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Microsoft Outlook Calendar Self Study Guide


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Online training for Microsoft Outlook Calender

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Microsoft Outlook Calendar Self Study Guide

  1. 1. 1 O h Why? We all have 24 hours in a day so why is it that some people get more done than I do? Why are some people happier than me? Why does my boss always complain about delay in projects and meeting deadlines? Does having a productive day have anything to do with happiness? Good questions – so let’s look for the answer… …
  2. 2. 2 A person who does not think and plan long ahead will find trouble right at his door Time planning is increasingly gaining importance in today’s finance industry—and it’s touching every area, from HR and Business Strategy to Marketing and Sales Managing your time successfully implies accomplishing what is most important for you. When you don’t accomplish what you truly want, you may feel confused, compromised, and frustrated Lost wealth may be replaced by industry, lost knowledge by study, lost health by temperance or medicine, but lost time is gone forever Plan your progress carefully; hour-by hour, day-by-day, month-by-month. Organized activity and maintained enthusiasm are the wellsprings of your power ………
  4. 4. <ul><li>EACH SLIDE ANSWERS SOME QUESTIONS WHICH ARE : </li></ul><ul><li>SLIDE 5 </li></ul><ul><li>WHAT IS NAVIGATION PANE </li></ul><ul><li>HOW TO OPEN YOUR CALENDAR </li></ul><ul><li>SLIDE 6 </li></ul><ul><li>HOW TO SELECT DIFFERENT VIEWS OF CALENDAR </li></ul><ul><li>WHAT IS CALENDAR </li></ul><ul><li>WHAT YOU CAN DO WITH THE CALENDAR </li></ul><ul><li>SLIDE 10 </li></ul><ul><li>HOW TO UNDO, CUT, COPY AND PASTE & DELETE </li></ul><ul><li>HOW TO MOVE OR COPY AN ITEM IN A FOLDER </li></ul><ul><li>HOW TO LABEL AN ITEM </li></ul>FINDING YOUR WAY THROUGH THE PRESENTATION <ul><li>SLIDE 7 </li></ul><ul><li>HOW TO OPEN OTHER’S CALENDAR </li></ul><ul><li>HOW TO COPY A CALENDAR IN ANOTHER FOLDER </li></ul><ul><li>HOW TO IMPORT AND EXPORT CALENDAR DATA </li></ul><ul><li>HOW TO CREATE AN ARCHIVE </li></ul><ul><li>HOW TO PRINT </li></ul><ul><li>SLIDE 8 </li></ul><ul><li>HOW TO GRANT PERMISSION TO OTHERS TO ACCESS YOUR CALENDAR </li></ul><ul><li>SLIDE 11 </li></ul><ul><li>HOW TO CREATE A MEETING REQUEST </li></ul>4 <ul><li>SLIDE 12 </li></ul><ul><li>HOW TO CHECK OTHERS AVAILABILITY FOR A MEETING REQUEST </li></ul><ul><li>HOW TO DO TRACKING </li></ul><ul><li>SLIDE 13 </li></ul><ul><li>HOW TO REPLY A MEETING REQUEST </li></ul><ul><li>SLIDE 14 </li></ul><ul><li>HOW TO CREATE NEW EVENT </li></ul><ul><li>SLIDE 9 </li></ul><ul><li>HOW TO CREATE NEW APPOINTMENT </li></ul><ul><li>HOW TO TURN AN APPOINTMENT INTO A MEETING </li></ul><ul><li>SLIDE 15 </li></ul><ul><li>HOW TO ENABLE ALTERNATE CALENDAR </li></ul><ul><li>HOW TO ENABLE ADDITIONAL TIME ZONE </li></ul><ul><li>SLIDE 1 6 </li></ul><ul><li>HOW TO SET CALENDAR WORK WEEK AS PER YOUR CURRENT </li></ul><ul><li>GEOGRAPHIC LOCATION </li></ul>Prepared by: Syed Muhammad Raza IT Manager, Saudi Railway Company Contact: +966-554468007
  5. 5. 5 HOW TO ... Open the Calendar by clicking on the Calendar tab on the lower left in Navigation Pane The Navigation Pan In Navigation Pan you have Mail , Calendar , Contacts and Task etc. Each of these tabs will direct you to different function within Outlook
  6. 6. 6 HOW TO ... Microsoft Calendar is the calendar & scheduling component of Outlook & is fully integrated with Email, contacts & other features. You can view a Day, Week, or Month at once. <ul><li>With the Calendar you can do following </li></ul><ul><li>Appointments: involves only your schedule and time </li></ul><ul><li>Meeting: an appointment becomes a meeting when you invite other people </li></ul><ul><li>Events: when an appointment lasts longer than 24 hours </li></ul>Appointment Meeting Event You may select different views for Calendar like Daily, Weekly or Monthly etc. Main Calendar Screen
  7. 7. 7 HOW TO ... How to Print 1) Click on Print... 2) Specify settings of your choice e.g. Print “Daily Style” 3) Click on OK How to open other’s calendar 1) Click on File 2) Click on Open 3) Click on Other user’s Folder... 4) A popup window will appear. Specify Name 5) Under Folder type select Calendar Other’s Calendar will open only if the particular person has granted you access permission How to copy a calendar in another folder 1) Click on Folder 2) Click on Copy Folder 3) Specify the targeted Folder and click OK How to Import and Export Calendar data 1) Click on Import & Export then select required format How to create an Archive 1) Click on Archive... 2) Specify Date i.e. the date up to which data should be stored in the file 3) Specify the File Name a b d c e a b c d e Oh wow! I can also view others calendar in my calendar window
  8. 8. 8 HOW TO ... During all this activity your computers must be connected with Exchange server a c b d How to grant permission to others to access your calendar 1) Click on Tools 2) Click on Options 3) Opens the Options window Follow the below points Click on Delegates Click on Add Specify Name or Group and click OK Assign permission to delegate as per business requirement Similarly you can also grant access permission for other folders in outlook a b c d
  9. 9. 9 HOW TO ... How to turn an appointment into a meeting Click Invite Attendees in appointment window Enter a name or names in the To box Select any additional options you want Click Send Automatically generates an email message to the attendees How to create new Appointment 1) Click on Action 2) Click on New Appointment 3) Opens the Appointment Window 4) Specify detail of appointment through Subject, Location, Start & End time, Label, Reminder, Show time as & Notes section 5) When finished click on Save and Close 6) To make the appointment recur, click New Recurring Appointment or Recurrence button in Appointment window
  10. 10. 10 HOW TO ... Undo Delete Cut: You can cut and paste items in a different time slot Delete item An appointment is also referred to as an item Copy: You can copy & paste items for another time slot Paste item Move to folder………. Copy to folder………. How to Move or Copy an item in a folder 1) Click on Move to folder or Copy to folder... 2) Specify targeted Folder 3) Click on OK How to Label an item 1) Select the existing appointment 2) Click on Label 2) Choose a Label from the list of colored labels a c b d e f g a b c d e f g
  11. 11. 11 HOW TO ... HOW TO ... To make the meeting recur, click New recurring Meeting or Recurrence button in meeting window How to create a Meeting Request 1) Click on New Meeting Request 2) Opens the Meeting Windows 3) Click on To and specify names of Attendees 4) Specify detail of meeting through Subject, Location, Label, Start time, End time, Reminder, Show time as & Notes section 5) When finished click on Send
  12. 12. 12 HOW TO ... HOW TO ... How to check others availability for a meeting Please follow the previous slide, as already we have opened a Meeting window Click on Scheduling under meeting request windows a How to do Tracking After sending request anytime you may track your request Click on Tracking under meeting request windows b a It is Blue for optional & Red for required people b Here you can view user’s response for your meeting
  13. 13. 13 HOW TO ... HOW TO ... How to reply a meeting Request which you may receive from others Click Accept if you want to accept the invitation Click Tentative if you can provisionally accept the invitation Click Decline if you want to turn down the invitation Click Propose New Time if you want to modify meeting time a b c d a b c b
  14. 14. 14 HOW TO ... HOW TO ... Don’t you want to remember your beloved's birthday? You can do this by clicking Recurrence button in the Event Window How to create new Event 1) Click on New All Day Event 2) Opens the Event Window 3) Specify detail of Event through Recurrence, Subject, Location, Start time, End time, Label, Reminder, Show time as and Notes section 5) When finished click on Save and Close
  15. 15. 15 HOW TO ... HOW TO ... How to Enable Alternate Calendar and Additional Time Zone 1) Click on Tools 2) Click on Options 3) Opens the Options window Follow the below points Click on Calendar Options Click on Enable alternate calendar and select desired calendar Click on Time Zone Label your time zone with a user friendly name & select Time Zone Click Show an additional time zone Label your time zone with a user friendly name & select Time Zone a b c d a b c d e f e f Time for both location is visible You can view both English and Arabic dates Q) I do a lot of traveling & often wind up In a different time zone several times times a week but my Calendar doesn't keep up with the time changes, & I am always struggling to adjust the time changes for my calendar You can always keep Outlook running with your current time zone, and reminders will arrive on time when you move to another time zone, just accordingly update the setting in Outlook
  16. 16. 16 HOW TO ... HOW TO ... b c How to set Calendar work week as per your current geographic location Let ’ s assume currently you are ın Saudı Arabıa 1) Click on Tools 2) Click on Options 3) Opens the Options window Follow the below points Click on Calendar Options Under Calendar work week select Saturday, Thursday and remove check from Friday Click on First day of week and select Saturday a c b a
  17. 17. 17 CONCLUSION Oh Wow! I have full control on work life balance with the help of Outlook calendar
  18. 18. 18 HOW TO ... HOW TO ... If you have some queries or require assistance please feel free to contact me on my mobile +966-554468007
  19. 19. 19 HOW TO ... HOW TO ... Time is the most valuable coin in your life. You and you alone will determine how that coin will be spent. Be careful that you don't let other people spend it for you.