Outlook calendar fields - how to handle
How do I add a calendar field in Outlook?
To make the from field accessible, when composing a message, select the Options tab and press the “Show From” button to enable the from field for all sent emails.
- This article is presented to you by Woven.
With Woven, you can have all of your calendars in one place and have powerful planning tools to help you save time. Stay tuned to the end of the article to find out more. Do you want to spend a lot less? Time to manage your schedule? Want to look like a pro when it comes to managing your Outlook calendar? Well, in today's article, I'm going to share with you seven of my best tips for managing your calendar here in Microsoft Outlook.
Hi everyone , Scott Fries is here at Simpletivity to help you get more done and be less stressful. And let's dive right in with tip number one, we're talking about a keyboard shortcut that will allow us to go to any date on our calendar, all you have to do is select Ctrl + G on your keyboard and you'll get this dialog about the date that comes up. At first glance, you might be thinking, oh, do I have to put it in here? Format? Absolutely not.
Let's say I want to go straight to November 27th. I just type no. November 27th, hit Enter on my keyboard and boom, this is Thanksgiving or I should say Black Friday for this particular year.
Let's hit Ctrl + G again and let's say I just want to go to next Saturday on my calendar. I'll just type in SAT, hit Enter in my calendar and I'll be selected for next Saturday from today. So no, you don't have to enter anything in a specific date or a specific date format as you can see here.
How about February 2021? I hit enter and boom, I'll be taken to the second week there. I think it's the ninth chosen because today is the ninth, but it got me right to February 2021 and I can even go back and just say today if I'm somewhere else and hit enter and that will bring me back into today. So this will save you a lot of time, that's Ctrl + G on your keyboard, here on the left side of your calendar you can view multiple time zones.
By default, of course, your location is shown l time zone, but what if you work closely with someone else or with clients or colleagues in a different time zone? Wouldn't it be nice to have one or maybe two additional time zones here on the left? In order for us to do that, we have to go up and then all the way down to Options. It will open this dialog and on the left we want to select the calendar. Now we would like to scroll down a little to the time zones.
Now, there are a couple of different things we want to look out for here. Number one is that we can add labels to our time zones, including the existing ones. So just in case you want to remember, maybe I want to put Pacific here just so I know the difference between that particular time zone.
But here I can show a second time zone, so I'll check this box here and it is already East selected for me and that's perfect, I work with a lot of clients on the east coast a lot so I can choose the eastern time zone. And just so that I can see that more easily on my scale and I'll type in East, it's kept nice and short so I can see it on my calendar. All I have to do is come down here and say, okay, and now on the left.
I have two of my time zones. I can see my local time zone here, which is shown in bold here, but I also have my east time here. So when I look at my calendar and think about making one? Appointment to make sure that, oh yeah, 2:00 p.m. is fine with me, but maybe this is a little late for some of my colleagues in the eastern time zone.
Next on our list, we'd like to look at our calendar in a different way, and especially viewing our calendar when we're dealing with email, because let's face it, if you're here in Outlook, you're probably spending a lot of time in your inbox and not just your calendar but this can be time consuming going back and forth right? to click over here click on the calendar, come over here and then click over here and then go back to your view here inside you r Inbox. Well, you can actually get a mini-view of your calendar and see your entire schedule right from here in Outlook's email section. To do that, we'd like to come up here and select View.
And then further on, on the right side of your ribbon, you'll see this layout area here. Now there's one called a to-do bar and it might not be the best label here because it will show us a lot more than just our to-do lists. We can also choose to view our To-Do List.
But when we select that option we have three options; Calendar, People, Tasks, or Off. In this case, I want to select Calendar and now on the right side, I have a thumbnail of mine Calendar, but it gets better. Not only can I go up here and select certain dates and see my schedule, but as you can see when I walk in today, I actually get an agenda view of my calendars.
So I can quickly see what's coming up for today and what I have to say for the rest of the week, I need to change this counseling session, or maybe I just want to see more details about it, I just have to click on it and it will open right here, I'll come not to the calendar, right? I didn't switch to the calendar view, but this event opened. I can add the location, change the date, add invitees, do anything I would do on a regular basis. And when I'm done I can click Save and Close, or I can just close it here if I just wanted to learn more information and I'm back to that view.
It still gives you a lot of space, a lot of space to work on your email and view your inbox, but a helpful little view so that you can see your email here in Outlook too. We stay on the email page here, even if this is a article about calendar tips, I want to show you how to share your calendar with someone via email, in which case we have to select this above to go to our traditional one or standard format. And I'll compose a new message.
And it really does. In this example, it doesn't matter who I'm sending this to, I'd like to get to the body of the email itself. So maybe I'll write something and tell them, 'Hey, just look below.
That's what my schedule looks like for the next week. What is your availability or which of these times is right for you? 'To do that we need to get to the insert here, and you can see in this first section here under Include, there is one called Calendar. So I'll choose this one.
You can select the respective calendar if you manage multiple calendars. I'll be using my default calendar here and you can include the date range as well. I'll say the next seven days, and I can also choose the amount of details that I want to include.
So I can provide limited details, full details, or just availability. This is probably the one you want to use most of the time because it basically just appears to be free and busy. It gives us the others like timid, work elsewhere or outside so you won't see your specific meeting names or invitees or anything like that.
You can also only say Showtime within my work hours, which is probably pretty smart, right? You don't want someone to pick a time that is outside of your work hours. There are a few more advanced options here, but most of the time I usually only use them at this level. I'll say okay, and what will happen is that there is a miniature calendar in the text of this message.
In fact, it looks a lot like the email view, but as you can see, it just shows free and busy, free and busy for you to take a quick look at, okay, I'll be out on the 10th in the morning for roughly an hour and a half available, only a half hour window here, and then most of the afternoon. So they can call me and say, 'Hey, Scott, is that this? It would be great. We'll meet on the 10th at 3:00 p.m. ' Or something like that.
I've given them enough details. But even here they don't know who I'm meeting with or what the titles of these meetings are. Now I'll just close this and show you an example of what the person on the other end is getting.
And I think that's really great because you actually get a kind of dynamic link here. If you look at this mini-calendar and you want to say, 'You know what, I'm, I really want to meet on the 13th.' You can click on this 13th.
That'll jump down here and you can see my free and busy information quickly. A great way to share your availability with someone outside of your organization. Now we're jumping back to. the calendar itself, because this next one is something I wasn't aware of, but I find it so powerful and it might just change the way you look at your calendar.
It has to do with color coding or whatever other thing you'd like to do on your calendar and do it automatically. This way, you don't have to waste your time choosing a gup color or category for every meeting you create or receive from other people. Here you can see this example.
I have green as my default color for a number of meetings. Maybe purple is for personal things like this lunch and anything related to a counseling session is red. But instead of wasting my time entering a counseling session and then changing it to get a counseling appointment, check this out.
I'm going to create two different meetings so you can see this in real time. So let's say I'm going to create a new meeting here. I just call it a new meeting.
So I didn't do anything, did I? I'll just say new meeting. I say save and close. There is my default color green, but I'll be creating another meeting here.
And this I will call, counseling session. Again, I haven't done anything, just given giving a name. I'll hit, save and close.
And this one is red. Hey what happened there I didn't choose red. No, that's because I use the conditional formatting here in Outlook, which whenever this term, consultation session is included in the appointment title, makes the appointment red so that it stands out.
To make this possible, we would like to come to our ribbon and select view. And then we want to select view settings. And within this view settings dialog we would like to come to Conditional Formatting.
Here is the first rule that I introduced. It's called the Consulting Session. This is really just the name.
We'll pick our condition elsewhere, but here you can see I picked the color red. Now let's add a new one so you know how to do it too. I'll choose the add button and we'll give it a name.
In this case, I'll call it a Trello meeting, okay? Meeting that has Trello in its name, I want to give it the color blue, just like the Trello application. So I'm going to call it Trell o Meet and I'm going to choose this color blue as the color I want to use. Now remember, that's just the name.
We haven't actually set the condition yet. To do that, let's come here and select the condition button, which will open a new dialog. So up here I'll say look for the words Trello.
And I can choose whether it should only be in the subject when I put it in the note fields, if I want it in other places too. In this case, I just want it in the subject. We will now use the term Subject as this is the exact same menu that you can use from within Outlook's email page.
But remember, Subject essentially means the name of the appointment or event. Now I can choose other options in terms of organization, who organized it, and other participants. There are more choices upfront, but let's keep it simple for this example; I'll hit well on this one, and I'll hit well again.
We're going to hit well here a third time to close this dialog box and let's test it and see if it works. So here on Friday, let's create a new event and I'll say this is, for example, a Trello meeting with Bob. I hit save and close and automatically get the blue label.
Next on our list, let's take a look at how quickly any email turns into an appointment, because let's face it, you probably spend a lot more time doing this on the Outlook email page than on the calendar itself. But let's say someone sent me a message like this and they had a lot of good data or information in it. And I want to be able to create a meeting so we can talk about it.
To convert this to an appointment, everyone, I need to take the email, click and hold, and I'll drag it over the calendar icon here on the left. When I let go of it, a new appointment is created with the subject of this email now being the title of the appointment and everything in that email is listed below, so here is the table I talked about earlier. It's all there for me and everyone I invite to this meeting, we can refer to it together now, either in advance or during the meeting itself.
So I'm going to close this one. Again, you can drag any email, just click and drag it over the calendar icon and it will be automatically converted so you can create a new appointment. Next, you need to add important dates to your calendar because I want to make sure you don't miss out on anything important, especially when dealing with someone outside of your country or outside of your beliefs or geographic area.
And that has to do with adding holidays to your calendar. I've listed both a few Canadian and US holidays here, but I didn't add these myself. No, I want Outlook to do the hard work for me.
So in this case we have to go to File. We're getting back to the options and yes we're going to select the calendar here and under the second Calendar Options menu we want to get about halfway down and here you can see how we can add holidays to the calendar. So when we click this button we get a dialog here.
Now there is a combination of both countries. There are some religious holidays. There are a variety of different things.
For example, some things may only be specific to Vatican City. There are a ton of different things to browse through here, but all you have to do is select the few that are important to you; the ones that you want to add and hit OK and they will be added to your calendar, now if you are If you want to have access to all of your calendars in one place, I recommend trying Woven; Woven allows you to bring all of your Google and Microsoft calendars together in a single view. They also allow you to create custom tags so you can keep track of everything you do in a given week and keep typing the same thing over and over again.
It also includes some very powerful scheduling tools so you don't have to use third-party apps. If you'd like to try Woven for yourself, visit woven.com or see the link in the description below.
Can you use fields in Outlook?
You can use custom fields in several ways in Microsoft Outlook, including the following: You can create new data-entry fields for a view or a form so that users can add their own custom information. You can create a formula field to show information in a new way.
Let's take a look at a powerful feature of Outlook commonly known as fields.
If we go to an Outlook folder you will see several columns, but we can add our own columns if necessary. Why do you want that now, let's take an example, let's assume this is a shared mailbox for the helpdesk. Several technicians look at the incoming support problems and whoever looks at the mail has to first take care of a supervisor who now takes care of the mail Person assigns how can i do this? know which engineer is working on this email.
Many of us have tried creating an Excel sheet or figuring out a method that works outside of Outlook. There is a method that works within Outlook. What I wanted to do is add a column called Engineer.
We know the rules now, if I don't know how to do something Idon 't give up I've been researching this case I want to explore something about a column. So I go to an existing column heading and right click and then I look at all of the options and then I found out that this option is most likely going to be useful What is a field picker? It will show you all the fields available by default, it may show you all the commonly used fields, but we know the engineer name will not be present as a field in Outlook Column Type Let me show you a variety of data types available here, of course there is numbers and date and so on but there is a yes no one would get a check box there is a duration which is a very smart column that understands different ways we specify duration like hours minutes and days there is a very powerful combination called combination that we will cover in another topic, another article and formula that we will cover a little later. For now I am using the text box so now I am creating a column called Engineer called Ineed to Drag and drop the view I want so I can really see the name of the engineer here.
I want to make this editable and unfortunately nothing is editable in the inbox by default which doesn't mean we set c not editable, how to do that right click a column heading to see the setting. What a view really means is a series of columns and various other formatting options. In this case we just go to other settings and ask Outlook that you can edit this view yourself I just call it D1 and someone sees another D3 and another or so I can assign cells or a supervisor delegates the work to others while here we are let's change the scenario let's say this is an email id the resume will be sent to for recruitment purposes will be posted on HR portal.
Candidates will send their emails here and there are several recruiters working on exactly the same scenario We create a column of text called Recruiter Name the resumes to specific recruiters No time is wasted creating and sending separate Excel spreadsheets, nor are there there is confusion about who is handling this that this is just the starting point I'm sure you have more ideas now, for example we can add a column called sta. Create This is also a column of text that indicates the status of the support call or the stage of recruitment on the bottom line. Once you know that fields are available you can use them to your advantage and the imagination will run wild
What are the most common fields items found in an email?
- Subject. Subject is a description of the topic of the message and displays in most email systems that list email messages individually.
- Sender (From).
- Date and time received (On).
- Recipient (To:).
- Recipient email address.
One of the problems I have with Outlook is the time I spend looking for things.
In the past I've used a tiered folder structure to archive the emails I wanted to keep, but I've found that I've organized them like the old days, like a filing cabinet with lots of different drawers is not how Outlook should be used. So I started using Search in Outlook, but it didn't work the way I wanted it to. I got hundreds of results back trying to visually filter, you can imagine the frustration there, at some point I realized there was a lot more to search than just put a word in the search box and hit enter can actually find exactly what you want, you just have to know how to ask the right ask. (upbeat music) Microsoft updated the search function in 2019 for Office 365.
Search is now faster and the search bar itself has been moved to the title bar at the very top of Outlook. This is now the same for the desktop app and Outlook for the web. To use Search, just click your mouse or u Use the keyboard shortcut Alt + Q or Ctrl + E.
This will open a drop-down menu where Outlook makes personalized suggestions based on your past activity. I don't find this particularly helpful, but repeating a search can come in handy. In the past, I've put my search terms here and got hundreds of results back, but it's like driving your car in first gear only.
It will take you forever to get anywhere. There are two ways to use search. Instant Search and Advanced Search Search, I'll show you both.
Let's get started with Instant Search. So let's see I'm looking for something with the keyword XelPlus, I just type it into the search box, hit enter and get all of these results Narrowing To get to the results, I can go to the Search tab using these buttons and dropdown menus. I can refine my search step by step.
With Scope here on the left, you can narrow down or expand the scope of your search. The default is current mailbox and I'll show you later how you can change your default if you need to. As you have more accounts you may want to expand your search to all mailboxes.
Another way to narrow down your search is to do this to limit them to the current folder only, in my example here this means Inbox, with no subfolders, if you select subfolders you can include Inbox and any folder under it. All Outlook elements are as extensive as possible. It is searched in all mailboxes and not only in e-mails but also in your calendar and contacts.
Under Results you will be given the option to include deleted items in your search - depending on your situation, this could really bloat your results so I do not recommend this. Instead, you can always search the deleted items folder separately. If your search doesn't return, you can choose what you're looking for, but it will take longer this way.
Refine here really allows you to narrow down your search results. Let's say the message I'm looking for was for me. I can click From and type Leila and hit Enter.
That way it looks for searches ev Everything with a keyboard XelPlusWhere Leila is the sender, but let's not stop there. I know the message had an attachment so I choose Has attachments. And maybe I know that too Word Course was in the subject line, I can click Subject and add that to my search, and here is the email I was looking for too.
When you categorize your email, you can use this drop-down list to limit your results to a specific category, or you can use Send To to search for recipients. You can search for emails that you've marked or marked as important. These options will really help you find what you are looking for.
Now let's talk about advanced search. The second method is to use advanced search, which is now more efficient and gives you even more options; instead of narrowing the search sequentially like with instant search, you can do it all at once. To get it, click in the search box, then click the drop-down menu here on the page.
This will open a drop down menu with predefined search fields, you can choose where to search, whether or not what you are looking for has an attachment. Basically, all of the search options we saw on the Search tab can be found here too, and you have even more choices. For example, with attachment contains you can search directly for keywords that you know are in the attachment of the message.
Let's say I know that the message I'm looking for had an attachment that contained the word set one. I put it in quotes because I want an exact match with the phrase. We'll cover search syntax towards the end of the article, so stay tuned.
Now we click on search and I get two results. When we open the attachment we see that it found the phrase group in the PDF pretty cool, plus, you are not limited to the predefined search fields we signed a drop-down menu, let's close that search and go back to the advanced search Notice the Add More Options button in the corner here, when we click on it we get to the advanced search options where we can enable additional search fields. So let's say I want the option to search specifically for recipients in BCC, check this box and click on 'Apply'.
BCC is now available for searching. So keep these additional options in mind. If you can't find the fields you need to narrow your results down to.
Now we're talking about options and indexing. As always with Office products, there are some standard application options that we should explore. Go to File, Options, and then select Search , under Results you can set the default folder for instant search, I usually have this on the second option page, you can include deleted items if you search in all items.
I usually don't enable that. You can also change the highlighting color, this is the color that is used to highlight the search terms in the results have indexing options, this is an important topic when it comes to searching. Indexing helps you get faster search results and is relevant not only to Outlook searches, but to any search you do in Windows.
In essence, indexing is g of searching your files, messages, and all other content on your PC and cataloging the information. And when Outlook Search often doesn't find what you're looking for or gives you incomplete results, indexing isn't working properly much more for indexing on Windows 10 than I can cover in today's article, but two important things to keep in mind should notice. If we click on the indexing options above, we will get the current status.
Make sure that indexing is complete. And secondly, make sure Outlook is included as part of the indexing, so under Indexing these locations you should see Microsoft Outlook, if not then select Change and click to enable Rebuild Search Catalog. This will restart the indexing of your data files.
Finally, let's talk about the search syntax. Now that we understand the technical details of Outlook Searchlet, we will cover some search syntax basics. Outlook Search uses search prefix matching, so typing plus in the search box will find messages that contain plus, plus, and plushie, but not XelPlus or excess, and are case insensitive.
This is how Plus is found in the correct spelling and PLUS is also found in capital letters. As you have already seen, when you want to search for an exact phrase, e.g.
B. want to define a sentence, have to put it in quotation marks. If you don't, all variations won't be returned in your search, but you will have to use uppercase letters.
For example, searching for Leila AND Gharani will return items that contain both Leila and Gharani, but not necessarily in that order. Leila OR Gharani finds items that contain Leila, Leila, Gharani, or any other combination of uppercase and lowercase letters. Leila NOT Gharani, finds all elements with Leila that do not contain the word Gharani.
You can even use comparison operators such as B. larger or smaller characters. For example, when entering the message size, put a colon and then the larger than 5MB in the search box.
It will return items that are larger than five megabytes, pretty cool, right? If I use the received syntax that is greater than February 6, 2021, it will return all email received after February 6, 2021. There are many more options. I will include a link to a Microsoft support page in the description of this article that will give you many more ideas.
Now you will agree with me that Outlook Search offers a lot more than meets the eye and see you in the next article. (Happy music)
What is a field in Outlook?
The Field Chooser allows you to customize your view of a folder or a Contacts list. Fields are the columns of information that you view under the various Field headings in, for example, the Inbox. Outlook allows you to add, remove, or rearrange these Fields. Adding Fields.
How does the calendar work in Outlook email?
Introduction to the Outlook Calendar. More... Calendar is the calendar and scheduling component of Outlook that is fully integrated with email, contacts, and other features. Just as you write in a notebook, you can click any time slot in the Outlook Calendar and start typing. By using the Calendar you can create appointments and events, ...
How can I change the view of my calendar in outlook?
You can change your Calendar View. At the top of the Outlook calendar click View from the menu: On the View tab, you’ll see various settings that will allow you to customize the way your calendar looks. The five we want to focus on for this tutorial are: Day . The Day view allows you to see the events of a day.
How do I add an event to my Outlook calendar?
Click the calendar thumbnail to select a month and day. Click the down arrow to the right of the time to choose a time. Check the toggle box to the right of this field if the event will last all day. End Time . Enter the date and time your appointment ends. Use the calendar thumbnail and down arrows.
How to add fields to an outlook form?
All the fields in the form and all the fields you add from the Field Chooser retain their built-in properties and functionality. Test and publish your form. You can see how your form looks right away; open your new form in run mode by clicking Run This Form in the Form group on the form.