Print a Blank Outlook Calendar to Plan Your Year

By standss · Comments ( 0 ) Thursday, November 17th, 2016

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As the year comes to an end, you probably need to do some planning. How will you finish this year in the best way possible… and how will you make the next year your most productive year yet?

One of the things that I find very useful in my planning is BLANK PRINTED CALENDARS. I print out one page per month and use that for planning. It really helps that I can have multiple months spread out in front of me on the table.

In this post I will show you how you can print out blank monthly calendars from Outlook (and also how you can print out calendars for any particular date range).

How to Print a Blank Calendar from Outlook

Go to the Calendar in Outlook.

Go to the Home tab of the Ribbon (if you are not already there)

Click Open Calendar – Create New Blank Calendar.

Enter a name for the calendar.

Ensure that your existing Calendar is selected for “Select where to place the folder” and click OK.

Create_new_folder

On the navigation pane on the left, you should see that the calendar that you just created added to the list of Calendars.

Tick it so that it is displayed (you will also need to untick the name of your normal Calendar).

Click File –Print.

Under Settings, select Monthly Style (or choose an alternative style if your prefer)

By default the current month will be printed. If you want to print a longer date range (you may plan for the first quarter…or even the whole year), click Print Option and enter the date range in the space provided.

Click Print.

I hope that you find your printed blank calendars useful for your planning. It may be old school but it works.

How to Schedule Meetings in Different Time Zones (and see the time in both zones)

By standss · Comments ( 0 ) Tuesday, September 27th, 2016

Do you need to schedule appointments, calls etc with people in different time zones? Here’s how to make sure that you’re both there at the same time by getting Outlook to show you the time in both zones at the same time.
 
If you are using Outlook with Office 365 or Exchange Server:

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Invite Attendees.
Click Time Zones on the Ribbon.
Select the time zone of the other person from the drop-down.

appoint

Now on the Room Finder Task Pane that should be displayed in the right hand side, select a date and time. As you change the date at time, you will see that the date and time for the other person will change automatically.

If you want to create the appointment and send a meeting request to someone, enter their details in the To field and then click Send.

If you want to create an appointment without sending a meeting request, click Cancel Invitation on the Ribbon and then click Save and Close.

If you are NOT using Office 365 or Exchange Server:

You won’t be able to access the full functionality described above but you can achieve the same results with the following steps.

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Time Zones on the Ribbon (see image above).
Select the time zone of the other person from the drop-down.
Enter the date and time in the fields and click Save and Close. The meeting will now be created on your calendar with the time shifted to the appropriate time in your time zone.
Check your calendar to ensure that you did your calculations correctly and the meeting is at a time convenient to you..

If you want to send a meeting request to someone, open the appointment again (double-click), enter their details in the To field and then click Send.

I hope that you find this tip useful.

We have clients all over the world and I use this every day to ensure that all participants to our meetings arrive at the correct time, even when we are many miles and time zones apart.

Rugby World Cup 2015 Schedules in Outlook

By standss · Comments ( 0 ) Tuesday, September 1st, 2015

The Rugby World Cup  2015 will kick off on the 19th of September with the first game between Fiji and England, so for all you rugby fans who would not want to miss a single match, or at least not your favorite teams matches, here’s how you can download the times for all the games into your Outlook Calendar.

1. Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are. Go to the Windows Control Panel and open Date and Time.

date_time

(Your screen may be slightly different depending on the version of windows… it may have a separate tab for Time Zone).

Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji). Click on Change time zone if you need to.

2. Click on the link below to download the Rugby World Cup 2015 schedules:
Download Rugby World Cup 2015 Schedule

* Click on the ADD TO CALENDAR button
* On the pop-up screen, select if you would like the schedule for all teams or for your favorite team only
* Click on the Outlook button. Outlook will automatically open
* In the popup, click Yes
* The new calendar will be added to the panel on the left

The times for all the games will now be in your Outlook.

Enjoy the games and may the best team win.

Categories : Outlook Calendar Tip, Sports Comments ( 0 )

2015 NFL Football season schedules inside your Outlook Calendar

By standss · Comments ( 2 ) Monday, August 3rd, 2015

For all you NFL fans out there, it’s that time of the year again so gear-up with your favorite team’s jersey, hats, cheering gears etc and plan in advance with friends and families to enjoy the games at home or at the venues.

The pre-season kicks off on Thursday, August 13 till Thursday September 3. In the first game the New Orleans take on the Baltimore at the M&T Bank Stadium.

Week 1 of the NFL 2015 season kicks off on Thursday 10th of September with the Super Bowl champion Patriots hosting the Steelers… A Game not to be missed!!!

You can download the full NFL 2015 schedule or only your favourite team’s schedule and load it into Outlook so that you don’t miss out on any of your favourite team’s matches.

1. Click on the link below to download the full NFL schedules for ALL teams and save the .ics file to your desktop
Download the 2015 NFL Season Schedules (source: southendzone.com)

If you only want schedules of your favourite team, click on the appropriate link below:

Baltimore Ravens Download Schedule in Outlook
Buffalo Bills Download Schedule in Outlook
Cincinnati Bengals Download Schedule in Outlook
Cleveland Browns Download Schedule in Outlook
Denver Broncos Download Schedule in Outlook
Houston Texans Download Schedule in Outlook
Indianapolis Colts Download Schedule in Outlook
Jacksonville Jaguars Download Schedule in Outlook
Kansas City Chiefs Download Schedule in Outlook
Miami Dolphins Download Schedule in Outlook
New England Patriots Download Schedule in Outlook
New York Jets Download Schedule in Outlook
Oakland Raiders Download Schedule in Outlook
Pittsburgh Steelers Download Schedule in Outlook
San Diego Chargers Download Schedule in Outlook
Tennessee Titans Download Schedule in Outlook
Arizona Cardinals Download Schedule in Outlook
Atlanta Falcons Download Schedule in Outlook
Carolina Panthers Download Schedule in Outlook
Chicago Bears Download Schedule in Outlook
Dallas Cowboys Download Schedule in Outlook
Detroit Lions Download Schedule in Outlook
Green Bay Packers Download Schedule in Outlook
Minnesota Vikings Download Schedule in Outlook
New Orleans Saints Download Schedule in Outlook
New York Giants Download Schedule in Outlook
Philadelphia Eagles Download Schedule in Outlook
San Francisco 49ers Download Schedule in Outlook
Seattle Seahawks Download Schedule in Outlook
St. Louis Rams Download Schedule in Outlook
Tampa Bay Buccaneers Download Schedule in Outlook
Washington Redskins Download Schedule in Outlook

 

2. Import the downloaded file into your Outlook by following the steps below.

  • If you are using Microsoft Outlook 2013/2010, click File > Open&Export > Import/Export.
    For all other versions of Outlook, click File > Import & Export.

Import/Export Options

  • Select Import an iCalendar (ics) or vCalendar file (vcs) from the list and click Next

3. Use the screen that comes up to select the ics file that was downloaded in Step 1.
(You may get the following extra steps depending on the version of Outlook you are using)

Outlook Prompt

Click either Open as New or Import. (If you have your calendar synced to your Iphone, you can import it to your Defualt Calender as you can than view the schedules from your Iphone)

The times for all the games will now be in your Outlook.

Stock-up the chilled Beers, snacks and enjoy the games.

May the best team win.

Categories : General, Outlook Calendar Tip, Sports, Uncategorized Comments ( 2 )

How to Snooze Multiple Reminders At Once in Outlook

By standss · Comments ( 1 ) Thursday, August 28th, 2014

Setting up reminders on Task is simple and quite handy because with so much to do, we are likely to miss or forget about other important tasks that might be due.

BUT the overwhelming part is when you are in the middle of something very important and the Reminder Pop-up comes with several tasks. There is two things you might do at this point:

  • Click on the red X button to close the Pop-up screen or
  • Select each individual task and set a snooze time for it to reappear later

The second option is time-consuming and frustrating when you’re in a middle of something important and have no time to waste.

Get frustrated no more, here is a simple tip that will let you “Select All” Tasks and snooze them all at once:

  • When the Reminder Pop-up appears:
  • Select the First item in the list
  • Press Shift on your keyword
  • Select the Last item. This should now select all the items in the list as shown below:

  • Set the Snooze time from the drop-down
  • Click Snooze

This should now snooze all the items in the list to the time specified by you so you can continue with your important task on hand.

Did you find this tip useful? let us know by leaving a comment below.

Looking for a simple Task Management tool for Outlook… try our eeminders for Outlook addin.

Categories : Outlook Calendar Tip, Outlook Email Tips Comments ( 1 )

Download the FIFA World Cup 2014 Match Schedules into Outlook Calender

By standss · Comments ( 0 ) Wednesday, June 4th, 2014

fifa_logo

The countdown has started with just 9 more days to go. I’m sure all you soccer (football) fans are gearing up and excited as the Fifa World Cup 2014 kicks off in just a week time on the 13th of June 2014 with the first match between Brazil and Croatia.

Time surely has passed by quick since the last world cup with the glories and well deserving victory by the defending world champions “SPAIN”.

So which team will be taking the trophy home this year? I hope that the best team (my team of course) wins!.

I have added the schedules to my Outlook calendar already to make sure I don’t miss my teams matches, have you?

It’s not too late if you haven’t, here is a quick post which will help you add the match schedules to your Outlook calendar and give you the timing of the matches in your OWN time zone.

Configure the time zone on your computer

Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are.

  • Go to the Windows Control Panel
  • Open Date and Time.

time_zone

  • Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji).
  • Click on Change time zone if you need to.

Download the Schedules into Outlook Calendar

Follow the steps below to download the schedules into your Outlook calendar. The schedules will also get automatically updated as the tournament progresses or if there are any changes in the fixtures.

  • Open Outlook and go to the Calendar
  • In the ribbon, click the ‘Open Calendar‘ button
  • Select ‘From Internet
  • Copy the following URL: webcal://www1.skysports.com/calendars/football/fixtures/competitions/worldcup
  • Paste the URL in the box entitled ‘New Internet Calendar Subscription‘ (Do not be worried of the word “Subscription” you are not being charged for anything”
  • Press OK
  • Optionally – Click ‘Advanced‘ to name your calendar and configure some options.
  • Click ‘Yes‘ to add the calendar to outlook and subscribe to updates.

That’s it! The schedules will now be downloaded into Outlook, and will automatically update periodically as fixture information changes.

For instructions to add the schedules into Google Calendars, your phones or tablets click here.

The team at Standss is super excited as we have organized a TV to watch the live matches, bets have been placed as to which team will win and a special gift for the staff whose team wins the world cup.

Let us know by leaving a comment below which is your favourite team?

Enjoy the games and may the best (my) team win.

oi_kbd_scuts

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Categories : General, Outlook Calendar Tip, Sports Comments ( 0 )

Managing Projects in Outlook using Appointments and Tasks

By standss · Comments ( 0 ) Tuesday, January 28th, 2014

In the post last week, we looked at some of the ways that you can customize outlook to suit your style of working and also effective handle the pile of emails in your inbox.

Other than emails, Outlook users also use the calendar and task to manage their daily lives and projects… and yet Outlook does not give us an easy way to manage projects inside Outlook. Outlook users frequently ask us how they can see all appointments and tasks that make up a project in one place.

Why is this important?  Most work or projects are made up of a series of steps all being related to each other. As we finish a step, it is important to know what the next steps are to get the project completed. Things also don’t always go according to plan… and we need to see what else gets affected when things change.

Our research showed that there is no simple way to organize and view related tasks and appointments under projects… so we added this functionality to our Outlook Project Management addin Smart Schedules for Outlook.

With Smart Schedules for Outlook you can:

  1.  Assign existing (or new) tasks and appointments to projects
  2. Quickly see all tasks and appointments for a project at the click of a button.

Here are step by step instructions showing you just how easy this can be:

Assign existing (or new) tasks and appointments to projects

  1.  Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
  2. Select the appointment/task
  3. Click on Assign Project button on the Smart Schedules toolbar/ribbon. This will display the following screen:

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 Select an existing project from the Project list.

  • Note: You can also type in a new project name if you would like to create a new project and add this selected appointment/task to that project.
  • Click OK.

Quickly see all tasks and appointments for a project at the click of a button

Smart Schedules Project Centre makes it easy to see all appointments and tasks that you have associated with a project.

On the Smart Schedules toolbar, click Project Centre

  • From the Project drop-down, select the Project to which you assigned the appointment or task
  • You will now be able to view the appointment or task assigned to the project and all other related appointments and tasks for the project as shown below:

b

Next Steps…

Smart Schedules for Outlook was designed with the help of almost 20,000 Outlook users. Try it for yourself today and tell us what you think.

Download a fully functional version of Smart Schedules for Outlook.

Watch a short video of our Outlook based Project Management tool (Smart Schedules)

I hope you find this tip useful managing your projects in Outlook.

If you know of other ways to manage projects using Outlook, share it with our readers by leaving a comment below.

oi_kbd_scuts

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Time Zone Problems when Scheduling Outlook Appointments

By standss · Comments ( 0 ) Wednesday, November 27th, 2013

I showed up for a meeting today on the WRONG DAY! I actually had a phone meeting this morning with someone in New York (I am in Fiji). When I called up, I realised that although I had called at the right time, it was the WRONG DAY! I had called a day before instead a day after the date in New York.

Here’s how you can avoid making the same mistake by entering your appointment using the date and time in the other person’s country… and have Outlook automatically show it in your calendar at the correct time for your time zone.

This tip works in Outlook 2010 and later.

  •  Open your appointment
  •  Click Time Zones on the ribbon. Outlook will add a time zone drop-down next to the appointment time.
  • Click the drop-down to pick the time zone of the other person.

appointment

Now you can enter the date and time (make sure you enter the date in the other person’s time zone) of the appointment.

Outlook will automatically add it in your calendar at the correct time in your Time Zone.

Do you have other tips for dealing with appointments in different time zones? Let us know by leaving a comment below.

 Related Posts: Displaying multiple time zones in Outlook : Lets you see the times in the two zone side-by-side.

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Categories : General, Office Tip, Outlook Calendar Tip Comments ( 0 )

Create Task or Appointment from Outlook Emails (To ensure things get done)

By standss · Comments ( 0 ) Tuesday, October 8th, 2013

Tasks

If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.

Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.

OPTION 1: (FREE) Create a Task or Appointment from Emails.

All you need is Outlook…

  • Select the Email (either from your Inbox or Sent Items folder)
  • Drag-and-drop it from the folder to either your Task List or your Calendar.

This will automatically create a new Appointment or a new Task for you that you can then modify with due dates etc!

If you also want to attach the email to the newly created appointment or task (for easy reference later)… you can drag & drop the email using the right mouse button (instead of the left), this will give you the option to attach the email to the appointment or task.

I prefer the Right click option. Have the full email attached to the appointment/task makes it easier to Reply or Forward if I need to.

While the free option will work, here’s a few additional options that you may want to look at to really boost your productivity.

Option 2: File and create the appointment/task automatically when you click Send

If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.

sent item organizer

Option 3: Get your reminders at the top of your Inbox on the correct day and time

I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.

I hope you find this tips useful.

Do you know of other ways to schedule your work and complete them on time?

Share it with us by leaving a comment below.

Main for post sendguard

Main for post sendguard

How to Mark Outlook Appointments as Complete

By standss · Comments ( 6 ) Tuesday, September 3rd, 2013

Outlook lets you mark your tasks as complete so there should be same easy steps to mark appointments as complete too right?

Well NOT!!!

It turns out that there is no built-in way to mark appointments as complete BUT…

Here is a simple workaround that will change the color of the appointments so you know it has been completed (I have used the color RED to mark my appointments as complete)

outlook as complete

Here’s the steps to change the color of the appointments: (The instructions below are for Outlook 2007 and above only)

The color of the appointments in Outlook 2007 and above is handled using categories so the first step is to create a new category that indicates Complete:

  • Go to your Calendar.
  • Right-Click over any existing appointment.
  • Click Categorize and then click All Categories
  • Click the New button.
  • Enter a name for the category (I used the word Complete), choose a Color and click OK.
  • Click OK again to return to the Calendar screen.

This will now change the color of the appointment to what you had selected.

Now to mark any appointment as complete:

  • Right-click over the calendar item.
  • Click Categorize and click on the Complete (the category which you created) category again

In case you mark an appointment as complete by mistake, you can do the following to change it:

  • Right-click on the calendar item
  • Click Categorize and click on the Complete category again (or click on Clear All Categories).

Using this method to color your appointments lets you easily see which ones still need your attention and which ones are completed.

You could even use different categories (colors) to indicate different things for example you could have a category for important appointments or another for causal meetings etc.

I hope you find this tip useful.

If you know of better ways to manage your appointments or work, please share it with our readers by leaving a comment below.

Are you drowning in an ocean of emails in your Inbox that stops you from getting the right work done?
Try eeminders for outlook – Get the right things done… at the right time!!!

Categories : Outlook Calendar Tip Comments ( 6 )

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