Outlook Calendar Secrets

Microsoft Outlook "Today" button

2009-10-28T18:02:00.000-07:00

Many times throughout my day I am looking ahead at my calendar, shifting, adding, deleting, and scheduling appointments. In fact, besides my email, my calendar is the second most used tool on my computer.

But with all that activity going on, the moment my phone rings I need to "re-group" and get back to "Today". Instead of trying to scramble and hurriedly get my screen back to the current date and time, there is an amazing button on the Outlook toolbar. It is located on the top toolbar menu and it's called "TODAY".

Go ahead and click it. In fact, daydream about your next vacation and scroll to that date on your calendar. Then click the "Today" button, and SHAZAM!, you are back to reality. (Sorry about that... if you'd like to dream about your vacation again, I'm done now.)

Happy Clicking!

Change Calendar Time/Hour Increments

2009-10-28T17:46:00.000-07:00

OK - Depending on your profession, your schedule may need multiple appointment slots per hour, rather than just 1 per hour. For instance a dentist may need 15 minute increments, but a phychiatrist may need 1 hour increments.

Here's how to adjust the time slots on the Outlook calendar.

1) Open the Microsoft Outlook calendar screen
2) Click the "Week" view button located at the top of the calendar screen
3) Float your mouse over the time increments on the left side of the calendar
4) Right click

You will see a list open up with increments of 60, 30, 15, 10, 6, and 5 minutes. Choose one and watch your screen layout change accordingly.

That's it! Now schedule til your heart's content!

Color Code Appointments

2009-10-28T17:45:00.001-07:00

Have you ever used color-coded file folders in your office? Of course! The red ones mean "this", the yellow ones mean "that", etc. They help because at a glance, you know the topic of the colored folder. Outlook offers the same priority coding in the calendar. Here's how to use it: (works in both Outlook 2003 and 2007)

2003 version: Right click an appt, choose "label", and choose a color.
(You can also choose "Edit Labels" to rename the colors as you wish.)
2007 version: Right click an appt, choose "categorize", and choose a color.

But I'm so lazy that I won't even do that much work. I'd rather have the computer "Automatically" color code my appointments as I enter them:
2003 version:
1. Click the "Calendar Coloring" icon on the standard toolbar.
2. Click "Automatic Formatting" (jump to step 3 below)

2007 version:
1. Click "Edit"
2. Click "Automatic Formatting"

Both versions:
3. Type a name for the new rule you are making.
4. Choose a color for this rule.
5. Click "Condition" - (without this button, no rule will be made)
6. Now type the words (separated by commas) that will trigger the rule. i.e. Office, Client, Meeting, Dr
7. Click OK to finish up the process, and give it a try.

As you type a new appointment with one of the "trigger words" it should automatically apply the new color. And Yes... you are setting up your own "secret code" system.

If you repeat this procedure for other types of appointments, you can build different categories within your Outlook calendar for easy recognition. Ex: weekly office meetings, customer visits, and personal appointments.

Happy clicking!

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2009-10-28T17:19:00.000-07:00

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