Using
Microsoft Outlook:
Part II
Objectives
• Build on existing Outlook
knowledge and skills
• Calendar
• Tasks
• Journal
• Notes
Next
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
The Outlook Calendar
To access the Outlook
Calendar, simply
click the Calendar
button in the
Navigation pane.
Next
Calendar Views
• There are several ways to view your
calendar in Outlook. Use the Calendar
toolbar to experiment with different views.
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Next
Create an Appointment
To create a new appointment, click the New
button.
Alternate Methods:
Click Actions, New Appointment
OR Ctrl+N
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Next
The Appointment Window
Back
Next
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.
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Next
Recurring Appointments
Click Options, then recurrence, then
set your appointment information.
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Next
Let’s Try It!
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.
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Next
Viewing/Sorting Appointments
Appointment can be viewed (sorted) in various ways.
Click View, Arrange By, and Current View
Try the options listed in the menu.
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Next
Creating a Meeting
Creating a new
meeting is similar
to creating an
appointment.
Click File, New,
Meeting Request.
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Next
The Meeting Request Form
This section is used to create an online
meeting – a topic covered in later training
sessions.
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Next
Picking a Meeting Time
Select
attendees
by keying in
their contact
name…
or clicking
the Add
Others
button.
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Next
Checking Availability
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
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Next
Send!
Once you have
chosen all the
attendees and
selected the
options, just click
the Send button.
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Next
Tasks
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.
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Next
Creating a Task
Click the New
button…
Or doubleclick on any
blank line in
the task list.
A new task
window will
open.
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Next
New Task
Let’s explore this screen. You’ll find it
similar to appointments and other
Outlook functions.
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Next
Now You Try It!
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.
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Next
Viewing Tasks
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.
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Next
The Outlook Journal
• To access the
Outlook Journal,
simply click the
appropriate button
in the Navigation
pane.
Missing buttons?
Click here.
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Next
Journal Views
Time to experiment
again!
Choose the different
journal views to
observe the way
the information is
displayed.
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Next
Limiting Journal Data
• Click Tools,
Options.
• Click the Journal
Options button.
• Select (or
deselect) items.
• Click OK.
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Next
Manual Journal Entries
• Click New, Journal Entry.
Once you have completed
the entry, click Save and
Close.
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Next
Using the Notes Features
Click the Notes
button in the
Navigation pane.
Click the New
button.
Back
Use the “sticky” to
create a note.
Click the close
button [X] or click
anywhere outside
the note.
Next
Having “Sticky” Fun
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.
Back
Bonus Topic – Time Permitting
Next
Questions?
Contact the Help Desk at x4400
or nr4help@nr.edu.
Or call your trainer!