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 1. Open MS Outlook. 2. Click on the Calendar button underneath the Outlook shortcuts.

5 Scheduling An Appointment In MS Outlook Day Work Week Week Month MS Outlook offers different views for it’s calendar. To change the views, select from the buttons on the Standard Toolbar.

6 Scheduling An Appointment In MS Outlook Creating an appointment from the File Menu 1. Click on File on the Menu Bar. 2. Select New. 3. Click Appointment.

7 Scheduling An Appointment In MS Outlook Creating an appointment from the Standard Toolbar 1. Click the arrow beside the New button on the toolbar. 2. 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. 1. Enter a description of the appointment in the subject field. 2. 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. 3. 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. 4. Activate the reminder field by clicking in the box to the left of the Reminder label. Select the time when the reminder should appear. 5. Enter additional information or notes within the message box.

11 Scheduling An Appointment In MS Outlook The appointment window, cont. 6. 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. 7. 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, 1. Click the Save and Close button. 2. 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 1.Select the appointment you want to delete. 2.Click the X in the Standard Toolbar. or Press the Delete key on keyboard.

Q&A? Educational Requests: Contact Angela Mars Technical Questions: Contact the IT Help Desk