Tag Archives: Calendar

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 )

Bonus Tip #4: Create Tasks or Calendar Items for Emails that need your action

By standss - Comments ( 0 ) Tuesday, August 19th, 2014

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 for Outlook addin 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.

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

To create a Task or Calendar item from an email…

1. Make sure that your folders are displayed in Outlook.

2. Right-click on the email (and keep the right button pressed) and then drag-and-drop the email into your Calendar or Tasks folder. Three options will be displayed (Copy with Attachment, Copy with Text and Move with Attachment).

3. I normally select Move or Copy with Attachment. This allows me to open the resulting task (or calendar item) which has the email attached to it. I can then double-click on the attached email and Reply or Forward it as needed.

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.

send&file

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 on 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.

subsribe_now

Related Post:

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

Bonus Tip #2: Compact your Outlook Data for Better Performance

Bonus Tip #3: BCC yourself on important emails (or use a Rule to copy sent emails to your Inbox)

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 choose which Calendar is used to populate the To-Do Bar

By standss - Comments ( 2 ) Wednesday, November 14th, 2012

Last week we showed you how to customize your Outlook To-Do bar to display the information you need.

If you have several email accounts (POP, IMAP, Exchange etc) configured in Outlook, you will also have several calendars (one for each email account). So how do you choose which calendar should be used to populate the appointments in the To-Do bar?

In this post, we will show you how to choose the calendar you wish to use.

It is only possible to display your DEFAULT calendar and tasks in the Outlook T0-Do Bar. You CANNOT combine items from different calendars or task folders.

The instructions below can be used to change what Outlook considers to be your default Calendar folder. Making this change will also automatically change what Outlook considers to be your default Tasks folder… and your default Inbox and Sent Items… so…

PLEASE MAKE SURE YOU FULLY UNDERSTAND WHAT YOU ARE DOING BEFORE MAKING THE CHANGES OUTLINED IN THIS POST!

Note: the instructions below are only for Outlook 2010 unless specifically mentioned.

  • Open Outlook > Click on the File tab > Account Settings > Account Settings… This will open the following screen:

Account settings screen

  • Click on the Data Files tab. This should list all the data files you currently have connected to Outlook.
  • Choose the datafile which has the Calendar you want to use to populate your appointments in the To-Do bar and click Set as Default.
  • Click Close

You should now find that the appointments (and tasks) in your To-Do bar are populated from the data file you select above. Hope you find this tip useful in organizing your work day better.

Till next time… have a better Outlook.

Customize the Outlook To-Do bar to Display Information you need

By standss - Comments ( 3 ) Friday, November 9th, 2012

The Outlook To-Do bar is a great addition to Outlook 2010 (and 2007), it shows you the appointment(s) for the day, your task list and easily lets you navigate to future dates to see your upcoming event.

What makes it better is that you can easily customize it i.e. turn on or off the information to Display on the To-D0 Bar. Here is how…

Note: the instructions below are only for Outlook 2010 unless specifically mentioned.

  • In any Outlook folder, click on the View tab > in the Layout group click To-Do Bar
  • The information that is currently being displayed in the To-Do bar will be TICKED, to hide any item, simply click on it again and it will get untick.

Now only the items which are ticked will be displayed in the To-Do bar.

Apart from customizing what gets displayed or not displayed on the To-Do bar, you can also customize the individual items such as increasing or decreasing the number of appointments or task which can be displayed on the To-Do bar.

But note that when you increase the information to display for one item, it decreases the number of items for the other. Here you need to prioritize what information you need to be aware of more often, your appointments or tasks:

  • Simply move your cursor on the To-Do bar between the Appointments and Tasks list
  • When your cursor changes to an arrow like image, drag the bar up or down to increase/decrease the number of items to display.

I hope you find this tip useful in organizing your workday.

Do you have suggestions for any other customization in Outlook?

Share it with our readers and us by leaving a comment below.

Outlook Calendar Tip: Go Straight to a Future Date rather then Browsing to it

By standss - Comments ( 2 ) Tuesday, April 24th, 2012

Do you need to make an appointment entry for a future date e.g. 20 January 2013, how can you get there?

Most of us would say:

  • Go to the Calendar
  • Change to Week View or Month View and BROWSE to the future date

You are right, this is one way of doing this BUT there is a much easier and faster way to JUMP to the future date.

Here is how you can jump straight to a future date:

  • Open Outlook
  • Go to the Calendar
  • Press CTRL+G on your keyword. This brings up a screen as show below:

Go to Date

  • In the Date: field, enter the future date e.g. 20-1-12
  • From the Show in: drop-down list select the view you would prefer
  • Click OK

You will now jump straight to the date entered, all you have to do is enter your appointment in the required time slot, Faster right?

Hope you find this tip useful.

If you know of other ways to make the use of Calendar easier and faster, let us know by leaving a comment below.

Categories : Outlook Calendar Tip Comments ( 2 )

Outlook Appointments in a Different Time Zone

By standss - Comments ( 2 ) Friday, January 27th, 2012

Do you have meetings with people in other time zones. We’ve talked about displaying multiple time zones in Outlook previously.

Here’s another time zone tip (for users of Outlook 2010 only). This lets you enter appointments based on the time in another time zone without having to convert it to local time.

* Open your appointment

* Click Time Zones on the ribbon. Outlook will add a time zone drop-down next to the appointment time.

Now you can enter the time of the appointment if the appointment time is given to you based on the time in the other time zone… and Outlook will automatically add it in your calendar at the correct time in your Time Zone.

(Thank you to Ben M. Schorr who writes at OfficeForLawyers for this tip).

Note: If you’re trying to find a suitable time for a meeting based on both your time zones then the tip in displaying multiple time zones in Outlook is better as it lets you see the times in the two zone side-by-side.

Categories : General, Outlook Calendar Tip Comments ( 2 )

Start your day with Outlook the way YOU want

By standss - Comments ( 0 ) Thursday, September 22nd, 2011

Everytime you open Outlook in the morning, the first thing you see is a inbox full of emails that you will be working on. This is how the day starts for alot of us, but this can be changed.

We are all different and we always like things which can be personalized and configured to our likings.

Do you wish to view your Calender, Contacts, Task or anything other then your Inbox (emails) in the morning?

I personally have Outlook setup to open my Calendar so I know what I had actually planned for my day. (I don’t like starting with the Inbox because it is too easy to jump into emails and start working on things that are not real priorities)

You can follow the simple steps below to change to the folder of your choice:

In Outlook 2010:

  1. Click the File menu > Options > click Advanced on the left column
  2. Under Outlook Start and Exit, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders

In Outlook 2007 & 2003:

  1. Click the Tools menu > Options
  2. Click the Other tab, and then click Advanced Options.
  3. Under General Settings, next to the Startup in this folder box, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders.

Now when you start Outlook, it will display the folder that you have selected above.

Reminders Showing Twice in Outlook + Solutions

By standss - Comments ( 3 ) Tuesday, September 6th, 2011

Yesterday a friend of mine called for assistance regarding an unusual problem he had with Outlook Reminders. For some reason Outlook (he was using Outlook 2010) showed each of outlook calendar reminders twice. He had put up with this for sometime until it got really frustrating. Here’s how I fixed the issue.

Research on the web showed two solutions. I tried both and the second one worked.

Option 1: Use the cleanreminders switch when starting Outlook

This one did not work for him but it may be the solution that works for you.

  1. Quit Outlook
  2. Click Start > Run
  3. Type Outlook.exe /cleanreminders (don’t forget the space after the exe) and press Enter

Option 2: Check your Outlook data files to see if any file is listed twice

Here’s what did work for him (I recommend you do the cleanreminders first anyway)

I checked his Outlook data files and found that his main Outlook PST was listed twice. I removed one and everything was back to the way it should be.

To check your Outlook data files:

  1. Quit Outlook
  2. Go to your Control Panel and double click Mail.
  3. Select the Data File tab
  4. IF AND ONLY IF you see the same data file listed twice, select the second one and click Remove.
  5. Restart Outlook.

Did any of these two methods work for you. Do you have a different solution.
Please leave a comment on the blog.

Categories : Outlook Calendar Tip, Outlook Performance Comments ( 3 )