Tag Archives: Calendar

Download the Rugby World Cup 2011 Game Timetable into Outlook

By standss - Comments ( 15 ) Tuesday, August 30th, 2011

The Rugby World Cup 2011 is going to start in less than two weeks (9th September). Here’s what you need to do in Outlook to ensure that you don’t miss a single game of your favourite team.

Follow these steps to 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 and Time Settings

(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 and save the .ics file to your desktop
Download Rugby World Cup 2011 Schedule
(Fixtures are from the Rugby World Cup 2011 Official website)

3. Import the downloaded file into your Outlook by using the following steps. If you are using Microsoft Outlook 2010, click FileOpenImport. For all other versions of Outlook, click FileImport & Export.

Import and Export Wizard

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

5. Use the screen that comes up to select the ics file that was downloaded in Step 2.

(You may get the following extra steps depending on the version of Outlook you are using)

Prompt

6. Click either Open as New or Import. (I simply imported it to my main Outlook Calendar as it then synched with my Iphone too)

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

Enjoy the games and may the best team win.

Personally I am predicting an All Blacks win… it’s about time that the trophy went back to New Zealand… I was a student there in 1987 and still remember them winning the very first world cup final. It has been a long wait for the kiwis… but this is their year.

Categories : Outlook Calendar Tip Comments ( 15 )

How to organize Appointments and Tasks in Outlook by Project

By standss - Comments ( 2 ) Tuesday, July 26th, 2011

Many of us use Outlook’s appointments and tasks to manage our 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?  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 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:
  4. Assign to Project

  5. 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.
  6. 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.

  1. On the Smart Schedules toolbar, click Project Centre
  2. From the Project drop-down, select the Project to which you assigned the appointment or task
  3. 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:

Project Centre

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 Manager (Smart Schedules)

Categories : Smart Schedules for Outlook Comments ( 2 )

[Video] Outlook Appointments & Tasks… the Fast, Easy ERROR-FREE way

By standss - Comments ( 0 ) Thursday, June 2nd, 2011

Since our last report, we’ve been getting a lot of emails from readers… is the video ready… I want to see if this solution will work for MY BUSINESS. So…

The video is ready… take a look right now at:

The Fast, Easy, Error Free way to Schedule, Manage and Reschedule Appointments and Tasks for all your projects… inside Outlook.

My personal favourite part of the Smart Schedules for Outlook… how I can see ALL appointments and tasks for a project in one place… it makes it so much easier to see the impact of changes.

Beta Testers have been telling us that their favourites include how quick and easy it is to create ALL appointments and tasks for a process from a template…. and how easy it is to ACCURATELY reschedule multiple appointments when there is a change in a deadline.

We’d love to hear what you like so please let us know after you see the video.

Regards,
Sanjay Singh

PS: We are giving away a limited quantity of other software as part of the launch. Take a look at the video now to find out if this solution works for you.

PSS: Then, if you have the time, I would appreciate any feedback you can send me on the video… send us a email at news@standss.com. And…don’t forget to send us any questions you have on our new software.

Why Outlook’s Appointments and Tasks are NOT Good Enough for YOUR Business… and How to Fix It in 5 Minutes

By standss - Comments ( 2 ) Friday, May 27th, 2011

A quick post to let you know that the special report is ready for you to read now.

3 Reasons why Outlook’s Appointments and Tasks are
too Simplistic, Error-Prone, Time Consuming & Risky for Your Business
… and How to Fix It in 5 Minutes

Download and read the report now:

Click here to read the report online. You will need the latest version of the free Adobe Acrobat Reader – if you need it, get it here.

To save the report to your hard-disk and read the PDF file offline, right click this link and then click “save target as”

A special Thank You to the many readers who came back with such fantastic ideas and comments… your information was so valuable that we HAD to go back and rework major parts of both the report and the solution.

Once you have read the report, please send me your comments at news@standss.com

I look forward to helping you to add more time to your day.

Regards,
Sanjay

PS: You need to read the information TODAY as it links to a video showing you a 5 minute solution to making Outlook’s Appointments and Tasks work the FAST, EASY, ERROR-FREE way your business needs.

Are Outlook Appointments and Tasks too DUMB for use in real business?

By standss - Comments ( 1 ) Wednesday, May 18th, 2011

You may have noticed that I dedicate a lot of time to getting the most out of Outlook for my (and hopefully your) business – just look at the emails and blog articles I send you.

So I was abit surprised (confused?) during lunch when two of my friends (a lawyer and a real estate agent) commented that they do NOT think that Outlook’s Tasks and Appointments were SMART enough tools for their businesses.

They were both using Outlook but were frequently finding that when they relied on their Outlook calendar, they were RUSHING about in the last minute trying to meet DEADLINES due to INCORRECT entries…

These guys are both extremely competent highly professional people… if they were having problems then I was sure that many other people would be having similar problems.

So I decided to do some research… to try and understand what they actually meant… and hopefully find a solution.

Their problem was that they needed to enter a SERIES of related appointments and tasks into Outlook (sort of like a process)… based on the start date for the real estate agent and the end date (generally a court date) for the lawyer.

It was TIME-CONSUMING and ERROR-PRONE to do this by hand each time…
sometimes some steps were missed or entered on the wrong date.

The problem was made worse because invariably there was a change in a critical date which required RESCHDEULING of multiple items and… it wasn’t easy to find and change them all in Outlook.

It wasn’t uncommon to miss updating one or more appointments.. and unfortunately THE SIMPLEST STEP BECOMES THE MOST CRITICAL AS SOON
AS IT IS MISSED!

The good news is that we have been working on something that I hope to release in the next month or so.

But before we do that… we thought we better make sure that we were understanding the problem properly.

Could you give us a couple of minutes of your time to answer two simple questions:

1. Why does your industry need to enter a series of appointments (and
tasks) into Outlook?

2. What are some of the problems of doing this in Outlook at the
moment?

Please type in a quick response and send it to news@standss.com

With so many readers, I can’t guarantee a personal response… but
I can guarantee that I will personally read your email.

That’s all for now… Wishing you a better Outlook.

Regards,
Sanjay Singh

P.S. I really DO value your input in getting things right. Why
does your industry need to enter a series of appointments (and
tasks) into Outlook? and… What are some of the problems of doing
this in Outlook at the moment?

Please send your response Now to news@standss.com

Coming Up… Smarter ways of Scheduling Outlook Appointments (and Tasks)

By standss - Comments ( 0 ) Sunday, May 15th, 2011

We’ve had a lot of requests from readers in the past for something to make appointments and tasks more effective… we realise that most of our past reports and addins have focussed on email productivity.

But… recent conversations with other Outlook users and reader emails are telling us that simple scheduling errors have been causing a lot of stress for many people.

So… we have been working on a system that helps you create not only individual appointments and tasks but ENTIRE SCHEDULES of them.

And then lets you monitor them… and RESCHEDULE them in case dates change (as they always do)… all INSIDE Outlook.

We’re aiming to ELIMINATE almost all HUMAN-ERROR from the process.

I’m not quite ready to show you the result yet… but keep your eyes on your Inbox.

More about the project later in the week…

Regards,
Sanjay Singh

Mark Appointments as Complete in Outlook

By standss - Comments ( 0 ) Tuesday, April 26th, 2011

A reader asked me if there was any way in Outlook to mark appointments as complete… this is available for Tasks so it should be fairly safe to assume that there must be an easy way to do the same for appointments/calendar items. It turns out there is no built-in way to do this but here’s a work-around you can use instead.

There is an easy way to change the color of individual appointment items in Outlook. I use this trick to make my completed appointment Red (you can use any color you want).

Appointment Completed

Here’s how you can do the same…

If you are using Outlook 2007 or 2010 (scroll down for earlier versions of Outlook)….

The color of appointment items in Outlook 2007 is controlled using categories.

First… let’s create a category to mean 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.

The appointment you had right-clicked over should now be colored. If this appointment is actually not completed, you can clear the color by…

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

To mark another appointment on your calendar as complete.

  • Right-click over the calendar item.
  • Click Category and select the category of your choice (the Complete category).

If you are using Outlook 2003 or earlier….

The color of appointment items in Outlook 2003 (or earlier) is controlled with labels. Outlook comes with a default set of 10 labels (each of a different color) and you can also create your own.

First… let’s change one of the labels to mean Complete.

  • Go to the Calendar folder.
  • On the menu at the top, click Edit > Label > Edit Label
  • Edit the label text as needed

Now… to mark an appointment on your calendar as complete..

  • Right-click over the calendar item.
  • Click Label and select the label of your choice.

Easy!

This little technique makes it simple to see which appointments have been completed and which ones still need your attention. You can also use the same technique to color code different types of appointments for quick visual reference.

Did you like this article? Do you have suggestions to improve this technique?… Please leave a comment on the blog.

Other Posts on Outlook Appointments

Change the default reminder time for Outlook Calendar Appointments

Converting Outlook Emails to Appointments or Tasks

Categories : Outlook Calendar Tip Comments ( 0 )

Download the ICC Cricket World Cup 2011 Timetable to Your Outlook

By standss - Comments ( 3 ) Wednesday, February 9th, 2011

The Cricket World Cup 2011 is about to start in a weeks time (19th February), so for all you Cricket Lovers who would not want to miss a single match, or at least not your favourite 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 and Time

(Your screen may be slightly different depending on the version of Outlook… 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 and save the .ics file to your desktop
Download Cricket World Cup 2011 Schedule

3. Import the downloaded file into your Outlook by using the following steps. If you are using Microsoft Outlook 2010, click File OpenImport. For all other versions of Outlook, click FileImport & Export.

Import and Export

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

5. 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)

Prompt

Click either Open as New or Import. (I simply imported it to my main Outlook Calendar as it then synched with my Iphone too)

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

Enjoy the games and may the best team win.

Outlook Productivity with Windows 7 Jump Lists

By standss - Comments ( 4 ) Tuesday, February 1st, 2011

If you’re using Outlook and Windows 7, here is a tip that will take you all 2 seconds to implement but will save you hours of time in the future.

One of the new features that Windows 7 has is called Jump Lists. Jump Lists are basically a list of options that get displayed for programs on the Task Bar.

  • Start Outlook.
  • Right Click over the Outlook icon on the Task Bar. The following options will be displayed in the Jump List (which is what Microsoft has called the pop-up that gets displayed when you right click)

Jump List

Why do I like this?

I can use this Jump List to quickly create a new contact, appointment, task or email… without having to look for the appropriate button on the Outlook ribbon.

How to make it even better.

You can pin Outlook to the Task Bar so that the icon (and associated jump list) is there even when Outlook is closed. To pin Outlook to the task Bar:

  • Start Outlook.
  • Right Click over the Outlook icon on the Task Bar and click pin this program to the taskbar.

I hope you find this tip useful. If you have your own tips to share about the new features on Windows 7, please leave a comment on the blog.

Categories : Outlook as a Business Tool, Windows Tip Comments ( 4 )

Outlook To Do Lists for the Disorganized: Use Emails instead of Tasks

By standss - Comments ( 2 ) Tuesday, November 16th, 2010

Need to make sure that you get something done… EMAIL YOURSELF! This works much better for me then putting it on a Task List. Why? Like many people my Inbox acts as my real (or at least more immediate) Task List.

Here are some ways to get the most out of this super easy tip.

  1. Basic Way: Just Email yourself when you need to remember to do something.
  2. Need to follow up on an email that you are sending out to a client: BCC yourself on the email and a copy will end up in your Inbox.
  3. From your BlackBerry or other email-enabled phone: This is my FAVOURITE. It means that I can update my To Do List from anywhere… I’m at the supermarket and remember that I need to call a client on Monday… easy… I create and send an email from my phone… and I can get back to chasing my 4 year old down the candy aisle.

Did you find this tip useful? Do you have your own creative ways of applying this tip. Leave a comment on the blog.