You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-423: Outlook 2013
Topics : Manage schedules (30–35%): Create appointments, meetings, and events •Create calendar items, create recurring calendar items, cancel calendar items, create calendar items from messages, set calendar item times, categorize calendar items, use the scheduling assistant, change availability status, schedule resources, utilize Room Finder
Creating an appointment from a message A meeting is an activity (often a physical meeting or conference call) that involves other people and sometimes resources. A resource can be a conference room, VCR, slide projector, telephones, laptop computer, or other equipment. Usually, a meeting involves you and at least two other people (but can certainly be just you and one other person). Outlook sends a meeting invitation to every person you designate, and they can accept or reject the request or propose a new time for the meeting. Some email messages that you receive might result in your wanting or needing to schedule an appointment on your calendar based on the information in the message. For example, if a friend or co-worker sends you a message that contains the details of the grand opening for a local art gallery, you can add that information to your calendar. Outlook provides a convenient method of creating a calendar item (an appointment, event, or meeting
request) based on an email message; you simply drag the message to the Calendar link or button on the Navigation Bar. When you release the mouse button, an appointment window opens, already filled in with the message subject as the appointment subject, the message text in the content pane, and any message attachments attached to the appointment. The start and end times are set to the next half-hour increment following the current time. You can convert the appointment to an event or meeting in the same way that you would create an event or meeting from within the Calendar module. You can retain any or all of the message information as part of the calendar item so that you (or other meeting participants) have the information on hand when you need it. After creating the calendar item, you can delete the actual message from your Inbox.
The quick way to enter an appointment Some appointments don’t need much explanation. If you’re having lunch with Mom on Friday, there’s no reason to make a big production out of entering the appointment.
- Make sure the calendar is open in a view that shows the hours of the day in a column. For example, the Work Week view does.
- Click the starting time of your appointment.
- Type a description. Lunch with Mom works.
- Press Enter.
Appointments you set up at work often require you to include a little more information than you’d need for your lunch date with Mom. You might want to add
- Details about the location of a meeting
- Notes about the meeting agenda
- A category (so that you can show the boss how much time you spend with your clients)
When you want to give an appointment the full treatment, use the complete method:
- Click Calendar in the Navigator pane. Your calendar appears.
- Click the New Appointment button in the Home tab’s Ribbon. The Appointment form opens Or press Ctrl+N to open the screen that lets you create a new item in your calendar.
- Click in the Subject box and type something there to help you remember what the appointment’s about. For example, type Dentist appointment or Deposit Lottery Winnings or whatever. This text shows up on your calendar.
- (Optional) Click in the Location box and enter the location.
- Add any other information you need to remember about your appointment. The large, empty box in the Appointment form is a great place to save driving directions, meeting agendas, or anything else that might be helpful to remember when the appointment time arrives.
- Click the Save & Close button. The appointment you created appears in your calendar . You may have to change your Calendar view by clicking the Date Navigator on the date the appointment occurs so that you can see your new appointment.
Modifying meetings After you create a meeting in Outlook 2013, you can add or remove attendees, add notes and attachments, change it to an online meeting, and make other changes. You can make these same types of changes with a new meeting invitation before you save it. You can also track which invitees have responded to your meeting invitation to find out who will attend.
- Open an existing meeting.
- Change attendees, subject, and location for the meeting, as needed.
- Add notes or attach documents if needed.
- Click Send Update to send an updated meeting invitation.
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