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Outlook... Not Just for
Email! Using Your Outlook Calendar
by: Janet Barclay
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!
About The Author
Janet Barclay, Organized Assistant, is a
Professional Organizer, Virtual Assistant and Time
Management Consultant. For more information visit
http://www.organizedassistant.com.
info@organizedassistant.com
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