments are activities that have a set time and date, but do not involve inviting other people or reserving resources. Use the Date Navigator to select the date for the appointment. In the appointment area, select the time for the appointment. Click the New Appointment button, and add the appointment information to the dialog box.

7. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 7 Scheduling an Appointment (cont.) Appointments can be changed or deleted.

8. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 8 Scheduling an Event An event is an activity that lasts an entire day, but does not have a set time assigned. Use the Date Navigator to select the date for the event. Open the Actions menu and choose New All Day Event. Add the information to the Event dialog box. You can schedule the event as a daily, weekly, monthly, or yearly recurring event. Events can be changed or deleted.

9. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 9 Scheduling and Responding to Meeting Requests Meetings are appointments for which you invite people and/or reserve resources. Resources are materials and /or equipment needed for meetings.

10. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 10 Scheduling and Responding to Meeting Requests (cont.) Use the Date Navigator to select the date for the meeting. In the appointment area, select the time for the meeting. Open the Actions menu and choose Plan a Meeting. Add the meeting information to the dialog box. When finished, click the Send button to send the invitations to the attendees. Attendees can accept, decline, or reschedule meetings.

11. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 11 Printing a Calendar Print styles for Calendar include – daily schedule – weekly schedule – monthly schedule – tri-fold style – calendar details style The Calendar details style includes – daily calendar – tasks list – weekly calendar

12. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 12 Summary The Calendar is used to schedule appointments, events, and meetings. The Calendar is formatted with specific defaults. However, you can change the defaults and format the Calendar to meet your needs. Appointments are activities that have a set time and date, but do not involve inviting other people or reserving resources.

13. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 13 Summary (cont.) An event is an activity that lasts an entire day, but does not have a set time assigned. Events can be set to occur weekly, monthly, or annually. Meetings are appointments for which you invite people and/or reserve resources. Using Calendar, you can schedule a meeting, invite others to the meeting, and reserve resources for the meeting.

14. Outlook – Lesson 2 Microsoft Office 2003: Introductory Pasewark & Pasewark 14 Summary (cont.) Calendar information can be printed in a daily, weekly, or monthly schedule. It can also be printed in a tri-fold style or calendar details style that includes the daily calendar, task list, and weekly calendar.