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MO Lesson 4.4 2024
HS: High School
Created on November 21, 2024
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Transcript
Monday, Wednesday, Friday 2:20-3:05 pm
Learners can:
- identify the default calendars in Outlook
- determine how to create and manage calendars in Outlook
- identify steps to create calendar events and tasks
- create a calendar for a fictional student for a school prom
Warm Up: Each day we will begin with a question or activity to get us started!
Welcome to Microsoft Office Mrs. Vandernick lvandernick@ccaeducate.me (717) 710-3300 ext. 11814
The Plan for Today: Unit 4 Lesson: 4.4 Managing Schedules and Tasks in Outlook Goals:
- color coding
- events
Vocabulary
- Terry and Ginny are event planners tasked with organizing an office party for an important client.
- As young entrepreneurs with a small team, they handle many responsibilities.
- Tasks include managing decorations, music, and overall event coordination.
- Ginny feels overwhelmed by keeping track of all tasks in her planner.
- Terry suggests using Microsoft Outlook to manage their schedules more efficiently.
- Ginny is skeptical since she sees Outlook primarily as an email tool.
- Terry asks Ginny what features would help streamline their event planning.
Think About It...
Think About It...
Think About It...
- Terry highlights Outlook's usefulness for creating events, sharing schedules, and staying organized.
- Beyond party planning, it helps manage personal schedules, like classes and activities.
- We are going to start by learning to create and manage calendars.
- Effective time management relies on tracking tasks and events.
- This lesson covers creating and managing calendars in Outlook, including naming, applying colors, and using charms to boost organization and productivity.
- Creating a new calendar in Microsoft Outlook is a simple process.
Calendars
- Opening the Outlook Calendar
- Open Microsoft 365, go to Outlook, and click on Calendar in the Navigation Pane.
- Viewing Default Calendars and Additional Calendars
- Outlook includes a default calendar for you to use.
- You can add additional calendars for personal, school, work, or sports use.
- View all calendars at once or select specific ones.
- Creating a New Calendar
- Select Add new calendar.
- Select Create blank calendar.
- Add the calendar name. You can select your desired color and charm.
- Press Save.
- Accessing New Calendar in the Calendar Pane
- The new calendar will appear in the left-hand Calendar Pane.
The Process
Question...
- Giving the calendar a descriptive name makes it easy to identify and prioritize tasks.
- Scenario: You’re on the prom committee with many meetings and deadlines. You created a calendar named "Prom" but later decided to rename it as Prom Preparations.
- To rename a calendar in Outlook:
- Click the ellipses (…) next to the calendar name (or right-click).
- Select "Rename."
- Type "Prom Preparations" and press Enter.
- To color code a calendar:
- Click the ellipses (…) next to the calendar name (or right-click).
- Choose your preferred color.
Naming a New Calendar
- You can add events to specific calendars, making it easier to share relevant tasks with others.
- Add an Event
- Navigate to a month and double click on a day to open a new panel
- Select the Calendar and Enter Event Data
- The calendar selected is the default. Click on the drop down to select the calendar of your choice.
- Enter the event data.
- Click the Save button.
Scheduling Events in Your Calendar
- In Microsoft Outlook, you can control who can view your calendar and the details you can see. Outlook offers the following options for you to manage calendar visibility:
- show selected calendars
- Calendars are selected when the circle next to their name is filled.
- This lets you choose which calendars to view in the Calendar Pane, especially as the number of calendars increases or when some are inactive.
- show all calendars
- Additional calendars are visible in the Calendar Pane but not selected (circles unfilled), so their events don't appear on your schedule.
Managing Calendar Visibility
You are in charge of organizing the event! What are some things that could go on your list to help you prepare for the event at the lake?
- A to-do list helps track tasks over time, whether daily, weekly, or longer.
- It prevents things from being forgotten.
- Outlook offers a digital to-do list feature to manage tasks in one place.
- To access the To Do application, complete the below steps:
- Open the app launcher and select To Do.
- Review the Navigation Pane.
- Add a new list option.
- Create a new list.
- Add items to the List
- Mark nonimportant Items
- Mark important Items
- A to-do list can be helpful to keep things organized when planning for an event, such as an annual family Fourth of July event at the lake.
To-Do List
- You decide that you will have family members bring items to the event. (Vegetarian Foods)
- This is a great example to start using Tasks.
- Tasks are items that you create and want to track until it is completed.
- To create a task, complete the following steps:
- Add a Task.
- In the Navigation pane, select Tasks.
- Add "Vegetarian Food Need-To-Dos" and press Enter.
- Add steps to track subtasks.
- In the Details Pane, under the task name, select "Add a step" to track subtasks for the vegetarian options.
- Add subtasks.
- Get a charcoal grill.
- Get charcoal and matches.
- Make a shopping list for ingredients.
- Buy ingredients.
- Arrive early to set up the grill before the good spots are taken.
Identify How to Use Tasks
- They have several similar features, including the ability to customize, assign, mark importance, and set reminders.
- One of the distinguishing characteristics between a list and a task is that a list uses the due date for each individual list item.
- Tasks, on the other hand, use reminders because they are individual steps working toward a common goal.
Identify Differences Between a List and a Task
Question...
In this lesson, you learned:
- identify the default calendars in Outlook;
- determine how to create and manage calendars in Outlook;
- identify steps to create calendar events and tasks; and
- create a calendar for a fictional student for a school prom.
- In an upcoming lesson, you will learn about creating tasks and notes in Outlook.
Summary...