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Outlook

Outlook (Office 365)

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Your instructor: DeLisa Lee

Agenda

Our Agenda

Thursday, February 1, 2018 (2 sessions)

Session 1: 10:00 AM - 12:00 PM

Outlook (Office 365) Q&A

12:00 PM - 1:00 PM

Lunch

Session 2: 1:00 PM - 3:00 PM

Outlook (Office 365) Q&A

Questions and Answers

Questions and Answers

Outlook

Irregular Recurring Meetings

You know how to schedule weekly and monthly meetings, but sometimes you need to invite people to meetings with an irregular schedule. For example, a project meeting on the 3rd, 9th, 11th, and 21st. How do you schedule a recurring meeting on seemingly random days?

Is there way to create irregular recurring meetings/appointments in Outlook?

No. Microsoft Outlook does not have this feature.

Is there a work-around to create recurring meetings/appointment at different times in Outlook?

Yes.

  1. Create and save a recurring meeting or appointment, for example, a weekly meeting.
  2. Do not add invitees yet.
  3. Double-click the first occurrence you want to reschedule. Select OPEN THIS OCCURRENCE.
  4. Reschedule this occurrence of the meeting. Repeat for other occurrences as needed.
  5. If you are scheduling a meeting, you are now ready to invite people. Double-click one of your meeting recurrences and select OPEN THE SERIES and click OK.
  6. In the Meeting Series window, add the attendees’ email addresses in the To field, and then click the SEND button to send it.

Invitees will receive the different date meetings separately.

Can I create a list of dates and import them from Excel?

Yes, it is possible to to create a list of dates in your recurrence pattern in Excel and import the dates into Outlook.

Can I do this with categories?

Yes, you can create a grouped set of appointments/meetings with Categories.

Outlook

Appointment Auto-reminders

Can I schedule an appointment with an auto-reminder instead of sending separate emails to remind people of their appointment. And can Outlook send the reminders automatically?

Can I create a follow up reminder for appointments?

Before sending a message, click the ADD AN EMAIL REMINDER link, set your reminder, and click CLOSE.


You can also flag the message to create a follow-up reminder for yourself and your recipients.

I wish Outlook had a SEND REMINDER button so I could quickly remind invitees about the meeting.

If you know Visual Basic, you can create a script to automate the process of sending reminders. You can assign a button to the script and put it on your Quick Access Toolbar. Then you can send reminders in two clicks! 


What if you don't know VB? You can copy and paste the script at the link provided.

Outlook

Private Appointments

Can we make appointments where they cannot be forward?

Does Outlook provide a way to prevent the forwarding of meeting invitations?

No, but keep reading for a work around.

How do I forward an appointment to another calendar?

If you want to let a colleague know about an upcoming meeting, you can forward the meeting information in one of two ways. You can:

  1. Forward an existing appointment from your calendar to another recipient.
  2. Share a meeting request that you have received in your Outlook Inbox.

This link also provides best practices for forwarding meeting requests.

Why would I lock an appointment?

You lock appointments to ensure that other people cannot read the items that you mark as private.

How do I lock an appointment?

  1. In CALENDAR, select the appointment or meeting that you want to mark as private.
  2. On the CALENDAR TOOLS APPOINTMENT or APPOINTMENT SERIES tab , click PRIVATE.

Can I prevent the forwarding of meetings using Visual Basic?

Yes, and here is the code! Click the link to find out where to put it and how to create a button to run it.

Sub DisableForwarding()
    ActiveInspector.CurrentItem.Actions("Forward").Enabled = False
    MsgBox "Forwarding of this item has been disabled"
End Sub

Sub EnableForwarding()
    ActiveInspector.CurrentItem.Actions("Forward").Enabled = True
    MsgBox "Forwarding of this item has been enabled"
End Sub

OneNote

Benefits of OneNote

Microsoft OneNote is a computer program for free-form information gathering and multi-user collaboration. It gathers users' notes, drawings, screen clippings and audio commentaries.

What is OneNote?

Learn about OneNote at microsoft.com.

What are the benefits of using OneNote?

  1. Access your notes from a wide range of devices
  2. No more paper printouts – go fully digital
  3. More effective meetings with shared meeting notes
  4. Share notes with anyone, collaborate in Real-time
  5. Extend your note-taking with spreadsheets
  6. Secure sensitive information
  7. Record ideas and information on the go
  8. Support your notes with multimedia
  9. Integrate OneNote with other software

What's the difference between OneNote and Evernote?

OneNote vs Evernote

Can I import my notes from Evernote to OneNote?

Yes, you can download Microsoft's Importer tool to move your notes from Evernote to OneNote.

Delve

Benefits of Delve

Office Delve is a cloud-based service powered by Office Graph, which helps users find and discover pertinent information across integrated Microsoft products by pulling user content from Microsoft Exchange, OneDrive for Business, SharePoint 2016 and Yammer.

What can I do with Office Delve?

  1. Connect and collaborate with other people.
  2. Search for people, documents, or boards. 
  3. See what documents others are working on or learn more about them. 
  4. Discover and organize information from across Office 365. 
  5. Add a document as a favorite or to a board to easily get back to it later. 
  6. Stay connected and productive wherever you are.