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  Friday, July 31, 2009 – Permalink –

Delete Days

Erase the future

If the need should arise to clean out your calendar and start fresh, here's how.
You don't have to erase all appointments. You can choose which groups deserve oblivion.

For Microsoft Office Outlook 2003
  1. Start Outlook 2003, and then click your Calendar folder.

  2. On the View menu, point to Arrange By, click Current View, and then click By Category.

  3. On the View menu, point to Expand/Collapse Groups, and then click Collapse All.

  4. In the Table pane, right-click each category, and then click Delete. This deletes every item that belongs to each category.
After you delete all of the items in all of the categories, the Calendar folder is empty.
How to delete all Outlook Calendar items
Outlook 2007 appears to work the same way:

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<Doug Klippert@ 3:16 AM

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  Sunday, September 07, 2008 – Permalink –

Appointment to Email

Drag and drop

When you receive a message about an upcoming meeting, you don't have to copy the address and time and then open Calendar and then open a new appointment dialog box.

Just drag the message onto the Calendar icon. A new appointment form will open up with the body of the email. You can then adjust the location and time if needed.

Also see:
Microsoft support:
How to use vCalendar in Outlook

"Microsoft Outlook supports vCalendar, a powerful approach to electronic Personal Data Interchange (PDI). PDI occurs every time individuals communicate, in either a business or personal context. These interchanges frequently include the exchange of information, such as business cards, telephone numbers, addresses, dates and times of appointments, and such. The vCard and vCalendar features facilitate PDI electronically.
This article discusses:
  • How to create a vCalendar file
  • How to distribute a vCalendar file
  • How to automatically process a vCalendar file
  • How to manually process a vCalendar file as a text file"

The Internet Mail Consortium:
vCard and vCalendar

Also See:
Meeting Methods

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<Doug Klippert@ 7:04 AM

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  Sunday, March 23, 2008 – Permalink –

Reminder - Task - E-mail

Sent from Access

A great web site for Office information is Woody Leonard's

There are a couple of newsletters associated with the site including:
Woody's ACCESS Watch

A recent issue has information about sending reminders to Outlook from Access.

"If you have a table that contains a date field, and you want to make sure that something happens on that date, one way is to create an Outlook task with a reminder that will pop up on the specified date; you can even use the Outlook reminder to create an email message that will be sent on the specified date.

This article will show how to create an Outlook task from Access VBA code, and send an email message when the task's reminder fires."

The file is located on Helen Feddema's site.
Access Archon
Scroll down to #126

The zip file contains the WAW article, in Word format, plus the supporting file.

Helen Feddema has been working with Word since v. 1.1, Access since the beta of v. 1.0, and Outlook since the beta of v. 8.0 (that's where Outlook started its version numbering).

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<Doug Klippert@ 6:49 AM

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  Sunday, December 30, 2007 – Permalink –

Meeting Methods


More than name tags

Outlook (the big guy, not Express) has tools to facilitate
Appointments, Meetings, and Events

Here are a few of the 31 suggestions:

  • Turn a message into a meeting request
  • Update a meeting request
  • Automatically process requests and responses
  • Counter-proposals for Meeting Times
  • Cancel meeting if you are an attendee
  • Troubleshoot meetings

One of the subjects is:
Outlook meeting requests:
Essential do's and don'ts

Here are a few of the items:

If you change it, update it:

After modifying one of your own meeting requests, remember to click Send Update to send the updated request to all recipients.

Don't move meeting requests:

Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.

Soon after a meeting request arrives in your Inbox, a piece of Outlook code -- nicknamed the "sniffer" -- automatically adds the meeting to your calendar and marks it as tentative. This is a fail-safe to keep you from missing the meeting in case you don't see the request in your Inbox. However, the sniffer doesn't reply to the meeting organizer. You still need to do that by accepting, accepting as tentative, or declining the request.

If you or a rule that you create moves an incoming meeting request from your Inbox before the sniffer can process the request, the meeting never appears in your calendar, and you might miss the meeting.

Get a fresh start:

If a meeting series requires several changes -- a new organizer, a different frequency or time slot, the addition or removal of attendees -- just cancel the series and create a new one. Don't try to modify the original meeting request.

Scheduling Resources

Meeting Name tags

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<Doug Klippert@ 8:02 AM

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  Friday, June 15, 2007 – Permalink –

Color Code Appointments

Red letter day

Outlook 2002+ allows you to assign colors to appointments and meetings.
To format a single appointment:
  1. Simply right click on the event
  2. Select Label
  3. From here you can select from a variety of pre-selected colors

Appointments can also be Automatically formatted.

  1. Right-click a meeting entry and choose Automatic Formatting...
  2. Click on Add and name the Rule.
  3. Next, click Condition and set up a Filter such as having the word "Dr" in the subject or note field.

In the future, whenever you set up an appointment that has "Dr" in the text, the entry will be color-coded.

New Folders

Also see:
To add color coding to Calendar items
Customize calendar labels

"… if you have ten or fewer main categories that you use on a regular basis, you might want your label names to be the same as your categories. To change the default label names, go to the Edit menu from the Calendar view and click on the Labels option."

University of Wisconsin-Eau Claire:

Color Coding Appointments - 2007

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<Doug Klippert@ 7:27 AM

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