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You can use Outlook to manage everyday tasks. Outlook works much like a personal organiser, with components for performing certain tasks: Mail, Calendar, Contacts and Tasks. The Outlook Mail component enables you to send and receive e-mail messages. The Outlook Calendar component enables you to keep track of appointments. The Outlook Contacts component enables you to maintain a database of your contacts. The Outlook Tasks component enables you to keep a to-do list. In addition, Outlook features a To-Do Bar to help you stay organised at a glance. You can easily switch between components, depending on the task that you want to perform.
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Click the Calendar button in the Navigation pane.
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You can use the To-Do Bar to see your daily items at a glance.
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Outlook displays the Calendar component.
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Click the Contacts button in the Navigation pane.
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Outlook displays the Contacts component.
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Click the Tasks button in the Navigation pane.
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Outlook displays the Tasks component.
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By default, Outlook opens the Mail component s Inbox folder when you start the program.To start with a different Mail folder or another component, such as Calendar, click the File tab, click Options and click Advanced. Under Outlook Start and Exit, click the Browse button.Then click the component or Mail folder that you want to set as the default component in the Select Folder dialog box and click OK in both dialog boxes to close them.
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You can use Outlook s Calendar component to keep track of your schedule. When you add a new appointment to the Calendar, you fill out details such as the name of the person with whom you are meeting, the location of the appointment, the date of the appointment and the start and end times of the appointment. You can also enter notes about the appointment, as well as set up Outlook to remind you of the appointment. When you set a reminder, Outlook displays a prompt box at the designated time to remind you about the appointment (assuming, of course, that Outlook is running).
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Click the Calendar button in the Navigation pane to open the Calendar component. Click the date for which you want to set an appointment.
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Click the Date Navigator s arrow buttons to choose a different month.
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Double-click the time slot for the appointment that you want to set. Outlook opens the Appointment window, at the Appointment tab.
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Type a name for the appointment.
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Outlook adds the name to the window s title.
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Type a location for the appointment. Click the End time and set an end time for the appointment.
If you did not select the correct time slot in Step 3, you can click the Start time and click a start time.
Outlook automatically sets a reminder for the appointment.
You can click the to change the reminder setting.
You can type any notes about the appointment here.
Click the Save & Close button.
Outlook displays the appointment in the Calendar.
To view the appointment details or make changes, you can doubleclick the appointment to reopen the Appointment window.
The days on which you have appointments scheduled appear bold in the Date Navigator.
You can set up a recurring appointment. On the Appointment tab, click the Recurrence button. In the Appointment Recurrence dialog box, select the recurrence pattern and a range (if the appointments only occur for a set period). Click OK. Recurring appointments are indicated on the Calendar by a recurrence icon ( ).
Click the Categorize button to assign categories to your appointments. For example, you might categorise all work appointments as blue and all non-work appointments as red.
If you need to track an activity that lasts the entire day or spans several days, such as an anniversary or a conference, you can schedule the activity as an event. Events appear as banners at the top of the scheduled date. Scheduling an event is similar to scheduling a regular appointment. As with scheduling a regular appointment, you enter a name for the event, specify a location and enter notes about the event as needed. In addition to scheduling events, you can schedule meetings. (For more information, see the tip at the end of this section.)
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Click the Home tab. Click the New Items button. Click All Day Event..
Outlook displays the Event window, which looks the same as the Appointment window.
Type a subject for the event.
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Type a location for the event, if applicable.
Enter the event s date in the Start time and End time fields.
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You can click each field s to choose the date from a pop-up calendar.
Click the Save & Close button.
Outlook displays the event as a banner in the Calendar for the date of the event.
Note: To edit an event, you can double-click the event banner and make your changes in the appointment window that opens.
To publish a calendar online, click the Home tab, click Publish Online and then click Publish to Outlook prompts you to register with Office Online before launching a wizard to step you through the publication process. After your calendar is published, Outlook prompts you to invite others to view it; follow the on-screen instructions.
To schedule meetings with other users, click the Home tab and click the New Meeting button to open a Meeting window; then enter the requested information.