Using Outlook for POP Email Accounts

Calendar

Schedule and Track Appointments and Other Dates

Calendar enables you to schedule appointments and meetings with others, display these items in the Calendar, and receive reminders at a time you specify.

When you schedule meetings, you can check to see when attendees are busy or free so you can find a good time to meet. Calendar also tracks annual events, such as vacations or birthdays.

The following features are available when you work with Microsoft Outlook® Calendar:

View by day, week, or month, and compress weekends  View only the amount of time you want to see in Calendar.

Date Navigator  Quickly select one or more days, including nonadjacent days, in Calendar, and quickly move an activity to another day. Bold dates indicate days that contain appointments.

Meeting Planner  Have Outlook compare the free and busy times of all meeting invitees so that you can find a time when everyone is available.

Recurring meetings  If a meeting occurs at regular intervals, schedule it only once and specify the interval frequency.

All-day and multiple-day events  Schedule events, such as birthdays or seminars, and display the time as either free or busy in Calendar.

Attendee list  View a list of attendees for a meeting you're invited to.

Meeting request processing  Keep your schedule up to date. Outlook automatically displays meeting requests you receive in Calendar.

Time zone swap  Quickly switch Outlook to another time zone when you travel, and continue to display your home time zone.

Tri-fold print style  Print your daily and weekly calendar and task list, and use it as your paper day planner. Print details of appointments in daily, weekly, and monthly formats that are word-wrapped.

World holidays  Easily add national and international holidays to your calendar.

ScreenTips  Rest the pointer on an appointment to display a ScreenTip with the complete subject and details of the appointment.

Calendar background color  Distinguish free and busy times in daily and weekly views by using contrasting colors.

First week of year  Control how Outlook numbers weeks. Indicate the week that starts the new year as the one that contains January 1, the first full week, or the first four-day week.

Free/busy time and out-of-office time  To notify others who want to schedule meetings with you, publish times when you're free, busy, tentatively busy, or out of the office.

Meeting or appointment overlap warning  Have Outlook notify you when a meeting request or appointment conflicts with, or is adjacent to, a scheduled meeting or appointment.

Open other users' calendars  View any other user's calendar for which you have been granted permission, and see a list of the most recently opened calendars.

Hide private appointments  Control whether other users or a delegate has access to details of private appointments.

Create an Additional Calendar in Outlook

Did you know that if you belong to a group you can create a calendar containing the group's activities and events? Or that if your calendar is cluttered with work meetings, personal appointments, and children's activities you can create a second calendar for only the children's activities? Or even a calendar for each child? With Microsoft Outlook® 2000 you can create as many calendars as you want, but meeting requests will appear only in your default (main) Calendar, and you'll receive reminders only on items in your default Calendar folder.

Create another calendar

1. On the File menu, point to New, and then click Folder.
2. In the Name box, enter a name for the folder.
3. In the Folder contains list, click Appointment items.
4. In the Select where to place the folder list, click a location for the folder.

That's it. Now you can add the entries that you want in your additional calendar.

Tip
If you want to publicize a calendar of your group's events, save it as a Web page and then distribute the URL to refer others to it. For more information about this, type save calendar as web page in the Office Assistant or on the Answer Wizard tab in the Outlook Help window, and then click Search.

Mark an Appointment as Private

Have you given other people access to your calendar? Or do you participate in a group calendar? Would you like a way to mark an appointment so that the time was blocked out on your calendar but only you could see the appointment details? With Microsoft Outlook® 2000 you can mark an appointment as private. Others with access to your calendar won't see these appointments or any other items marked as private.

Mark an appointment as private

1. Create or open the appointment that you want to make private.
2. Select the Private check box in the lower right corner.

Tip
You can hide the details of private appointments when printing your calendar. After selecting the print style that you want to use, select the Hide details of private appointments check box in the lower left corner.

Show That You're Free or Out of Office During an Appointment

By default, when you schedule a meeting or an appointment in Microsoft Outlook® 2000, your calendar indicates that you're busy during that time. However, that may not be the status you want to communicate to others. For example, maybe you want to block off time to work on a special project, but you want others to know that you're available should they need to stop by, schedule a meeting, or call. Or, maybe you're attending a meeting off site, so it's unlikely you'll be back in the office immediately after the scheduled meeting. In this case, you'll want your schedule to show that you're out of the office so others know not to expect you back right away. If you want your calendar to accurately reflect your status during a scheduled appointment, choose the appropriate Free/Busy setting for that appointment.

Indicate that you're free or out of office during a scheduled appointment

1. Open the appointment or meeting item on your calendar.
2. In the Show time as list, click Free or Out of Office.
3. On the File menu, click Save.

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