18 Feb 2008 04:37:51 | Janet Barclay
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Outlook... Not Just for Email! Using Your Outlook Calendar
By Janet Barclay, Organized Assistant
Microsoft Outlook is one of the most widely used software
programs for email, but if you're only using it for email,
you're missing out on a great productivity tool! This month's
column looks at a few ways you can use the Outlook calendar to
make scheduling easier.
* Add public holidays to your calendar automatically.
On the Tools menu, click Options, and then click Calendar
Options. Under Calendar options, click Add Holidays. Select the
check box next to each country/region whose holidays you want to
add to your Calendar, and then click OK. Your own country/region
is automatically selected. Color code your appointments.
* When you select a label for each appointment, Outlook will
assign it a color, drawing attention to your most important
activities and allowing you to see at a glance how you are
spending your time. The available labels are:
Important - Red Business - Blue Personal - Light Green Vacation
- Gray Must Attend - Orange Travel Required - Aqua Needs
Preparation - Olive Green Birthday - Purple Anniversary - Dark
Green Phone Call - Yellow None - White
* Turn a message into an appointment or task.
What's the quickest way to deal with an email inviting you to a
meeting or event?
Drag the message onto your Calendar and a new appointment will
be created. The entire message will appear in the details
section - all you need to do is edit the subject line, location,
date and time! Send an RSVP if necessary, and now you can delete
the email!
Not sure if you're going to attend? Set "Show time as" to
"Tentative" and the appointment will display with a dashed
border rather than a solid one. In this case you should also
drag the message onto your Task Pad and a new task will be
created. Edit the subject line to be a reminder to register for
the event, and set the due date early enough that you won't miss
out if you decide to go.
* Print pages for your paper planner.
If you like the idea of using the Outlook calendar, but are more
comfortable using a paper planner, Outlook allows you to print
pages in daily, weekly or monthly layouts, formatted to fit a
variety of commercial planners. Print the whole year, or just
today's schedule!
* It's not just about work.
There are many websites that allow you to download schedules
right into your Outlook calendar, including sports teams and TV
stations, among many others. You'll never have to miss your
favorite team or show, and just think of the time you'll save!
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