Organise Schedules Using Outlook 2010

Organise Schedules using Outlook 2010 (with Windows 7)

Written by Annette Thompson © VisAbility – Guide Dogs WA VisAbility – Guide Dogs WA The Perron Centre

SKILLS YOU WILL LEARN IN THIS TRAINING MANUAL General Skills and Knowledge

 identify types of planning tools and explain their uses

 identify planning tools and procedures used for making a variety of appointments

 communicate with staff to discuss their availability and scheduling requirements

 use electronic diary software to:

o make appointments

o make recurring appointments

o reschedule appointments

o produce printed plans

 prioritise appointments according to organisational policy and procedures

 negotiate alternative appointments with staff and clients when conflicts occur

 accurately record all information required according to procedures

 demonstrate knowledge of importance of satisfactory management of schedules

 demonstrate knowledge of legislation that may affect policy and procedures in scheduling for self and others

 solve problems that may arise from technical difficulties

Outlook Features and Functions

 create new calendars

 request and accept sharing of calendars

 create new appointments

 reschedule existing appointments

 cancel appointments

 create recurring appointments

 change and use the reminder

Organise Schedules using Outlook 2010 2 VisAbility – Guide Dogs WA The Perron Centre

 invite attendees for appointments

 track responses for appointments

 accept and decline appointments

 add or remove invitees to appointments

 print own and others calendars in various styles

Table of Contents Use the table of contents below to navigate within this document. Press Up or Down Arrow to locate the required topic and then place the cursor within the line of text and then press Enter to move directly to that topic. To return to the Table of Contents, press Alt Left Arrow, (ZoomText users will need to pass through by pressing Alt Pause). Introduction...... 11 Assistive technology versions...... 11 Before you start...... 11 How to get the best from the training manual...... 11 Conventions used in practical and review exercises...... 12 Time to get started...... 12 Chapter 1. Establish Schedule Requirements...... 13 What is a Schedule?...... 13 Scheduled Events...... 14 Chapter 2. Manage Schedules...... 17 Manage Schedules Effectively...... 17 Make Appointments...... 18 Record Appointments...... 18 Tentative Appointments...... 18 Confirm Appointments...... 19 Cancelled Appointments...... 19 Chapter 3. What’s New in Microsoft Outlook 2010...... 21 What is Microsoft Outlook?...... 21 What’s New in Microsoft Outlook 2010?...... 22 Access Screen Information...... 24 Colour Schemes...... 25 Navigate between Folders...... 26 Quick List Keystrokes...... 27 Chapter 4. Use the Notes Feature...... 29 What are Notes?...... 29 Quick List Keystrokes...... 30 Review Exercises...... 31 Chapter 5. Use the Tasks Feature...... 33 Overview of the Tasks Feature...... 33 Quick List Keystrokes...... 35 Review Exercises...... 35 Chapter 6. Understand Your Calendar...... 37 Set Calendar Views...... 37 Calendar Sections...... 38 Quick List Keystrokes...... 40 Review Exercises...... 41 Chapter 7. Create New Calendars...... 43 Create a New Calendar...... 43 Quick List Keystrokes...... 44 Review Exercises...... 44

Chapter 8. Share Calendars...... 45 Share Calendars...... 45 Quick List Keystrokes...... 49 Review Exercises...... 49 Chapter 9. Schedule Appointments...... 51 Appointments...... 51 Quick List Keystrokes...... 61 Review Exercises...... 62 Chapter 10. Print Calendars...... 63 Print Calenders...... 63 Quick List Keystrokes...... 64 Review Exercises...... 64 Conclusion...... 65 Where To From Here?...... 67 Additional Training Manuals...... 67 For Further Information Contact:...... 67 Skills and Knowledge Required for Assessment...... 69 General Skills and Knowledge...... 69 Outlook Features and Functions...... 69 Quick List Keystrokes...... 71 ZoomText users...... 71 All users:...... 71 Outlook 2010 Overview...... 71 Use the Notes Feature...... 71 Use the Tasks Feature...... 71 Understand Your Calendar...... 72 Create New Calendars...... 72 Share Calendars...... 72 Schedule Appointments...... 73 Print Calendars...... 74

CHAPTER 7 CREATE NEW CALENDARS This chapter explains how to create new Calendars in Outlook. On completion of this chapter you should be able to:

 Create a new calendar

 Navigate between Calendars

Create a New Calendar You can create new calendars to schedule appointments for specific people or items. For example, you might set up a calendar for booking out a vehicle or a room or an item such as a laptop computer. Calendars can be created using the Ribbon by pressing Alt H then O C then B (Home Ribbon, Open Calendar, Create New Blank Calender) or via the AppKey when the focus is in the Navigation Pane (Calendar Folder Tree View) and selecting new Calendar.

Practical Exercise: Create a New Calendar 1. Ensure the Calendar is displayed 2. Either: a. Press Alt H then O C then B (Home Ribbon, Open Calendar, Create New Blank Calender) and type the name of the Calendar and press Enter, or b. Press Shift F6 to move to the Navigation Pane (Calendar Folder Tree View) ensure the focus is located on ‘Calendar’, if not press Up/Down Arrow, then press AppKey and choose New Calendar (N) and type the name of the Calendar and press Enter End of Practical Exercise

Navigate between Calendars To navigate between the calendars, each of the required calendars will need to be checked in the navigation pane and then F6 can be used to navigate between them. You can view several calendars at once, however this can become difficult especially for ZoomText users as each calendar will decrease in width to allow the calendars to be shown in the space provided. For example if you check one more calendar to be shown, then each of the calendars will be half the normal width to allow both to be shown in the space. If you check two more calendars to be shown, then the 3 calendars will be one third of the normal width to allow all 3 of them to be shown in the space. You can check and uncheck as many calendars as you want shown. It may be more practical to only have 2 calendars shown at any one time, however this will depend on your preference.

Practical Exercise: Navigate between Calendars 1. Press Shift F6 to move to the Navigation Pane (Calendar Folder Tree View) 1. Press Down Arrow to move to the calendar that you want to view, for example “Laptop Computer” 2. Press Spacebar to activate the calendar 3. Press F6 to move back to the main Calendar section 4. Press F6 to move to the next calendar that you selected to view (you may have to press F6 more than once if you have other items turned on, for example the Task pane) End of Practical Exercise This is the end of the chapter. Complete the following review exercises before proceeding to the next chapter to ensure that you are able to:

 Create a new calendar

 Navigate between Calendars

Quick List Keystrokes New Calendar Calender Folder, Alt H then O C then B, or Navigation Pane, Focus on Calendar then AppKey, New Calendar (N) Navigate between Calendars F6 This is the end of the quick list keystrokes

Review Exercises

Review Exercise 1 Create a calendar for Training Room 1

Review Exercise 2 Create a calendar for Meeting Room 1

Review Exercise 3 Create a calendar for Meeting Room 2 End of Review Exercises

ADDITIONAL TRAINING MANUALS Additional training manuals available from our online shop at www.visability.com.au under the Educational Resources link are:

Windows 7

 Operate a Personal Computer with Windows 7

Internet Explorer

 Browse and Search the Net with Internet Explorer 8

Beginners Microsoft Office

 Word 2010 Basics

 Email using Outlook 2010

These titles are also available for Microsoft Office 2007

Advanced Microsoft Office

 Write, Design and Produce Business Documents using Word 2010

 Organise Schedules using Outlook 2010

 Design and Produce Spreadsheets using Excel 2010

 Create and Use Databases using Access 2010

 Create PowerPoint Presentations using PowerPoint 2010

These titles are also available for Microsoft Office 2007

For Further Information Contact: VisAbility The Perron Centre 61 Kitchener Avenue Victoria Park WA 6100 Call: (08) 9311 8202 Email: [email protected]

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