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Figure 5-7: The Appointment window is used to set up or change an appointment
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arrow on the left to display a small calendar in which you can choose a date
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Microsoft Of ce Outlook 2010 QuickSteps Scheduling and the Your PC PC QuickSteps Getting to Know Calendar
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Depending on where you click in the Calendar grid, the window that opens may be either an Appointment window or an Event window The only difference, other than the title, is that All Day Event is selected and the free/busy indicator is set to Free for an event If you
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5 Click the down arrow on the right, and select a start time 6 Click the End Time down arrow, and select the end date and time By default, the end
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date for an appointment is the same date as the start date unless you have selected All Day Event
7 If you have selected more than one time zone, select the appropriate time zone for this
appointment
get an Event window when you want an Appointment window, simply clear the All Day Event check box
8 Type any notes or other information necessary in the message section of the
Appointment dialog box
9 In the Appointment tab Options group, click the Show As down arrow, and tell Outlook
how to display this time slot on your calendar
Free This time is available to be scheduled for an appointment Tentative This time is potentially scheduled, but is currently not finalized Busy This time is now unavailable to be scheduled for anything else Out Of Office This time is unavailable and cannot be scheduled
10 In the Appointment tab Options group, click the Reminder down arrow, and set the
reminder time See Use Reminders later in this chapter for more information
11 In the Appointment tab Actions group, click Save & Close to save
your appointment
ENTER AN EVENT IN A WINDOW
To enter an all-day event:
1 In the Outlook Calendar, from the ribbon s Home tab, click New
Items in the New group
2 Click All Day Event The New Event window opens 3 Click Subject to enter text describing the event as it will appear on
NOTE
Recurring appointments and events can save you a lot of time re-entering activities, but they can also generate a lot of entries, which may unnecessarily fill your calendar
your calendar
4 Click Location to type information about the location By default, All Day Event is
selected
5 Repeat steps 8 11 from Enter Appointments in a Window The start and end times
become unavailable; the reminder, by default, goes to 18 hours; and Show Time As changes to Free, as seen in Figure 5-8
Enter only the recurring appointments that you want to remember
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Microsoft Of ce Outlook 2010 QuickSteps PC PC QuickSteps Getting to Know Your Scheduling and the Calendar
1 2 3 4
Figure 5-8: An Event window looks much like the Appointment window, except All Day Event is selected
Enter Recurring Appointments
Often, you ll have appointments and events that recur predictably, for example, a weekly staff meeting, a monthly planning meeting, a monthly lunch with a friend, and birthdays You obviously do not want to re-enter these every week, month, or year Outlook has a feature that allows you to enter these activities once and have them reappear on a given frequency for as long as you want
1 Create a new appointment as described in Enter Appointments in a Window 2 In the Appointments tab Options group, click Recurrence The Appointment
Recurrence dialog box appears, as shown in Figure 5-9
Figure 5-9: Use the Appointment Recurrence dialog box to schedule recurring appointments automatically
3 Click the Start down arrow, and select the start time of this recurring appointment 4 Click the End down arrow, and select the end time 5 Click the Duration down arrow, and select the length of time this appointment lasts 6 Click Recurrence Pattern and choose how often this appointment occurs The specific
fields you enter to complete the pattern will differ, depending on the appointment interval you choose
9 10
Microsoft Of ce Outlook 2010 QuickSteps Scheduling and the Your PC PC QuickSteps Getting to Know Calendar
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7 Under Range Of Recurrence, click the down arrow, select the date this appointment
starts, the number of times it occurs, and its ending date
8 Click OK to close the Appointment Recurrence dialog box 9 Click Save & Close
EDIT RECURRING APPOINTMENTS
To change one instance of a recurring appointment:
1 In the Outlook Calendar, locate and double-click a recurring appointment in any
calendar view The Open Recurring Item dialog box appears
2 Click Open This Occurrence if you want to make a change to only this instance of the
appointment
3 Click OK to open the Appointment window and make the necessary changes to this
occurrence of the appointment
4 In the Appointment Occurrence tab Actions group, click Save & Close
To change all instances of a recurring appointment:
1 In the calendar, locate and double-click the recurring appointment in any calendar
view The Open Recurring Item dialog box appears
2 Click Open The Series if you want to make a change to the recurring appointment
itself
You can delete a single instance of a recurring activity without affecting the rest of the series If you choose to delete a recurring activity, the dialog box asks if you want to delete the current instance of the activity or the entire series
3 Click OK to open the Appointment window 4 In the Appointment Occurrence tab Options group, click Recurrence (if you forgot to
click Open The Series in step 2, you will see Edit Series in place of Recurrence ) The Appointment Recurrence dialog box appears
5 Make the necessary changes to this appointment, and click OK 6 In the Appointment Occurrence tab Actions group, click Save & Close
Move Appointments
If an appointment changes times within a day, you can move it to its new time by simply dragging it to that new time, as you saw earlier If you entered an event on the wrong day, or if an appointment changes days, you can drag it to the correct day in the Work Week, Week, or Month view or in the Date Navigator You cannot drag a recurring appointment to a date that skips over
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Microsoft Of ce Outlook 2010 QuickSteps PC PC QuickSteps Getting to Know Your Scheduling and the Calendar
another occurrence of the same appointment You can, however, change a recurring appointment to another date before the next one occurs The different ways to move appointments or events are:
You can copy an activity by right-dragging it (use the right mouse button) to where you want the copy and selecting Copy from the context menu that appears when you release the right mouse button
Drag the appointment to the day you want in a Work Week, Week, or Month view; Calendar Navigator; or Date Navigator You can drag an appointment anywhere in the Calendar grid by dragging from anywhere in the appointment, except at the expansion points on the middle of the sides When you drag an appointment to a new day, it will be placed in the same time slot You can change the time by dragging it to the new time, either before or after you move it to the new day
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