applied tips : march 2007

microsoft outlook : rescheduling appointments

Unfortunately, things don't always work out the way we want them to—especially when it comes to appointments. Co-workers cancel at the last minute, traffic slows down even the shortest of commutes, and cable installation workers are famous for arriving late. Fortunately, rescheduling an appointment in Outlook is a very simple task that will not add any stress to your already hectic workday.

There are two ways to reschedule an appointment in Outlook:

Getting started

First of all, make sure you are in Calendar view. If you're not, click the Calendar button in the Navigation Pane (Outlook 2003), or click the Calendar button on the Outlook Bar (Outlook 98/2000/2002). Now let's add a new appointment.

Click the New Appointment button on the toolbar. The Appointment window appears, as shown in the diagram.

Schedule an appointment using the following information:

Subject: Physical Exam
Start Time: 7:30 AM, April 1, 2007
End Time: 8:30 AM, April 1, 2007

Make sure that you click the Save and Close button when you're finished!

Using drag and drop to reschedule an appointment

April 1, 2007 arrives. You're just about to drag yourself out of bed, when you hear the weather report on the radio. To your surprise, five feet of snow fell last night and everybody's snowed in! Obviously you won't be going anywhere today, so let's reschedule your Physical Exam for next week.

We'll reschedule this appointment using the click and drag technique. First, you need to be able to see the original appointment and the destination date and/or time for when you want to reschedule the appointment. You will need to be in Month view to reschedule this particular appointment using click and drag.

Click the Month View button on the toolbar and use the Vertical scroll bar to navigate to April 2007. You should see the appointment you just created. Now, let's reschedule this appointment.

Click the Physical Exam appointment in the April 2 box, drag it to the April 8 box, and release the mouse button. The appointment has now been rescheduled for 7:30 AM on April 8, 2007. Had you wanted to change the time as well, you would have needed to use the open and edit method to reschedule the appointment. Move on to learn more about the open and edit method.

Using open and edit to reschedule an appointment

Whoops! You've been April-fooled! Evidently the weather crew at your local news station thought it would be hilarious to play a joke on those who hadn't had a chance to look out the window. It's 65 degrees and sunny—there's no snow anywhere. Time to reschedule that Physical Exam—again.

Double-click the Physical Exam appointment. The appointment appears in its own form. Rescheduling an appointment is not much different from creating a new appointment—all you have to do is select the new Start and End times and dates.

Click the Start time list arrow and select April 1, 2007 from the calendar. Now, all you have to do is save the rescheduled appointment. Click the Save and Close button to save and close the updated appointment.

Deleting an appointment

If ever you decide to cancel an appointment altogether, it is extremely easy to delete it from your Calendar. All you have to do is click on the appointment in the Calendar and press the Delete button on the toolbar. Or, you can also delete an appointment by clicking it and pressing the <Delete> key.

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