This document provides an overview of advanced features in Microsoft Outlook, including the calendar, tasks, journal, and notes. It discusses how to create appointments, recurring events, meetings, and tasks. It also reviews how to view calendars and tasks in different views and sort appointments. The document demonstrates how to use the journal to record manual entries and how to create, view, and modify notes. The goal is to build on existing Outlook skills and knowledge.

1. Using
Microsoft Outlook:
Part II

2. Objectives
• Build on existing Outlook
knowledge and skills
• Calendar
• Tasks
• Journal
• Notes
Next

3. Advantages of
the Calendar Feature
• Birthdays – set as recurring events –
appear on the date every year.
• Tasks or bills due on the same day each
month? Make one appointment and
receive reminders.
• View multiple calendars, side by side
• More…
Next

4. The Outlook Calendar
To access the Outlook
Calendar, simply
click the Calendar
button in the
Navigation pane.
Next

5. Calendar Views
• There are several ways to view your
calendar in Outlook. Use the Calendar
toolbar to experiment with different views.
Back Next

6. Create an Appointment
To create a new appointment, click the New
button.
Back Next
Alternate Methods:
Click Actions, New Appointment
OR Ctrl+N

7. The Appointment Window
Back Next

8. Practice
1. Create a new appointment.
2. Make sure you assign it to a
category.
3. Navigate between the calendar
views to see how the
appointment is displayed.
NextBack

9. Recurring Appointments
Back Next
Click Options, then recurrence, then
set your appointment information.

10. Let’s Try It!
Back Next
1. Create recurring appointment
using your birthday,
anniversary, or other significant
event.
2. Be sure to assign it to a
category.
3. Track it through the various
Calendar views.

11. Viewing/Sorting Appointments
Back Next
Appointment can be viewed (sorted) in various ways.
Click View, Arrange By, and Current View
Try the options listed in the menu.

12. Creating a Meeting
Back Next
Creating a new
meeting is similar
to creating an
appointment.
Click File, New,
Meeting Request.

13. The Meeting Request Form
Back Next
This section is used to create an online
meeting – a topic covered in later training
sessions.

14. Picking a Meeting Time
Back Next
Select
attendees
by keying in
their contact
name…
or clicking
the Add
Others
button.

15. Checking Availability
Back Next
Once you have selected the attendees,
the calendar will show you their availability
– provided that the individual uses Outlook
for his/her calendar and has Free/Busy
options established.
Calendar
Legend

16. Send!
Back Next
Once you have
chosen all the
attendees and
selected the
options, just click
the Send button.

17. Tasks
Back Next
In Outlook, Tasks can
comprise your “To Do” list.
Tasks can be date specific
or non-specific.
To create a new task,
choose Tasks from the
Navigation menu.

18. Creating a Task
Back Next
Click the New
button…
Or double-
click on any
blank line in
the task list.
A new task
window will
open.

19. New Task
Back Next
Let’s explore this screen. You’ll find it
similar to appointments and other
Outlook functions.

20. Now You Try It!
Back Next
Your mission… should you choose to accept it…
is:
1. Create three new tasks. Make sure that each
task has an assigned category.
2. Assign one of the tasks to someone else in this
training session.
3. Modify the status of the task you RECEIVE.
4. View the status of all the tasks in your mailbox.

21. Viewing Tasks
Back Next
Time to experiment again! Choose each of the
different views on the left and watch the task list
change on the right.
Click on a task, mark it complete or change it
category, and experiment again.

22. The Outlook Journal
Back Next
• To access the
Outlook Journal,
simply click the
appropriate button
in the Navigation
pane.
Missing buttons?
Click here.

23. Journal Views
Back Next
Time to experiment
again!
Choose the different
journal views to
observe the way
the information is
displayed.

24. Limiting Journal Data
Back Next
• Click Tools,
Options.
• Click the Journal
Options button.
• Select (or
deselect) items.
• Click OK.

25. Manual Journal Entries
Back Next
• Click New, Journal Entry.
Once you have completed
the entry, click Save and
Close.

26. Using the Notes Features
Back Next
Click the Notes
button in the
Navigation pane.
Click the New
button.
Use the “sticky” to
create a note.
Click the close
button [X] or click
anywhere outside
the note.

27. Having “Sticky” Fun
Back Next
Now you try it!
1. Create three notes.
2. Experiment with the different views.
3. Delete a note.
4. Assign one note a category.
5. Assign one note to a contact.
Bonus Topic – Time Permitting

28. Questions?
Contact the Help Desk at x4400
or nr4help@nr.edu.
Or call your trainer!