Outlook Lesson 6Managing Calendars and Tasks

Microsoft Office 2010 Advanced

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Outlook Lesson 6

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Objectives

Customize calendar views and settings. Organize meetings. Respond to meeting invites. Share calendars. Organize and display tasks. Export Outlook data. Delete calendar items and tasks.

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Vocabulary

alternate calendar iCalendar format

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Introduction

Outlook’s calendar and task features help you organize your schedule and tasks.

In this lesson, you will explore many features that will help you better manage your time.

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Changing Calendar Views and Settings

Creating New Appointments and Events You can easily create new appointments and

events in Outlook.

5Appointment window

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Changing Calendar Views and Settings (continued)

Customizing Calendar Views You can select a range of days, or multiple

noncontiguous days, to be displayed at the same time in Day view.

You can create custom views by filtering categories assigned to items in the calendar.

You can increase or decrease the blocks of time for appointments by adjusting the Time Scale settings.

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Changing Calendar Views and Settings (continued)

Multiple noncontiguous days displayed in Day view

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Changing Calendar Views and Settings (continued)

Customizing Calendar Settings You can customize the calendar settings so

that the Work Week view displays the days in your work week schedule.

You can choose to show the holidays of a different country.

You can add an alternate calendar, which is a second calendar that appears in the same view as the standard Outlook calendar.

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Changing Calendar Views and Settings (continued)

Week numbers and alternate calendar dates displayed

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Changing Calendar Views and Settings (continued)

Creating Multiple Calendars

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Creating multiple calendars enables you to view different schedules.

If you have several calendars, you can organize them in groups.

New calendars and groups

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Changing Calendar Views and Settings (continued)

Selected calendars displayed side by side

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Changing Calendar Views and Settings (continued)

Four calendars overlaid in one calendar grid

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Managing Meetings

Meetings differ from appointments in that you must:– Invite other people to join you for a meeting.– Let them know the time and location of the

meeting.

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Managing Meetings (continued)

A meeting invitation before it is sent

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Managing Meetings (continued)

When attendees open a meeting request in their Outlook Inbox, a Quick View of their calendar appears.

15A meeting invitation when it is opened in an Inbox

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Sharing Calendars

You can send your calendar to others via e-mail.– An iCalendar is an Internet calendar saved in a

format that is compatible with calendar programs. Another way to share a calendar is to print a

hard copy. If you want to make a calendar available to

several people, you can publish it to the Internet.

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Sharing Calendars (continued)

Send a Calendar via E-mail dialog box

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Managing Tasks

Outlook offers many features to help you organize and view tasks.

Creating New Tasks– In the Navigation Pane, click the Tasks button.– If necessary, click the Home tab. In the New

group, click the New Task button. Maximize the task window and then enter the information for the new task.

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Managing Tasks (continued)

Organizing and Displaying Tasks You can see your tasks in Outlook in many

views. You can open the Tasks folder and see all

the tasks in the To-Do List window. The To-Do Bar displays the Date Navigator,

appointments, and a list of tasks.

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Managing Tasks (continued)

Navigation Pane, To-Do List, and To-Do Bar with task list

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Exporting Outlook Data

When you export Outlook items to be used on other computers, you create an Outlook Data File with the .pst file extension.

When importing data into Outlook, you must download a .pst file.

Synchronizing data enables you to keep your contact and calendar information the same in all locations.

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Deleting Calendar Items and Tasks

To remove a calendar or task, you must delete the items from your Calendar and Tasks folders.

22Task items grouped by category

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Summary

In this lesson, you learned: Changing the calendar views enables you to

focus on different time periods, such as one week or one month at a time.

You can customize your calendar by adjusting the settings for holidays and showing an alternate calendar.

You can create multiple calendars and organize them into groups.

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Summary (continued)

Outlook offers several features that make it easy to organize and track meeting invitations. You can easily respond to meeting invitations, and Outlook will automatically add the meeting to your schedule.

You can share your calendar information with others via e-mail or by printing hard copies.

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Summary (continued)

Tasks are often visible as you work with Outlook, and you can arrange how the task information is displayed in the To-Do List, in the calendar, and in the To-Do Bar.

You can filter data from an Outlook folder and then export the data to a file so the information can be opened on another computer using Outlook.

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