The Calendar window

Outlook 2003

For Outlook 2000 and XP

In our agenda, we place all our appointments, meetings and events, as we would in a normal paper calendar.
We open our calendar by clicking on Agenda in the navigation panel for versions 2003 and for the versions 2000 and XP, we find them back in the Outlook Bar.

Calendar

In the standard toolbar of our agenda we find four buttons to determine the view of our calendar.
These are: “Day”, “Work Week”, “Week” and “Month”.

When we use Outlook 2003 we can also change the view when we choose “View” – “Arrange by” – “Current View” in the menu bar, and a display mode in the drop-down menu.
For versions 2000 and XP, we click on “View” – “Current View” in the menu bar and choose a display in the drop-down menu.
The “Day” view gives us the most detailed list of activities for that day.
It gives us a list of appointments, meetings and a list of the tasks we must accomplish that day.
It is the default view of Outlook.

Navigating our Agenda

To select a particular day in our calendar we use the calendar.
We can click the next or previous buttons to navigate to the month that we desire.
We can click on the month name of the calendar to select month.
And we may select one day by clicking the calendar itself.

We can also navigate to a specific date by using the dialog box “Go To Date”.

To open the versions 2000 and XP, choose “View” – “Go” – “Go To Date” in the menu bar.
For the 2003 version, choose “Go” – “Go To Date” in the menu bar.
You can choose a date by clicking on the black arrow, and you can choose a date by typing the date in the “Date”.
You can still choose the display type in the box ” Show in “.
Click OK.
If you want to return to current day, click the standard toolbar for our agenda “Today”.
Or you choose “Go” – “Today” in the menu bar for Outlook 2003.
For Outlook 2000 and XP, select “View” – “Go” – “Today” in the menu bar.

Appointments, meetings and events

In our agenda, we can enter three types of items:

1. “Appointments” (eg doctor’s appointment or hairdresser)
2. “Meetings” (eg a meeting with all the vendors of the company)
3. “Events” (eg a birthday)

The difference between an appointment and an event is, that an event is at least 24 hours, and an appointment is usually not.
You can set each of these types by clicking on “File” – “New” in the menu bar and select “Appointment” (for an appointment or event), or “Meeting Request”.
For an appointment ,we use the same event window.

A quick way to add an event is by clicking on the grey area on the agenda.
Or, for an appointment by double clicking on the hour when the appointment is to be inserted.

Selecting Agenda items

In our agenda we have the items we have created, you can select them to change or delete.
To do this we click the item and choose “Edit” – “Delete” from the menu bar.
Or, if we want to make changes, we double-click on the item.

Creating Appointments

If we want to create an appointment, we open the “Appointments” folder, and click the “New” button in the standard toolbar.
Or we choose “Actions”- “New Appointment” in the menu bar.
This opens the “Appointment”:

We give a subject, a place, a start and an end time for our appointment.
In versions 2003 and XP, we can enter a label (color), to give this extra attention.
We can have a “reminder alert” by pressing the box for “reminder”, and set a time so that Outlook keeps us informed of our appointment.
If you do not want this, click again to “Uncheck” this box.

To specify how our appointment will appear to others whom we might want to invite to a meeting, we click the black arrow next to “Show Time As” and make a choice from the drop-down menu.

In the text below we can enter any additional notes.
Click the “Contacts”, to associate our appointment with one of our contacts.
Click the “Categories”, to associate our appointment with one of our categories.
If you set someone as a delegate for your email account, and you have given him access to your calendar, but would not want him to see this appointment, check the box marked “Private”.

Click “Save and Close” in the Standard toolbar when you have entered all your settings.

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