Humboldt County Information Services
Outlook / Exchange 2000
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County of Humboldt - In the Redwoods

Using the Outlook Calendar  

In this section:
   
About appointments, meetings, and events
   
Creating a new appointment
    Creating a recurring appointment
    Plan a meeting
    Create an Event


About appointments, meetings, and events

An appointment is an activity that you schedule in your Calendar that does not involve other people or resources. A recurring appointment repeats on a regular basis.

A meeting is an appointment you invite people to or reserve resources for. A recurring meeting repeats on a regular basis. Meetings can be face-to-face or online. You can only send meeting requests if you use Outlook to send e-mail.

An event is an activity that lasts 24 hours or more. An annual event, such as a birthday, occurs yearly on a specific date. Events and annual events do not occupy blocks of time in your Calendar; instead, they appear in banners.


Create an appointment
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  1. On the File menu, point to New, and then click Appointment.
  2. In the Subject box, type a description.
  3. In the Location box, enter the location.
  4. Enter start and end times.
  5. Select other options you want.
  6. Click Save and Close.
Tip   In Calendar, you can also create an appointment by selecting a block of time, right-clicking, and then clicking New Appointment on the shortcut menu.


Planning a Recurring Appointment
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  1. Open the appointment you want to make recurring. How?
  2. On the Actions menu, click Recurrence.

  3. Click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the appointment to recur, and then select options for the frequency.

  4. Click OK, and then click Save and Close.

Planning a meeting with Outlook
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  1.  Display the Calendar feature by clicking the Calendar icon in the shortcuts bar. Select Plan a Meeting from the Actions menu. The Plan a Meeting window is displayed.

  2. Specify the start date for the meeting by clicking the arrow located to the right of the first field beside the Meeting start time field and clicking the date in the displayed calendar. Choose the start time for the meeting.

  3. Repeat the same steps for the ending date and time.

  4. To invite attendees to the meeting, click the Invite Others button. The Select Attendees and Resources window is displayed.

  5. Select the attendees whose attendance is required or optional. Click OK.

  6. Click the Make Meeting button. The email message to invite the attendees is displayed.

  7. In the message window, enter the text for the invitation in the textbox.

  8. Verify that all information is correct and click Send.  Once the Send button is pressed, the invitation message will be forwarded to all attendees. The meeting is also automatically added to the Calendar as an appointment.

Create an event
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  1. Click Calendar .
  2. On the Actions menu, click New All Day Event.
  3. In the Subject box, type a description.
  4. In the Location box, enter the location.
  5. Select other options you want.

    To indicate to people viewing your Calendar that you are out of office instead of free, in the Show time as list, click Out of Office.

  6. Click Save and Close.
Tips:
  •  Events are defined as lasting from midnight to midnight.
  •  In Day/Week/Month view, you can quickly create an event by double-clicking the date heading of the day of the event.

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