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Organize Your Tasks and To Do Lists With Microsoft To Do
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Microsoft Outlook is your primary application to manage your emails communications, calendars, and contacts on a day to day basis. This month we will cover 5 Microsoft Outlook Tips and Tricks on how you can manage your calendar items and simplify your meeting scheduling process.
Tip #1: Use Natural Language or Rules to Determine your Meeting Time
If your co worker would like to schedule a follow-up meeting in 3 weeks after the kick-off meeting, normally under meeting start date, you would click on the “Calendar” button and manually count for the date that is 3 weeks after.
However, this is quite time consuming and human error may occur because there’s a chance that you may lose count. In fact, you are able to insert natural languages or rules to have Outlook calculate the meeting date for you.
Solution – Using Natural Languages & Rules:
1. Highlight the meeting date and insert “in 3 weeks”. Then hit “Enter”. As you can see, Outlook has already helped you calculate the date that is 3 weeks from now.
2. If you want to go back to today’s date, simply type in “today”. You will then be redirected back to today’s date.
3. Another example is that if your meeting is next Monday, you can also type in “next Monday” on the date box.
4. This tip is an easy way to help you quickly determine a meeting time and minimizes the chance of human errors.
Tip #2: Reply with Meeting
To reply an email thread by scheduling a follow-up meeting, you can click on “New Items” and then select “New Appointment”. Then, insert all required details and pasting the email body to the invitation. This is also quite time consuming and complicated.
Solution – Using “Reply with Meeting”
1. Find the “Reply with Meeting” button under the “Response” ribbon, and a new window will pop up.
2. First, the meeting title will be the subject of your email thread, and everyone in the email thread in the loop will be added as required attendees automatically. The context of the email thread will also be preserved – as you re replying with a meeting after all. You can also insert a message to inform and notify everyone invited to the meeting.
3. If this meeting is a Microsoft Meeting, you may find the “Teams Meeting” ribbon on top and then click on “Teams meeting”.
4. A meeting link will be generated so you are able to invite all attendees to a Teams meeting.
Tip #3: Create Meeting from Email
1. This tip is very similar with the previous one. To create a meeting from an email, you can drag and drop the email to the calendar icon at the bottom. A new window will pop up.
2. Same as before, the meeting title will be the subject of the email, and the context of the email body will be preserved.
3. However, this time, you will need to manually invite the required or optional attendees to this meeting, as you are not replying to the email thread with a meeting like last time. Click “Invite Attendees” to open up this option.
4. After defining all the details, hit “Send” to confirm and send the meeting invitation out.
Tip #4: Modify Calendar Items Easily
1. You can manage your calendar items directly on the spot. To reschedule a meeting, drag and drop the calendar item to the corresponding time.
2. Hit “Ok” when Outlook asks you to save changes and send update.
3. A new window will pop up. You can then insert a message to inform your attendees about the time change and hit “Send Update” to notify them.
4. To duplicate a calendar item, hold the “CTRL” button on our keyboard while dragging the calendar item to the designated meeting time.
5. As you can see now, the meeting is now duplicated in just a few seconds.
Tip #5: Visualize your Calendar Items with Color
1. As you can see here, the main color for my calendar view is orange. If you would like to change the main default color, right click on a blank space and find “Colors”. You can then select the theme color to your calendar items. Here I will be selecting blue.
2. Your main color for your calendar is now blue.
3. If you have some special meetings that you would like to catch your attention, you can change the color of a specific calendar item by using “Categories”.
4. Click the specific calendar item, and under the “Tags” ribbon on top, click “Categorize”. You can see some pre-defined categories here or your can hit “All Categories” for more options and settings.
5. This window allows you to create, rename or delete existing categories. To create a new category, hit “New”.
6. Name your new category and pick a color. I am picking lavender. Select “Ok” to confirm.
7. A new category has been added to your list. Select “Ok” again to confirm.
8. This specific calendar item is already changed to lavender.
9. If you would like to highlight another calendar item, click on the item again and go to “Categorize” again. The category “Client Meeting” is now on the pre-defined list for you to choose from.
10. Click on that and now another item is marked with the color lavender as well.
使用Microsoft Outlook 是您每天管理電子郵件通信、日曆和聯繫人的主要應用程式。本月，我們將介紹5個 Microsoft Outlook 會議的技巧和竅門，介紹如何管理日曆項目和簡化會議安排過程。