Outlook 2003 Outlook 2003 Appointment, Event and Meeting Scheduling Presenter: Jolanta Soltis Academic Computing Services

Academic Computing Services, 2007 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

Academic Computing Services, 2007 Default View Navigation Buttons replace Outlook Shortcut Bar Navigation Pane Navigation Buttons

Changing View Options 1.Click the Navigation Options Button 2.Select Navigation Pane Options

Changing View Options The Navigation Pane Options dialog box will open

FoldersinNavigationPane Folders in Navigation Pane Inbox and Sent Items are both displayed in Favorites folder

New Features on Menubar & Toolbar New Button Create Rule Button Click on Inbox Folder in the Navigation Pane to see this toolbar

The New Button Click black arrow on New Button to see list of options

Outlook Today Click Customize Outlook Today

Outlook Today, Continued  Select Your Desired Options  Click Save Changes

Calendar View Click Calendar button

Calendar View The Calendar will open to today’s date –If not, click the Go To Today button

Academic Computing Services, 2007 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.

Academic Computing Services, 2007 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.

MethodsforSchedulingan Appointment Methods for Scheduling an Appointment Or, simply double-click on a row in the calendar Click New Appointment button

Scheduling an Appointment  The Appointment dialogue box will open: 2.Input relevant information 3.Click Save and Close button

Sharing Your Calendar Click Share My Calendar

SharingYourCalendar Sharing Your Calendar The Calendar Properties dialogue box will open:

Changing the Calendar View Click View, Arrange By, Current View, Customize Current View

Changing the Calendar View Click Other Settings button The Customize View dialogue box will open:

Changing the Calendar View The Format Day/Week/Month dialogue box will open:

Changing the Calendar’s Default Times Select Tools, Options

Changing the Calendar’s Default Times 3. Click Calendar Options button 1.The Options dialogue box will open: 2.Click Preferences tab

Changing the Calendar’s Default Times The Calendar Options dialogue box will open:

Scheduling a Meeting Click Actions, New Meeting Request

Academic Computing Services, 2007 You can tell the difference between a meeting and an appointment by the meeting icon.

Scheduling a Meeting The Untitled Meeting Request dialogue box will open: Click the To: button

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

SchedulingaMeeting Scheduling a Meeting 2. Click Scheduling Tab 1.Enter Meeting Information

SchedulingaMeeting Scheduling a Meeting Displays each attendee’s availability Click Send button

SchedulingEvents Scheduling Events Click Actions, New, All Day Event

SchedulingEvents Scheduling Events The Untitled Event Dialogue box will open: Click Recurrence button

SchedulingEvents Scheduling Events The Appointment Recurrence Dialogue box will open:

Academic Computing Services, 2007 Recurring appointments in a calendar. free/busy time

AddingContacts Adding Contacts 1. Click Contacts button 2.Click New Contacts button

AddingContacts Adding Contacts Click to add Contact’s Picture Enter Contact’s Instant Messaging Address

AddingContacts Adding Contacts Click Details tab

Academic Computing Services, 2007 Adding Contacts New features include Title and Suffix drop-down boxes

FlaggingContacts Flagging Contacts 1. Select contact by clicking on name 2.Click Follow Up button

ContactsViews Contacts Views Many New view options

CategorizingContacts Categorizing Contacts 1. Right- Click on name 2.Select Categories option

Categorizing Contacts 1. Click on appropriate categories  Click OK