Outlook Tip of the Month: Adding Notes to a Calendar

To: UCOP Community
From: Michael Shannon, Manager, IR&C; Communication Services

I am pleased to announce that the IR&C; TechDesk will send you a monthly tip about using Outlook features for e-mail and calendar. I hope you find this helpful. Please find the first Outlook Tip of the Month below.

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Adding Notes to a Calendar

Are you wondering how to put a "note" or "reminder" on someone else's calendar the way you used to do in the Oracle/Corporate Time calendar? (It was called the "Daily Note" or "Daily Event."). Perhaps you used to put a note about your vacation on your supervisor's calendar. Now when you try to do that, you may find you actually block out time on her calendar.

This is easily handled in Outlook. All you need to do is create an "All Day Event," which appears at the top of the person's calendar rather than in one of the time slots. Here are the steps to follow:

1. Create a New Appointment in your Outlook Calendar
2. Enter a topic and the time of the meeting in the Subject field. (You will not indicate start and end times in the usual way for appointments.) Example: Tara Out of the Office: 9:00 - 12:00
3. Check the box for All day event. (This automatically removes the Start time and End time options, since you are not reserving a time slot on the calendar.)
4. Make sure the Show Time as field reads Free, which is the default when you select an All day event.

Note: If you uncheck the reminder box, the recipients/attendees will not receive a reminder message. Check the box if you want them to receive an event reminder.

Here is a screen shot. The two key features are circled in Red.

The appointment information will appear at the top of the attendees' calendars for that day, as seen below, instead of in the specific time slots.

If you have questions about this tip or any other Outlook feature, please contact the IR&C; TechDesk at 987-0457 or techdesk@ucop.edu.

IR&C; TechDesk

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