Microsoft outlook basic help guide – quick reference card – terms explained

Microsoft outlook is a great tool to organize your time and meeting effectively.It avoids conflicting meetings or missing any important appointments, It has a alarming system which reminds you about the meetings and appointments well in advance, It allows you to book the participants time by blocking their calendar.

The three types of calendar entry in Microsoft® Office Outlook®

Appointment: An appointment is an activity that involves only you.
Meeting: A meeting is similar to an appointment. The difference is that you invite other people to it.
All day event: This event is an activity that lasts all day long but doesn’t block out time in your calendar. You can still have other items appear in your schedule for that day.

Where to change the reminder default

1.  On the Tools menu, click Options.
2.  On the Preferences tab, under Calendar, you’ll see the Default reminder check box and a list with choices for how much in advance Outlook will remind you.
3. To change the default reminder time, click the arrow next to the Default reminder box and then select the option you want. If you don’t want reminders at all in new calendar entries that you create, clear the check box.
Control whether a reminder plays a sound

1.  On the Tools menu, click Options, and click the Other tab.
2.  On the Other tab, click the Advanced Options button.
3.  Click the Reminder Options button to see the Reminder Options dialog box.

Note that you can also change the sound from here by clicking Browse and selecting a different .wav file.

Change how time appears in your calendar

1.  Right-click the calendar entry.
2.  Point to Show Time As.
3.  Select a setting.

Working with recurring meetings

When you open a recurring calendar item to see its details or make changes to it, you’ll see a message like the one in the picture, which gives you two options:

Open this occurrence : Choose this option when you want to change (or see) one instance of an appointment for a recurring calendar item without affecting the entire series of items. In this case, for example, you might want to exercise one half hour later than usual on one particular day.

Open the series : Choose this option to change any aspect of a recurring appointment for the entire series. You would select this option if, for example, you decided to permanently shift all instances of your “Exercise” appointment by half an hour.

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