[jaws-uk] MICROSOFT OUTLOOK 2000 CALENDAR CHEAT SHEET

MICROSOFT OUTLOOK 2000

CALENDAR CHEAT SHEET

 

This cheat sheet provides step-by-step instructions for scheduling appointments 
and meetings in the Outlook Calendar using the Day/Week/Month view.  

 

TOPICS

 

HOW TO MANAGE APPOINTMENTS

Opening the Calendar

Scheduling Appointments

Editing or Deleting an Appointment

Viewing a Specific Day's Appointments

Scheduling Recurring Appointments

Using Calendar Views

          Printing your Calendar

 

HOW TO SCHEDULE MEETINGS AND EVENTS

Scheduling a Meeting

Responding to a Meeting Request

Updating a Meeting

Scheduling Events

Viewing Another Person's Calendar

Viewing the Department Calendar

Viewing the Various Room Calendars

Scheduling a Meeting and Reserving a Room

 

SETTING UP THE ITINERARY IN OUTLOOK (FIELOP)

Scheduling Itinerary Appointments  

Working with Categories

Shortcuts for Moving or Copying Appointments

Description of Agency Calendars

Special Itinerary Items & Notes



MANAGING APPOINTMENTS

 

How to Open the Calendar:

1.      Click once on the Calendar folder icon listed in the Folder List 

OR 

1.      Press Control + Y

2.      Arrow up or down to select Calendar.

3.      Press Enter

 

How to Schedule an Appointment:

1.      With the calendar open, click the New button on the toolbar OR press 
Control + N.  The Untitled Appointment dialog box will open.

2.      Type the Subject for the appointment.

3.      Press Tab to move to the Location field and type the location for the 
appointment.  

4.      Press Tab to move to the Start Time field.  

The Start Time field has 2 edit boxes associated with it.  The first one 
represents the date for the appointment and the second one represents the time.

5.      Designate the date for the appointment by typing a date in the first 
Start Time field.  Outlook assumes the current date being viewed in the 
Calendar for the start date of the appointment.  When typing the date, use the 
following format: 04/05/99.  

6.      Press Tab to move to the second Start Time field.

7.      Designate the Start Time for the appointment by typing the time in the 
Start Time field or using the Up and Down Arrow keys to select a time.  See the 
following examples for shortcuts on how to type the Start Time:  

Type 8:30a to represent 8:30 AM

Type 2p to represent 2:00 PM

Type 6:15p to represent 6:15 PM

8.      Press Tab to move to the End Time 

The End Time field has 2 edit boxes associated with it.  The first one 
represents the date for the appointment and the second one represents the time.

9.      Designate the End Date for the appointment.  Outlook assumes the same 
date that you entered into the Start Date field.  Type the End Date, using the 
format: 04/06/99. 

10.    Press Tab to move to the second End Time field.

11.    Designate the End Time for the appointment by typing the end time or 
using the Up and Down Arrow keys to select the End Time.  The Outlook default 
setting for an appointment's duration is 30 minutes.  

12.    Press Tab to move to the Reminder checkbox.  By default, Outlook checks 
this option.  Press Space to un-check it if you do not wish to have a reminder 
set on the appointment.  
The default Reminder time setting is 15 minutes prior to the appointment Start 
Time.  If you wish to change the Reminder time, press Tab to move to the Time 
field and enter the amount of time for the reminder.  

13.    Press Tab to move to the Show Time as: field.  The default setting is 
"Busy".  Press the Up or Down Arrow key to select the appropriate option for 
how to show the time in your calendar.  In most cases, you will either select 
to show your time as "Busy" or "Out of Office".

14.    Press Tab to move to the Notes field.  If you wish, you can type notes 
in this field regarding the appointment.  

15.    Click the Save and Close button on the toolbar OR press Alt + S to Save 
and Close the appointment.

Note: If you would like to designate an appointment in your calendar as 
"Private" so that others viewing your calendar cannot see the details for the 
appointment, do the following:

Before saving and closing the appointment, click the Private checkbox to check 
this option.

 

How to Edit an Appointment:

1.      Double-click on the appointment you wish to edit OR press Tab to move 
to the appointment you wish to edit and press Enter twice.  

The Appointment dialog box will open.  

2.      Press Tab or use the mouse to navigate through the fields and edit each 
field as necessary.

3.      When finished editing the appointment, click the Save and Close button 
on the toolbar OR press Alt + S.

 

How to Delete an Appointment:

1.      Point the mouse at the appointment you wish to delete and right click.  
Then, click the Delete command.

OR

1.      Press Tab to select the appointment you wish to delete.

2.      Press Escape.  

3.      Press Delete.

 

How to View Appointments for a Specific Day:

1.      Press Control + G to open the Go To dialog box.

2.      Type the date you wish to view.  Use the format: 01/01/2003

3.      Press Enter.

OR

1.      Click once on the day in the monthly calendars displayed in the upper 
right section of the Calendar view.  If the date you wish to view is not 
displayed, click the arrows that appear just above the monthly calendars to 
display previous months or future months.

 

Tip: The keystroke Alt +Page Up or Alt + Page Down will jump month by month.

 

How to Schedule a Recurring Appointment:

1.      With the calendar open, click the New button on the toolbar OR press 
Control + N.

The New Appointment dialog box will open.

2.      Type the Subject and press Tab.

3.      Type the Location.

4.      Click the Recurrence button on the toolbar OR Press Alt + U.

The Appointment Recurrence dialog box will appear.

5.      Press Tab or use the mouse to navigate through the fields.  Designate 
the start and end time for the appointment as well as when the appointment 
recurs.   When finished, press Enter OR click the OK button.

6.      Back at the Appointment dialog box, edit any other fields necessary.

7.      When finished, click the Save and Close button on the toolbar OR press 
Alt + S.

 

Changing the Calendar View

The default view for the Outlook Calendar is the Day/Week/Month view.  You can 
change how much information the Day/Week/Month view displays by clicking on the 
Day, Work Week, Week, or Month buttons on the toolbar OR by accessing these 
same options within the View menu.

 

To change to a different calendar view, use the options in the View menu under 
the Current View command.  These are the pre-defined Outlook calendar views.  

 

Printing your Calendar

1.      Click the Printer button on the toolbar OR press Control + P.

2.      Press Tab or use the mouse to navigate through the fields.  Select the 
Print Style you would like to print and designate the Start Date and End Date 
for the Date Range you wish to print.

3.      To preview how the calendar will look before you print, choose the 
Preview button.  

4.      Click the Print button to print the Calendar.

Tip: Within the Print dialog box, there are many options for how to print the 
calendar.  Experiment with the options and use the Preview button to preview 
how the calendar will look when printed.  



HOW TO SCHEDULE MEETINGS AND EVENTS

 

How to Schedule a Meeting:

1.      With the calendar open, click the drop down arrow on the New button and 
choose Meeting Request OR press Control + Shift + Q.

The Untitled Meeting dialog box will open.

2.      At the To field, press Alt + Period OR click the To button to open the 
Select Attendees and Resources dialog box.  

3.      Press the Up or Down Arrow key to select the name of the person you 
wish to attend the meeting.  

4.      If the person selected is required to attend the meeting, press Enter 
to activate the Required button.  Press Alt + O to activate the Optional button 
if the person selected is an optional attendee for the meeting.

5.      Repeat steps 3 & 4 until you have selected all the people for the 
meeting.

6.      Click the OK button to close the Select Attendees dialog box and return 
back to the Untitled Meeting dialog box.  The names of the people you have 
chosen to attend the meeting will be displayed in the To field.

7.      Press Tab to move to the Subject field and type the subject for the 
meeting.

8.      Press Tab to move to the Location field and designate the location for 
the meeting.

9.      Press Tab to move to the Start Time fields and designate both the date 
and time the meeting should begin.

Tip:  To view the availability of the attendees, click the Attendee 
Availability tab within the Meeting dialog box.  This tab displays when the 
selected attendees have appointments scheduled and when they have free time.  
Use the Attendee Availability tab to help find an open time for your meeting 
that will work for all attendees.  When finished, click the Appointment tab.

10.    Press Tab to move to the End Time fields and designate both the date and 
time the meeting should end.

11.    Press Tab to move to the Reminder check box.  Press Space to check or 
un-check the check box to either set or remove a reminder.  The default 
reminder time is 15 minutes.

12.    Press Tab to move to the "Show time as" field.  Press the Up or Down 
Arrow key to select the option for how you wish to show this time in your 
calendar.  

13.    Press Tab to move to the Notes field.  If necessary, type any notes for 
the meeting.

14.    When finished editing the Meeting fields, click the Send button OR press 
Alt + S.  The Meeting Request message will be sent to the attendees you 
designated and the meeting will appear in your Calendar.

Tip: Instead of pressing Alt + Period at the To field to open the Select 
Attendees and Resources dialog box to select names from a list, you can simply 
type the names of the people you would like to have attend the meeting at the 
To field.  Be sure to separate each name with a semicolon and space.  (Type the 
person's first name, a space, then their last name, as this is how staff names 
are stored in the Global Address list.)  

Note:  If you would like to select a name from your Contacts list rather than 
the Global Address List, you must choose Contacts in the "Show Names from the:" 
combo box.

CAUTION: The Global Address list displays names for individuals, groups, and 
rooms.  You should only select an individual's name for the Required or 
Optional fields in the Select Attendees dialog box. Similarly, you should only 
select a room name for the Resources field.  The steps for "How to Reserve a 
Room for a Meeting" are covered later in this cheat sheet.  

 

How to Respond to a Meeting Request:

A Meeting Request will appear as a new message in your Inbox. Once you receive 
the meeting request, you should let the meeting organizer know whether you will 
be attending. 

1.      Open the Meeting Request message in your Inbox.

2.      Check your availability in your Calendar by either clicking the 
Calendar button on the toolbar OR pressing Alt + L.  Your Calendar will open.

After reviewing your Calendar, press Alt + F4 to close it.

3.      Back at the Meeting Request message window, click either the Accept, 
Decline, or Tentatively Accept button on the toolbar OR press Alt + A to open 
the Actions menu and choose the Accept, Decline, or Tentatively Accept command. 
 A dialog box will display prompting you to send a response to the meeting 
organizer.  Click OK OR press Enter. 

If you chose to Accept the meeting, the meeting will be scheduled in your 
Calendar.

If you chose to Tentatively Accept the meeting, the meeting will be scheduled 
in your Calendar and will be marked "Tentative".  

If you chose to Decline the meeting, the meeting will NOT be scheduled in your 
Calendar.

 

How to Send an Updated Meeting Request:

1.      In your Calendar, select the meeting you've scheduled with others and 
double click on it to open it for editing.  

2.      Press Tab or Shift + Tab to move through the meeting fields and make 
any necessary changes.

3.      Click the Send Update button OR press Alt + D.  The meeting will be 
updated in your calendar and a new meeting request message will be sent to all 
attendees. 

 

How to Schedule an Event:

Note: Outlook considers an event to be an activity that lasts 24 hours or 
longer. An example of an event could be an annual event, such as a birthday or 
a conference.  Your time on your calendar will not be listed as busy during an 
event.

1.      In the Calendar, click the New button OR press Control + N.

2.      Type the Subject for the Event.

3.      Click the "All Day Event" check box OR press Alt + Y to check this 
option.  

4.      Tab or use the mouse to navigate through the other fields and complete 
all the necessary data for the event.

5.      Click the Save and Close button OR press Alt + S.

Tip:  The filter the Calendar to only display Events, Open the View menu, 
choose Current View, and then select Events view.

 

How to View Another Person's Calendar:

1.      With your personal Calendar open, click the File menu OR press Alt + F.

2.      Choose the Open command.  A submenu will appear.

3.      Choose the command for "Other User's Folder".  If using keystrokes, 
press Enter.

The "Open Other User's Folder" dialog box will be displayed.

4.      Type the name for the person whom you wish to view the Calendar for.  
Be sure to type the name as it appears on the Global Address List (First Name 
space Last Name).  

Tip: If you want to view a list of names, click the Name button OR press Alt + 
N.   The Global Address List will be displayed.  Select the name from the list 
and press Enter.

5.      Confirm that Folder field in the "Open Other User's Folder" dialog box 
is set to Calendar.  If not, click on the drop down arrow to change this field 
to Calendar OR press Tab to move to this field and Up or Down Arrow to select 
Calendar.

6.      Press Enter.

Note:  The Calendar will open for the person you specified.  This is a separate 
window from your Outlook program window.  When finished viewing the calendar, 
press Alt + F4 to close.

 

How to View the Department Calendar (Common Calendar):

1.      With your personal Calendar open, click the File menu OR press Alt + F.

2.      Choose the Open command.  A submenu will appear.

3.      Choose the command for "Other User's Folder" and press Enter.

The "Open Other User's Folder" dialog box will be displayed.

4.      In the Name field, type Department Calendar and press Enter. 

The Department Calendar will open.  This is a separate window from your Outlook 
program window.  When finished viewing the calendar, press Alt + F4 to close.

 

How to View the Various Room Calendars:

1.      With your personal Calendar open, click the File menu OR press Alt + F.

2.      Choose the Open command.  A submenu will appear.

3.      Choose the command for "Other User's Folder" and press Enter.

The "Open Other User's Folder" dialog box will be displayed.

4.      Type the name for the room calendar you wish to view.  

Be sure to type the name as it appears on the Global Address List.  

If you do not know how the room calendar is named, click the Name button OR 
press Alt + N.   The Select Name dialog box will open and the Global Address 
List will be displayed.  Select the name representing the room calendar you 
wish to view from the list and press Enter.

5.      Back at the "Open Other User's Folder" dialog box, confirm that Folder 
field is set to Calendar.  If not, click on the drop down arrow to change this 
field to Calendar OR press Tab to move to this field and Up or Down Arrow to 
select Calendar.

6.      Press Enter.

The Room calendar you specified will open.  This is a separate window from your 
Outlook program window.  When finished viewing the calendar, press Alt + F4 to 
close.

 

How to Schedule a Meeting and Reserve a Room:

Tip:  Before scheduling a meeting in a room, check the room's availability.  
See the previous steps on "How to View a Room's Calendar".

1.      Open your Outlook Calendar if it is not the active folder.  Then, press 
Control + Shift + Q. The Untitled Meeting dialog box will open.

2.      At the To field, press Alt + Period.  The Select Attendees and 
Resources dialog box will open and the Global Address list of names will be 
displayed.  

3.      Type the name for the person you want to attend the meeting, or use the 
Up or Down Arrow keys to select the name from the Global Address List.  

4.      Press Alt + Q to activate the Required button, or Alt + O to activate 
the Optional button.  

5.      Repeat steps 3 & 4 until you have selected all the people you wish to 
have attend the meeting.

6.      Type the name representing the room you want to reserve for the 
meeting, or use the Up or Down Arrow keys to select it in the Global Address 
List.

7.      Press Alt + E to activate the Resources button.

CAUTION: Do not use the Required or Optional buttons for selecting the room 
because these fields will NOT reserve the room properly in Outlook.  You must 
activate the Resources button after selecting the room to properly reserve the 
room for the meeting.

8.      Click the OK button. 

9.      Press Tab to move to the Subject field and type a subject for the 
meeting.

10.    Press Tab to move to the Location field.  The Location should already be 
filled in and should reflect the room you selected as your resource for the 
meeting.  If the room is not listed in the Location field, you did not select 
it properly and you will need to review steps 2-7 to designate the room for the 
meeting.  

11.    Press Tab to move to the Start Time fields and enter the appropriate 
information for the Start Date and Time for the meeting.

Tip:  To view the availability of the attendees, click the Attendee 
Availability tab within the Meeting dialog box.  This tab displays when the 
selected attendees have appointments scheduled and when they have free time.  
Use the Attendee Availability tab to help find an open time for your meeting 
that will work for all attendees.  When finished, click the Appointment tab.

12.    Press Tab to move to the End Time fields and enter the appropriate 
information for the End Date and Time for the meeting.  

13.    Complete any other necessary fields for the meeting and click the Send 
button OR press Alt + S to Send the Meeting Request.  

The Meeting Request message will be sent to the attendees you designated and 
the meeting will appear in your Calendar.  

As the Meeting Organizer, you will receive confirmation from each attendee in 
the form of an e-mail message in your Inbox.  

Unless there is a scheduling conflict, the meeting will automatically be 
scheduled on the Room's Calendar and Outlook will indicate that the Resource 
for the meeting has been booked.



SETTING UP THE ITINERARY IN OUTLOOK (FIELDOP)

 

How to Schedule Itinerary Appointments  

1.      With your personal Calendar open, click the New button OR press Control 
+ N to create a new appointment.  The Appointment dialog box will appear.  

2.      At the Subject field, type the client name and city representing your 
itinerary appointment.  For example:  Bob Jones - Newton.

3.      Press Tab and type the location for the appointment.  The location 
could be the client's home or place of employment or whatever location is 
applicable.

4.      Press Tab to move to the Start Time field.  Designate the appropriate 
Start Time by entering the correct date in the "date" field AND the correct 
start time in the "time" field.  

5.      Press Tab to move to the End Time field.  Designate the appropriate End 
Time by entering the same date you used in the "date" field for step 5 AND 
enter the correct end time in the "time" field. 

6.      Press Tab to move to the Reminder check box.  By default, Outlook 
assigns a 15 minute Reminder to all appointments.  The amount of time for the 
Reminder can be changed if necessary or if you do not wish to be reminded of 
the appointment, uncheck the Reminder checkbox by clicking the checkbox to 
remove the check.

7.      Press Tab to move to the Show Time as field and use the Up or Down 
Arrow key to select whether you are "Busy" or "Out of the Office".  For most 
client-related appointments, you will select "Out of Office".

8.      Press Tab to move to the Notes field and type any necessary notes for 
the appointment.  For example; directions to the client's home, forms you need 
to bring for the appointment, objectives for the appointment, etc.

9.      Click the Save and Close button OR press Alt + S.  

The appointment will be saved.

*You would need to repeat this process for each individual itinerary 
appointment that occurs in that day.

*You would need to repeat this process for each day of the week.

 

Shortcuts for Copying or Moving Itinerary Appointments

·        In the personal Calendar, left mouse click and drag the appointment to 
move the appointment to a different date and/or time.

·        Hold down the Control key on the keyboard and then left mouse click 
and drag the appointment to copy the appointment to another date and/or time.   

·        To extend or shorten the appointment length of time, point the mouse 
at the bottom edge of the appointment box until the thin, dark, double-headed 
arrow mouse pointer appears.  Click and drag with this mouse pointer to change 
the length of the appointment.

 

 

How to Add a New Category to the Category List:

1.      Open the Inbox folder.

2.      Click the Edit menu OR press Alt + E.

3.      Click "Categories" OR press I.

4.      Click the Master Category List button OR press Alt + M.

5.      Type the category name.  For example:  Speaking Engagement.

6.      Click the "Add" button.

7.      Click OK.  The new category has been added to the Master List.

8.      Click OK to close the Categories dialog box.

Note:  You will need to create 3 new categories in your Outlook Master Category 
list.  They are:

Speaking Engagement

In-Service

Lions' Club Event

*When setting up each of the new categories, please type them as they are 
listed here.  Refer to the following steps to use these categories to "mark" 
these types of appointments in your Calendar.

 

How to Mark an Appointment with a Category:

1.      Create a new appointment or open an existing appointment.

2.      In the Appointment dialog box, click the Categories button.  A list of 
Available Categories will appear.

3.      Find the category you wish to use and click the checkbox that appears 
to the left of the category name.

4.      Click OK OR press Enter.

 

Marking Your Itinerary for "Overnight" Travel

The following protocol has been defined for how to enter hotel information into 
your Itinerary.

1.  Open your Calendar folder.

2.  Create a new appointment with the following parameters:

·        the appointment's subject field should be the word "Overnight"

·        the location field should describe the hotel name and city

·        the start and end date for the appointment should represent the date 
you will be out overnight

·        the start time for the appointment should be 10:00 pm and the end time 
for the appointment should be 10:30 pm.  

·        the hotel phone # should be listed in the notes area of the appointment

 



DESCRIPTION OF "AGENCY" CALENDARS AVAILABLE

 

*Department Calendar -administered by Carolyn

Shows group events and agency events.  (Group trainings, Open Houses, 
Fairs/Booths, Orientation on the Road, etc.)

 

*Orientation Center (Calendar) - administered by Carolyn

Appointments and events specific to the Orientation Center. (Student Tours, 
orientation staff and students' speaking engagements)

 

*Library Calendar - administered by Dawna

          Shows appointments and events specific to the library.

 

*Assembly Room (Calendar) - administered by Carolyn

*Director's Conference Room (Calendar) - administered by Carolyn

*Large Reading Room (Calendar) - administered by Dawna

*Second Floor Conference Room (Calendar) - administered by Donna

*Small Reading Room (Calendar) - administered by Dawna

*Training Room (Calendar) - administered by Donna

Each room calendar tracks meetings or activities that have been scheduled in 
that room.  

 



SPECIAL ITINERARY ITEMS & CALENDAR NOTES

 

*All Outlook Calendars are dynamic and can change several times during a 
workday.  These calendars are meant to be used electronically.  Be aware that 
if you print a given calendar, the printed copy is static and out of date as 
soon as it is printed.

 

*All "speaking engagement" appointments in your calendar should be marked with 
the "Speaking Engagement" category.   (Refer to page 11 for notes on how to 
mark an appointment with a category.)  

*You must also indicate the number of people in the audience in the Notes field 
of the speaking engagement appointment.  

 

* All "in-service" appointments on your calendar should be marked with the 
"In-Service" category.  (Refer to page 11 for notes on how to mark an 
appointment with a category. )  

*You must also indicate the number of people in the audience in the Notes field 
of the in-service appointment.  

 

* All Lions' club events on your calendar should be marked with the "Lions' 
Club Event" category.  (Refer to page 11 for notes on how to mark an 
appointment with a category. )  

*You must also indicate the number of people in the audience in the Notes field 
of the Lions' club appointment.  

 

*E-mail Carolyn with information for any group-related activities or agency 
activities that need to be scheduled on the Department Calendar (or have your 
support person e-mail that information to Carolyn).  For example: Open Houses, 
College Day, Orientation on the Road, Group Trainings, Transition camps, etc.

NOTE: Specific information relating to Open Houses or Fairs/Booths needs to be 
provided to Carolyn to be put on the Department calendar.  Please provide an 
address, telephone number, and name of a contact person for these items.  

 

*When scheduling a meeting or activity in the Assembly Room, please e-mail 
Carolyn and provide notes regarding how the room should be set up.

 


HTH
    Sincerely,
Terrill Reynolds
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----- Original Message ----- 
From: "Dorothy Ingram-Gorban" <dorothy.ingram-gorban@xxxxxxxxx>
To: <jaws-uk@xxxxxxxxxxxxx>
Sent: Wednesday, July 11, 2007 3:08 PM
Subject: [jaws-uk] Download query


Hallo List
 I am using Jaws 8 I.e 7  xp Home K11 and Lunar 6 I think     this morning 
just as I was turning off my desktop  it said download and I must have 
interrupted it. I then put on my laptop, nothing happened for a while, as I 
was leaving room, I heard it saying 5 per cent 10 per cent . so came back in 
a few moments it had completed the download. now it was not Jaws. I am sure 
of that, it is nothing to do with my Ocr.  so how do I find out just what it 
was?
 I have Windows set to Updates automatically. but looking in control panel 
or my computer  I cannot tell what it can be saw a service Pack 3 mentioned 
as not having activated but when I  tried downloaded after a long natter 
about Licence agreement, it then told me I already had it. I am hoping 
something similar happened to  one or two of you or you can tell me how to 
find the  latest  download or patch to come sailing in,no warning at all 
Dorothy 

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