When creating calendar events, the default setting allows you to schedule events that stick to 30-minute increments in duration. “In this day and age when we care very much about privacy, this is a smart thing to do, and people may not be aware you can do it,” said Debrah Suggs, an IT Analyst with Duke’s Office of Information Technology, who taught a Learn IT Lunch session last year that covered simple tech tricks such as this. If you have an item that you’d like to keep private, right-click on it and select “Private.” That way, others will see that you have an item on your schedule at that time, but they won’t be able to see what it is. You can control what information gets seen by others on your calendar.
But do you want your colleagues to see everything on your schedule? Perhaps not. “I’m doing a report and I want to block my time off, then I use a different color.”Īllowing a collaborator to see your schedule is a handy way to coordinate meetings. “Phone calls may be in one color, if I have a conference call, I may make it a different color,” Iyengar said. Iyengar also uses different colors for items. “I use the colors to bring things to our attention, I use it to flag things so you don’t miss them,” said Starke, the executive assistant. Using colors, customize your schedule so events such as phone calls, meetings or personal appointments are easily identifiable at a quick glance. You can also right click on an existing calendar item, scroll down to “Categorize,” and pick a color. When creating an event, click on “Categorize” in the toolbar at the top of the email and select from a number of colors. One of the more popular bits of advice Iyengar passes along is the use of color coding for events. They didn’t know about these things.”Ĭheck out a few of the fun, simple ways you can get more out of your Outlook calendar. “There are people that have used Outlook for a number of years just doing the basic things. “A lot of people will get excited and say, ‘I didn’t know you could do that,’” said Iyengar, senior technology partner for L&OD. Srini Iyengar, who teaches a course on Microsoft Outlook for Duke’s Learning and Organization Development (L&OD), said that participants who use the system often are occasionally surprised by some simple tricks that can help them use it more efficiently. It’s where meetings get scheduled, reminders are kept and events that define our work are recorded. More Informationįor many at Duke, the Outlook calendar helps us chart our days. “I couldn’t imagine trying to flip through papers to try and keep things in order with the level of meetings and materials that we have come through.”ĭuke Learning & Organization Development is offering the one-day Outlook Email and Calendar Basics course in February and August of 2020. “I couldn’t function without it,” said Starke, who’s worked with Fulkerson for 14 years. Filled with appointments, meetings, phone calls and reminders, the Outlook calendar Starke manages is the blueprint for how her office works. Much of Corrine Starke’s day unfolds in the calendar function of Microsoft Outlook.Īs the executive assistant for William Fulkerson, the executive vice president for Duke University Health System, Starke manages one of Duke’s busier schedules.
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