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Using Categories and Colors
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You can use color as a tool to identify appointments and events. In Outlook 2003, the assignment of colors and categories was separate from that of other categories, but in Outlook 2007 these have been combined. The easiest way to assign color to an
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Using Categories and Colors
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appointment is to use the Categorize drop-down list on the appointment form. You can also create rules that direct Outlook 2007 to assign color labels automatically via the Edit, Automatic Formatting menu option in Outlook 2007.
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Assigning Color Categories to an Appointment Manually
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The Categorize drop-down list on the appointment form shows the different color labels (associated with categories) that you can assign to an appointment as a visual cue to indicate the topic of the appointment. Categories can also re ect appointment importance or requirements. Simply select a color in the drop-down list when you ll in the appointment form. In Figure 20-20, the appointment shown is a business one, and it will be displayed on the calendar in the speci ed color. To set colors independently of categories, use the automatic formatting rules described in the next section.
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Figure 20-20. You can assign a color category label to your appointment.
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You can assign a category to an appointment without associating a color with it, by de ning a category and selecting None for the color. Categories without colors will not provide the visual cue that enables you to quickly identify the nature of an appointment, but they still are useful for example, when you lter your Calendar view by category.
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Manual color category settings always override automatic settings, even when the category color setting is set to None.
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Scheduling Appointments
Assigning Color to an Appointment Automatically
To have Outlook 2007 automatically assign a color label to an appointment, you can create automatic formatting rules. To create a Color rule, do the following: 1. Choose Edit, Automatic Formatting to display the Automatic Formatting dialog box. 2. Click Add to add a new rule. 3. Type a name and assign a label to the new rule. Figure 20-21 shows a rule to automatically color all Important appointments with the red color.
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Figure 20-21. This new rule automatically assigns the red color to all Important appointments.
4. Click Condition to open the Filter dialog box, shown in Figure 20-22, where you specify the condition for the rule.
Figure 20-22. The Filter dialog box lets you set a lter that de nes the condition on which the automatic color rule works. For details about using lters, see Customizing the Current Calendar View on the opposite page.
Printing Calendar Items
5. In this dialog box, assign a condition to the rule. For example, you might use the most basic type of lter and search for a word or phrase in all appointments. In this case, Outlook 2007 will search for the words Phone Conference in the Subject and Notes elds and will apply the rule to mark these appointments as Important (red) if Phone Conference is found.
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The More Choices and Advanced tabs in the Filter dialog box enable you to select other criteria, such as categories, read status, attachments, size, or matching elds.
6. Click OK to assign the condition to the new rule. 7. Click OK twice, once to close the Automatic Formatting dialog box and again to close the Customize View dialog box. A rule is now in effect that all appointments with the phrase Phone Conference in their Subject or Notes eld will be assigned the red color, designating them as Important.
Printing Calendar Items
You can print calendar items in two ways. The simplest method is to right-click the item and then choose Print on the shortcut menu. This method prints the item using the default settings. The other way to print an item is to rst open it by double-clicking it or by right-clicking it and choosing Open. You can then click the Microsoft Of ce Button and click Print to display the Print dialog box, or click the arrow next to Print and select Quick Print to print using the default settings. You can make selections in the Print dialog box to change the target printer, the number of copies, and the print style, if necessary. The print style de nes how the printed item will look. Click Page Setup to change the options for the selected style. In the Page Setup dialog box, use the Format tab to set fonts and shading; the Paper tab to change the paper size, orientation, and margin settings; and the Header/Footer tab to add information to be printed at the top and bottom of the page.
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