Outlook Module 4 Sept 28, 2007

MS Outlook for Teachers Module 4

Module 4 Tutorial
Welcome to the tutorial for Module 4.
The purpose of this tutorial is to develop a working knowledge of how to use your Outlook calendar.
From MS Outlook you can access both your personal calendar and the school’s master calendar.

Before we get started . . .
Remember that the toolbar pictured may have a slightly different layout from yours.
In Module 1, we covered basic email messages.
In Module 2, we worked with mail folders.
In Module 3 we:
Created and edited a new contact.
Create a distribution list to send one mail message to multiple contacts.
Deleted entries and distribution lists.
Sent a distribution list to another person's address book.

Module 4 Objectives:
Open and view your personal calendar
Open and view the school master calendar
Schedule and delete an appointment
Set a reminder

Your Personal Calendar

Your Personal Calendar – Example
You add dates and appointments as you like.
You can even add your lesson plans to your own calendar.

Your Personal Calendar – How To
To view your personal calendar in Outlook, click “Calendar” in the Navigation Pane to the left in the Outlook window.
Use the buttons on the toolbar to specify which view you want – Day, Week, or Month.

CBDS Master Calendar

CBDS Master Calendar
You can also view the CBDS master calendar from Microsoft Outlook.

CBDS Master Calendar – Example
This calendar lets you view all CBDS events, from staff birthdays to school holidays & athletic events.

CBDS Master Calendar – How To
From the folder list on the left side of your Outlook window click the small plus sign next to All Public Folders.
A long list of sub folders appears beneath the “All Public Folders.”

Next click the small plus sign to the left of the CBDS folder.
The word “calendar” appears beneath CBDS.
Click Calendar and then use the buttons on the toolbar to specify which view you want – Day, Week, or Month.

Just as you can scroll to a particular date in your personal outlook calendar, you can scroll to a date in the CBDS master calendar.

Schedule & Delete Appointments

Schedule Appointments
Unlike when you use a paper calendar, Outlook gives you options about appointments you need to schedule. For example, you can choose between having the appointment occur repeatedly or just one time.
Outlook will block out the time in your schedule, helping you to avoid scheduling conflicts with others. In addition, as you’ll see in the next part of this tutorial, when it's time to go to a meeting Outlook will remind you.
Finally, we will also learn how to schedule an appointment with another person by sending them an invitation through MS Outlook.

Schedule Appointments– Example

Schedule Appointments – How To
First you need to open your personal outlook calendar.
Remember, click “Calendar” in the Navigation Pane to the left in the Outlook window.

Find the date you need to schedule your appointment and then click the Actions menu.
Choose “New Appointment.”

A new appointment window will open.

Fill in the Subject and Location fields. Select the start and end times or check the “All day event” box.

If you need to share this appointment with other people, simply click the “Invite Attendees” button.

Fill in the email addresses of the people that you want to send the appointment to and press the Send button.

Delete Appointments – How To
We all make mistakes!
Luckily, deleting a scheduled outlook appointment is very simple - just open the appointment and press the delete button on the standard toolbar.

Set a Reminder

Set a Reminder – Example
Outlook can also remind you of upcoming appointments at a time you designate.
As you can probably imagine, this can be very helpful!

Set a Reminder – How To
First, schedule the appointment just as you have before.
Then check the “Reminder” box and choose the time at which you would like for Outlook to prompt you.
You can choose minutes, hours, or even days before the appointment.

When the time comes, outlook will display a reminder window on your screen and you will hear a small chime sound reminding you of your scheduled appointment.

Review

Review
In Module 4, you learned how to:
Open and view your personal calendar
Open and view the school master calendar
Schedule and delete an appointment
Set a reminder

Outlook Module 4 Sept 28, 2007

by mc director

Accessibility

Categories

Upload Details

Usage Rights

1 Embed 1

Statistics

Outlook Module 4 Sept 28, 2007 Presentation Transcript