5. Displaying Different Views of a Calendar
Tip
Because Outlook 2010 coordinates your scheduled tasks to your
calendar, you can look at your calendar in Day view or Week view to
see the tasks that need to be completed that day or that week, and
you can track your progress by marking tasks as complete when you
finish them.
The Calendar module offers four distinct views of content,
which are available from the Change View list in the Current View
group on the View tab. These views are:
-
Calendar This is the
standard view in which you display your Outlook calendar. In the
Day, Work Week, or Week arrangement, Calendar view displays the subject, location, and
organizer (if space allows) of each appointment, meeting, or
event, as well as the availability bar and any special icons,
such as Private or Recurrence. -
Preview In the Day, Work
Week, or Week arrangement, Preview view displays additional information,
including information from the notes area of the appointment
window, as space allows. -
List This list view displays all appointments, meetings, and
events on your calendar. -
Active
This list view displays only future appointments,
meetings, and events.
When working in a list view, you can group calendar items by selecting a field from the
Arrangement gallery on the View tab.
By default, your calendar is shown in the Day arrangement of
Calendar view. However, this arrangement displays your schedule only
for the current day and doesn't keep you apprised of upcoming
appointments later in the week or month. To help you stay on top of
your schedule, you can display several different arrangements of
your calendar:
-
Day Displays one day at a
time separated into half-hour increments. -
Work Week
Displays only the days of your work week. The
default work week is Monday through Friday from 8:00 A.M. to
5:00 P.M. Time slots that fall within the work week are white on
the calendar; time slots outside of the work week are
colored.
-
Week Displays one calendar
week (Sunday through Saturday) at a time. -
Month Displays one calendar
month at a time, as well as the preceding and following weeks
(for a total of six weeks, the same as the Date Navigator). When
displaying Month view, you can choose one of three detail
levels:
-
Low Detail Displays a
calendar that is blank except for events. -
Medium Detail Displays
events and shaded, unlabeled bars to indicate appointments
and meetings. -
High Detail Displays
events and labeled bars to indicate appointments and
meetings.
-
Schedule view
Displays a horizontal view of the calendar for
the selected time period. Schedule view, which is new in Outlook
2010, is very useful for comparing multiple calendars such as
those of the members of a calendar group.
You switch among arrangements by clicking the buttons in the
Arrangement group on the View tab of the Calendar module
ribbon.
Tip
If you've made changes to any view (such as the order in
which information appears) and want to return to the default
settings, click the Reset View button in the Current View group on
the View tab. If the Reset View button is unavailable, the view
already displays the default settings.
You can display a specific day, week, or month in the Calendar
pane by using these techniques:
-
In Month view, you can click the week tab at the left edge
of a week to display only that week. -
In Month, Week, or Work Week view, you can display a specific day in Day
view by double-clicking the header for that day. -
You can display the previous or next time periods by
clicking the Back button or the Forward button next to the date
or date range. -
You can display the current day by clicking the Today
button in the Go To group on the Home tab.
You can use the Date Navigator to change the day or range
of days shown on the calendar.
By default, the Date Navigator displays six weeks at a time.
The current date is indicated by a red border. The days of the selected month are black. Days of the previous
month and the next month are gray, but you can still select them in
the Date Navigator. Bold dates indicate days with scheduled
appointments, meetings, or events.
You can display a specific day, week, or month in the Calendar
pane by selecting it in the Date Navigator. Use these techniques to
work with the Date Navigator:
-
To display a day, click that day.
If you're displaying the calendar in Day, Work Week, or
Week view, the day appears and is highlighted in
the current view. If you're displaying the calendar in Month
view, the display changes to Day view. -
To display a week, click the margin to the left of that
week. Or, if you display week numbers in the Date Navigator and Calendar,
click the week number to display that week.
In any calendar view, selecting a week in the Date
Navigator changes the display to Week view.
Tip
Specific weeks are referred to in some countries by
number to simplify the communication of dates. (For example,
you can say you'll be out of the office "Week 24" rather than
"June 7-11.") Week 1 is the calendar week in which January 1
falls, Week 2 is the following week, and so on through to the
end of the year. Because of the way the weeks are numbered, a
year can end in Week 52 or (more commonly) in Week 53.
To display week numbers in the Date Navigator and in the
Month view of the calendar, select the Show Week Numbers…
check box on the Calendar page of the Outlook Options dialog
box.
-
To display a month, click the Previous or Next button to
scroll one month back or forward, or click the current month
name and hold down the mouse button to display a range of
months, point to the month you want to display, and then release
the mouse button. To scroll beyond the seven-month range
displayed by default, point to the top or bottom of the month
list.
In Month view, scrolling the month displays the entire month; in Day view it
displays the same date of the selected month, and in Week or
Work Week view it displays the same week of the selected
month.
In every Outlook module, the Date Navigator is located at the
top of the To-Do Bar. In the Calendar module, if you close the To-Do
Bar, the Date Navigator moves to the top of the Navigation Pane. In
either location, you can display additional months by increasing the
width or height of the area allocated to the Date Navigator. You can
allocate up to 50 percent of the program window to the Navigation
Pane or To-Do Bar.
When the Date Navigator displays more than one month,
each month shows either five or six weeks at a time—whichever is
necessary to show all the days of the currently selected month in a
Sunday through Saturday calendar format and to match the height of
any other month displayed next to it. Only the first and last months
include the days of the preceding or following month (in
gray).
In this exercise, you'll first display different periods of
time in your calendar and reset a customized view to its default
settings. Then you'll change the display of the Daily Task List and
of the To-Do Bar. Finally, you'll navigate through your calendar by
using the Date Navigator, and display different levels of information about scheduled appointments and
events.
-
On the Home tab, in the Arrange group, click the Work Week
button.
Note
Keyboard Shortcut Press
Ctrl+Alt+2 to display your calendar in the Work Week
arrangement.
The Calendar pane displays your currently configured
work week and highlights the corresponding days in
the Date Navigator. The Daily Task List is open at the bottom of
the pane. The first time slot of your work day appears at the
top of the pane. -
Scroll the Calendar pane to
display one hour prior to the start of your work day.
Time slots within your work day are white; time slots
outside of your work day are shaded. -
In the Go
To group, click the Today button.
If the Calendar pane wasn't previously displaying the current week, it does so now. The
times displayed remain the same. The current day and the current
time slot are highlighted.
-
On the View
tab, in the Current
View group, click the Reset
View button.
A message box prompts you to confirm that you want to
reset the view.
-
In the Microsoft Outlook
message box, click Yes.
The Calendar pane changes to display today's schedule in
the default Day arrangement, with the Daily Task List open at the bottom of the
pane. -
On the View tab, in the Layout group, click the Daily Task List
button, and then in the list, click Minimized.
The Daily Task List changes to a single row at the bottom
of the Calendar pane. The minimized Daily Task List displays a
count of your total, active, and completed tasks for the
day. -
In the Layout group, click the To-Do Bar
button, and then in the list, click Minimized.
The To-Do Bar changes to a single column at the right side
of the program window. The minimized To-Do Bar displays your
next appointment and the number of tasks due today (from the
To-Do Bar Task List).
-
In the Date Navigator,
which now appears at the top of the Navigation Pane, click a bold date to
display your calendar for a day on which you have scheduled appointments
or meetings. -
In the Date Navigator,
point to the left edge of a calendar row that contains one or
more bold dates. When the cursor changes to point toward the
calendar, click once.
The Calendar pane displays the selected seven-day
week.
-
On the Home
tab, in the Arrange group, click
the Month
button (not its arrow).
Note
Keyboard Shortcut Press
Ctrl+Alt+4 to display your calendar in the Month
arrangement.
Outlook displays your calendar for the month. Alternating
months are shaded to provide an obvious visual indicator of the
change. The Daily Task List is not available in Month view.
-
In the Arrange group, click
the Month arrow, and then click
Show Medium Detail.
The calendar changes to display only events as readable
items; appointments and meetings appear as horizontal lines,
with the width of the line indicating the amount of time
scheduled for that item.
-
In the Month list, click
Show Low Detail to hide
appointments and meetings entirely.
The calendar changes to display only events; appointments
and meetings are hidden entirely. -
Click one of the week labels that appear along the left
edge of the Calendar pane.
Outlook displays the selected week in Week view. (If you
had more recently displayed a Work Week view, the week would be
shown in that view.) The calendar item details are no longer
hidden. -
To the left of the date range in the
calendar header, click the Forward button.
The calendar moves forward one week. -
Use any of the available navigation methods to display the
week containing one of the SBS Staff
Meeting appointments. -
On the View tab, in the Current View group, click the Change View button and then in the
gallery, click Preview.
The notes saved with the recurring appointment appear on
the calendar. -
Click the day label at the top of the day on which the
SBS Staff Meeting appointment
occurs.
Outlook returns to Day arrangement, but still displays the
Preview view.
-
In the Change View gallery,
click Calendar.
The Calendar pane returns to its default settings.
Note
CLEAN UP Retain the SBS Lunch
With Jane and SBS Staff Meeting appointments and the SBS Pay Day
event on your calendar for use in later exercises.
|
