slides with Outlook® Calendar Tips, Hints, Steps, For Admins

1. Time-Saving and Efficiency Tips, Hints, and Steps
for Administrative roles
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2. Outlook® 2010 Calendar
 Launching Calendar first
 Good for: seeing your appointments and weekly plan first.
 Scheduling a meeting/training
 Good for: getting the meeting on your and invitee Calendars;
converting meeting time zone differences automatically;
having related meeting notes, phone numbers, links
convenient and readily handy.
 New Appointment, New All Day Event, and Recurring
Appointments or Events
 Good for: scheduling meetings, project time
slots, vacations, breaks/lunches, and recurring of the same.
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3. Launching Calendar first
 Steps:
 Click on Calendar, File Tab, Options.
 On left-side menu, select Advanced.
 Under the Outlook® start and exit section, Start
Outlook® in this folder, click on Browse.
 Select Calendar, click OK, and OK again.
 After you close Outlook® and re-launch, it will open to
Calendar.
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4. Scheduling a meeting/training
 Steps:
 Click on Calendar, New Meeting.
 Enter the people you would like to invite in the To field,
meeting topic in Subject, Location, and your preferred Start
and End date and time.
 Then Click on Scheduling Assistant to find convenient
meeting times.
 Check the Suggested times portion of the window – bottom
right-hand side. Select one of the time slots, then click back
on the Appointment view.
 Type a message to attendees in the Meeting body, then Send.
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5. New Appointment, New All Day
Event, and Recurring
 Scheduling vacation time – click on first day of
vacation, right-mouse click and select New All Day Event.
 In Subject, enter Vacation; in Location, leave blank or enter
as you like.
 Start time: will display the first day you selected, and on
End time, click to select the last day of vacation.
 Above the Subject line, in the Options section, where it
shows Free, click to select Out of Office.
 Save & Close.
 When others try to set up appointments with you, it will
show that you will not be in the office during that time
stretch.
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6. New Appointment, New All Day
Event, and Recurring
 Scheduling recurring appointments (lunches, weekly meetings, etc.) -
click on the day of next occurrence, right-mouse click and select New
Recurring Appointment.
 Appointment Recurrence window opens. Enter Start and End Times.
 If it’s a daily appointment, like lunch, in the Recurrence pattern, click
on Daily and Every weekday. If it’s a weekly appointment or
meeting, click on Weekly and the day(s) it occurs, then click OK.
 Enter a Subject, Location if applicable, and Above the Subject line, in
the Options section, where it shows Free, click to select Out of Office
or Busy, as appropriate.
 If you would like a reminder alert, select which alert time you want.
Good for reminding yourself you have a few minutes to wrap things up
before meeting or appointment.
 Save & Close.
 When others try to set up appointments with you, it will show that you
will be unavailable during that time.
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7. New Appointment, New All Day
Event, and Recurring
 Reminder Alerts: difference between None and 0
minutes:
 Selecting None for reminder means you will get no
reminder.
 Selecting 0 minutes means you will get a reminder at the
start time – 0 minutes before appointment.
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8. New Appointment, New All Day
Event, and Recurring
 Scheduling Recurring Event (corporate
anniversary, annual meeting, customer
event, birthday, etc.) – click on the day or first day of
event, right-mouse click and select New Recurring
Event.
 Under Recurrence pattern, select appropriate
option, and OK.
 Enter Subject, Location if applicable, and in Options
select appropriate availability. Some events we just
want to know when they will be, but won’t be out, so
can keep Free as selection.
 Save & Close.
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9. Questions?
 There are many more Outlook® 2010 functions and
features available; they are all excellent and valuable
tools.
 If you have questions or would like to review specific
steps, please see my function-specific presentations, or
contact me.
I hope you find this information helpful;
good luck and best wishes!
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