UNIT - 6
EMAIL MESSAGING
WORKING WITH CALENDAR
Time management is the act of planning to stay organized that will result in increased efficiency and productivity. Time management can be performed using simple techniques such as a paper and pen or you can also use calendar software to plan your time.
CALENDARING SOFTWARE:- Calendaring software provides the user an electronic version of a calendar. It is a time management tool, a system of organizing days for social, religious, commercial, or administrative purposes.
STEPS TO OPEN MICROSOFT OUTLOOK CALENDAR:-
1. Click Start -> Programs -> Microsoft Office -> Microsoft Outlook
2. Click Calendar located at the bottom left corner.
VIEWS SUPPORTED BY CALENDARING SOFTWARE:-
The calendaring software provides three views:-
1. Day :- To schedule an activity for a particular time in the day.
2. Week :- To schedule the activities for a particular days in the week.
a) Show work week:- (Monday to Friday)
b) Show full week:- (Sunday to Saturday)
3. Month:- To schedule the activities for the complete month.
Any appointments / meetings / commitments previously set in the day / week view will also be reflected here. This view is also used to switch over a specific date in the calendar by selecting the date in the date navigator.
Note:- The default view is by “Day”.
SCHEDULE AN APPOINTMENT
You can schedule an appointment in two ways:-
1. Using Menu Bar
2. Using Calendar View
1. Using Menu Bar- Steps to schedule an appointment are:-
1. Go to File->New->Appointment. A window will appear
2. Create the appointment.
3. Click on Save & Close option. The details will be reflected in the calendar.
2.Using Calendar View – You can create appointments on a daily, weekly, monthly or yearly basis.
You can create recurring appointment. To do so,
1. Right click on the calendar. A list of options will appear.
2. Click on New Recurring Appointment.
3. An appointment Recurrence window appears. Specify the appointment time, recurrence pattern and the range of recurrence here.
4. Enter a recurring event, select multiple days and click OK.
Categorize an Appointment
You can categorize the appointments at the time of creation of the appointment or categorize after creating the appointment.
At the time of creating appointment
While creating an appointment, select a color from the Categorize dropdown list.
For an existing appointment
To apply category for an existing appointment, double-click on the appointment and select a color from the Categorize dropdown list.
Share a Calendar
You can share a copy of your calendar in an email message using email server. The calendar will be uploaded to the mail server and can be accessed by others using their email id.
Steps to share a calendar:-
1. Click on Publish My Calendar… option available in the Navigation Pane of the Calendar. A window will appear.
2. Click Finish to publish the calendar on the mail server.
3. Select the time span and configure Detail list and Permission options. Click OK.
4. Enter your email account details to publish the calendar. Click OK.
5.A message will be displayed. To send invitation Click Yes.
6. A window will appear. Enter the email accounts to whom you want to share the calendar and click Send.
Print a calendar
Steps to print a calendar are:-
1. Go to File-> Print. A print dialog box will appear.
2. Select the range of the calendar by specifying the dates.
3. Select the Print Style and adjust other settings.
4. Click OK
Creating a Meeting Request
A meeting is an appointment to which you invite people or reserve resources for meeting hall, equipment etc.You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings.
Steps to create a meeting request are
1. Go to File->New->Meeting Request, A window will appear.
2. Enter the Subject, Location and Timings of the meeting in the window.
3. Click Send.
Respond to a Meeting Request
Steps to respond to a meeting request are:-
1. Open the email application to view the request.
2. Select the desired option from Accept, Tentative, Decline or Propose New Time options.
Create and Edit a Task
Task refers to actions that can be performed by an user; tasks may include actions items such as booking a conference room, booking tickets, reminder for a task completion itself etc.
Steps to create a task are
1. Go to File->New->Task. A task window will be displayed.
2. Define a subject name, the start date and end date of the task, the status of the task and the priority of the task.
3. Click Save & Close at the top of the page.
Create and Edit a Note
Notes are short text messages that can be used for taking quick notes. You can create notes in the calendar software.
Steps to create note:-
1. Go to File->New->Note, a window will appear.
Parallelogram: --Parallelogram: --2. Type the content of the note and click the icon. Once you click icon, a dropdown list appear.
3. Click the Save As… option to save the note.
Create and Edit a Journal Entry
Journal entry creates a timeline of transactions that can be linked to a contact. A transaction might be an email, task, appointment etc. The following activities can be automatically recorded:-
- Emails Sent & Received
- Telephone calls
- Meeting request & responses
- Office documents you manage
