Outlook 2010 Managing Your Calendars

Author: mety Nagm Labels::

Outlook 2010

Managing Your Calendars


Screenshot of Microsoft Outlook 2010
Outlook 2010 includes powerful scheduling features in Calendar view. From there, you can create appointments and manage your time.
In this lesson, you'll learn how to schedule appointments and create multiple calendars. We'll also talk about how to organize your schedule, including how to apply categories, reminders, and more.

Calendar View

Calendar view makes it easy to schedule appointments and keep track of important dates, just like a desk calendar. But unlike a physical calendar, Calendar view allows you to quickly edit and rearrange your schedule whenever you want. While most frequently used in the workplace, Calendar view can also be helpful for managing a busy personal schedule on your home computer.
  • To access Calendar view, locate and select the Calendar View tab in the lower-left corner of the screen. Calendar view will appear.
    Screenshot of Microsoft Outlook 2010Accessing Calendar view
Click the buttons in the interactive below to become more familiar with Calendar view

To Create an Appointment:

Whenever you schedule a new appointment, it's easy to add it to your calendar.
  1. Locate and select the New Appointment command on the Ribbon.
    Screenshot of Microsoft Outlook 2010Create an appointment
  2. The New Appointment dialog box will appear. Enter the desired information for the appointment. At the very least, you should include a subject, time, and location but you can also include lots of other information, such as reminder preferences, detailed notes, and more.
  3. When you are done entering the appointment information, click Save & Close.
    Screenshot of Microsoft Outlook 2010Entering and saving appointment information
  4. The appointment will be saved and added to your calendar.
    Screenshot of Microsoft Outlook 2010The appointment added to the calendar
You can also schedule a new appointment by selecting the desired time on your calendar. The New Appointment dialog box will appear with the selected time.
Screenshot of Microsoft Outlook 2010Scheduling an appointment directly from the calendar
If you have a standing appointment—for example, a weekly staff meeting or lunch date every Wednesday—you can create a recurring appointment that will appear on your calendar automatically. Simply click theRecurrence command when scheduling an appointment and then choose how frequently the appointment should be scheduled.
Screenshot of Microsoft Outlook 2010Creating a recurring appointment

Using Multiple Calendars

If you keep a lot of different appointments, you can use multiple calendars to help organize your schedules. For example, you might use one calendar to keep track of your personal tasks and another to manage upcoming meetings with clients.

To Create a New Calendar:

  1. Click the Folder tab on the Ribbon, then click the New Calendar command.
    Screenshot of Microsoft Outlook 2010Clicking the New Calendar command
  2. The Create New Folder dialog box will appear. Enter a name for the new calendar, make sure Calendar is selected, then click OK.
    Screenshot of Microsoft Outlook 2010Creating a new calendar
  3. The new calendar will appear in the View pane. Click the checkbox in the Navigation pane to toggle the calendar on and off.
    Screenshot of Microsoft Outlook 2010The newly created calendar

    Doing More with Calendar

    Once you're familiar with the basics of Calendar view, you can start taking advantage of its most helpful featureswith these additional tips.

    To Apply Categories to Appointments:

    If you schedule a lot of different appointments, you can keep them organized by applying categories, just like email messages. If you've already customized categories to manage email messages (see Lesson 3), you'll be able to apply those same categories to your appointments.
    • To apply a category, select the desired appointment and then click the Categorize command on theRibbon.
      Screenshot of Microsoft Outlook 2010Applying categories to appointments and meetings

    To Create Multiple Day Appointments:

    If you have an appointment that will span multiple days, such as a vacation or conference, you can schedule the appointment to extend across multiple days on your calendar.
    1. When creating the appointment, set the Start and End time for the full length of the appointment.
      Screenshot of Microsoft Outlook 2010Creating a multiday appointment
    2. The appointment will appear on your calendar across multiple days.
    Screenshot of Microsoft Outlook 2010A single appointment spanning multiple days

    To Create Appointment Reminders:

    You can create reminders for your most important appointments, which can be especially helpful if you keep a busy schedule. For example, you might schedule a reminder for an important lunch date that would appear thirty minutes before the appointment.
      1. To create a reminder, simply set a reminder time on the Ribbon when creating a new appointment.
        Screenshot of Microsoft Outlook 2010Setting an appointment reminder
      2. The reminder will appear in a pop-up dialog box at the scheduled time.
        Screenshot of Microsoft Outlook 2010The scheduled reminder

    To Print Calendars:

    If you need to reference your schedule on the go, it's easy to print your calendars.
      1. Click the File tab on the Ribbon.
        Screenshot of Microsoft Outlook 2010Clicking the File tab
      2. Backstage view will appear. Locate and select Print.
        Screenshot of Microsoft Outlook 2010Clicking Print in Backstage view
      3. The Print pane will appear. Choose your desired layout, including daily, weekly, and monthlysummaries of your appointments and meetings, then click Print.
        Screenshot of Microsoft Outlook 2010Printing calendars



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