©2005 Academic Computing Services, NJIT 1 Outlook 2003 Appointment, Event and Meeting Scheduling Presenter: Jolanta Soltis Academic Computing Services

©2005 Academic Computing Services, NJIT2 Topics Default View Changing View Options Using the Calendar View –Scheduling an Appointment –Scheduling a Meeting –Scheduling an Event Adding Contacts Using the Contact List

©2005 Academic Computing Services, NJIT3 Default View Navigation Pane Navigation Buttons

©2005 Academic Computing Services, NJIT4 Changing View Options 1.Click the Navigati on Options Button 2.Select Navigation Pane Options

©2005 Academic Computing Services, NJIT5 Changing View Options The Navigation Pane Options dialog box will open

©2005 Academic Computing Services, NJIT6 Folders in Navigation Pane Inbox and Sent Items are both displayed in Favorites folder

©2005 Academic Computing Services, NJIT7 New Features on Menubar & Toolbar * New Button Create Rule Button Click on Inbox Folder in the Navigation Pane to see this toolbar

©2005 Academic Computing Services, NJIT8 The New Button Click black arrow on New Button to see list of options

©2005 Academic Computing Services, NJIT9 Outlook Today Click Customize Outlook Today

©2005 Academic Computing Services, NJIT10 Outlook Today, Continued 1.Select Your Desired Options 2.Click Save Changes

©2005 Academic Computing Services, NJIT11 Calendar View Click Calendar button

©2005 Academic Computing Services, NJIT12 Calendar View The Calendar will open to today’s date If not, click the Go To Today button

©2005 Academic Computing Services, NJIT13 In Outlook, you can book items as –appointments, –meetings, –events. Your choice will depend on who else is involved and how you want the entry to appear in your calendar. By scheduling items in your calendar correctly, you'll know, at a glance, what's going on.

©2005 Academic Computing Services, NJIT14 Appointment An appointment is an activity that involves only you. Meeting A meeting is similar to an appointment. The difference is that you invite other people to it. All day event This event is an activity that lasts all day long but doesn't block out time in your Calendar. With an event, you can still have other items appear in your schedule for that day.

©2005 Academic Computing Services, NJIT15 Methods for Scheduling an Appointment Or, simply double- click on a row in the calendar Click New Appointm ent button

©2005 Academic Computing Services, NJIT16 Scheduling an Appointment 1.The Appointment dialogue box will open: 2.Input relevant information 3.Click Save and Close button

©2005 Academic Computing Services, NJIT17 Sharing Your Calendar Click Share My Calendar

©2005 Academic Computing Services, NJIT18 Sharing Your Calendar The Calendar Properties dialogue box will open:

©2005 Academic Computing Services, NJIT19 Changing the Calendar View Click View, Arrange By, Current View, Customize Current View

©2005 Academic Computing Services, NJIT20 Changing the Calendar View Click Other Settings button The Customize View dialogue box will open:

©2005 Academic Computing Services, NJIT21 Changing the Calendar View The Format Day/Week/Month dialogue box will open:

©2005 Academic Computing Services, NJIT22 Changing the Calendar’s Default Times Select Tools, Options

©2005 Academic Computing Services, NJIT23 Changing the Calendar’s Default Times 3.Click Calendar Options button 1.The Options dialogue box will open: 2.Click Preference s tab

©2005 Academic Computing Services, NJIT24 Changing the Calendar’s Default Times The Calendar Options dialogue box will open:

©2005 Academic Computing Services, NJIT25 Scheduling a Meeting Click Actions, New Meeting Request

©2005 Academic Computing Services, NJIT26 You can tell the difference between a meeting and an appointment by the meeting icon.

©2005 Academic Computing Services, NJIT27 Scheduling a Meeting The Untitled Meeting Request dialogue box will open: Click the To: button

©2005 Academic Computing Services, NJIT28 Scheduling a Meeting 1.The Select Attendee and Resources dialogue box will open: 2.Type Attendee name in textbox 3.Select name 4.Click Required button 5.Click OK

©2005 Academic Computing Services, NJIT29 Scheduling a Meeting 2.Click Scheduling Tab 1.Enter Meeting Information

©2005 Academic Computing Services, NJIT30 Scheduling a Meeting Displays each attendee’s availability Click Send button

©2005 Academic Computing Services, NJIT31 Scheduling Events Click Actions, New All Day Event

©2005 Academic Computing Services, NJIT32 Scheduling Events The Untitled Event Dialogue box will open: Click Recurrence button

©2005 Academic Computing Services, NJIT33 Scheduling Events The Appointment Recurrence Dialogue box will open:

©2005 Academic Computing Services, NJIT34 Recurring appointments in a calendar. free/busy time

©2005 Academic Computing Services, NJIT35 Adding Contacts 1.Click Contacts button 2.Click New Contacts button

©2005 Academic Computing Services, NJIT36 Adding Contacts Click to add Contact’s Picture Enter Contact’s Instant Messaging Address

©2005 Academic Computing Services, NJIT37 Adding Contacts Click Details tab

©2005 Academic Computing Services, NJIT38 Adding Contacts New features include Title and Suffix drop-down boxes

©2005 Academic Computing Services, NJIT39 Flagging Contacts 1.Select contact by clicking on name 2.Click Follow Up button

©2005 Academic Computing Services, NJIT40 Contacts Views Many New view options

©2005 Academic Computing Services, NJIT41 Categorizing Contacts 2.Select Categories option 1.Right-Click on name

©2005 Academic Computing Services, NJIT42 Categorizing Contacts 1.Click on appropriate categories 2.Click OK