Microsoft Works Suite 2001 Step by Step

Microsoft Works Suite 2001 Step by Step

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Product Details

ISBN-13: 9780735610354
Publisher: Microsoft Press
Publication date: 09/30/2000
Series: EU-Step by Step Series
Edition description: BK&CD-ROM
Pages: 264
Product dimensions: 7.38(w) x 9.22(h) x 0.91(d)

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Lesson 5.
Managing Your Schedule

  • Starting and Viewing a Calendar
  • Adding Appointments and Events
  • Adding Birthdays and Holidays
  • Managing a Calendar
  • Sharing a Calendar
    • Lesson Wrap-Up
    • Quick Reference


Lesson 5 Managing Your Schedule

ESTIMATED TIME 25 min.

In this lesson, you will learn how to:

  • Work in different views of your calendar.
  • Schedule various types of appointments.
  • Add birthdays and holidays.
  • Selectively view calendar contents.
  • Set a reminder for an appointment.
  • Share your calendar in e-mail.

Now you can discover the tool that many businesspeople have come to rely on: an online calendar. Microsoft Works Calendar displays your day, week, or month at a glance. You can use it to track appointments and even remind you of important dates with an on-screen note—minutes, hours, or days in advance. With built-in categories that let you selectively display appointments, Works Calendar can help you sort through family, work, and other obligations quickly.

In this lesson, you'll use Works Calendar to schedule and organize family and community commitments. You'll also filter appointments and set an appointment reminder. Finally, you'll learn how you can share a calendar, by sending appointment notices in e-mail and saving calendar information in different formats.

Starting and Viewing a Calendar

You can start Works Calendar in any of several ways, but when you start from the Works Task Launcher, you can use shortcuts to common tasks. For example, you can search for an appointment. In this exercise, you'll start Works Calendar, which displays today’s appointments just like a daily organizer. You can quickly change the view to show a week or a month at a time instead.

In this exercise, you start Works Calendar and view it in different ways.

  1. On the taskbar, click the Start button, point to Programs, and then click Microsoft Works.
  2. Microsoft Works Task Launcher opens.

  3. Click the Programs tab.
  4. All Works programs are listed in the Task Launcher.

  5. Click Works Calendar.
  6. Tasks for Works Calendar are listed.

  7. Click Start The Calendar.
  8. If a message appears, asking if you want to make Works Calendar the default calendar, click No.
  9. If a message appears, informing you about updating Works Calendar with birthdays and anniversaries stored in Address Book, click OK.
  10. Works Calendar opens to today’s appointments. If someone has previously used Works Calendar, your screen might show a different view. To display today’s appointments, click the View Day button on the toolbar.

  11. If the Works Help pane is open, on the Works Help title bar, click the Close Help button.
  12. Later, when you work in Works Calendar on your own, you might want to keep the Help pane open. For the purposes of this lesson, you’ll find it easier to work in Works Calendar if the entire screen is available.

    The screen now looks something like this:

    (Image unavailable)

  13. On the toolbar, click the View Week button.
  14. The current week’s calendar appears with today’s date highlighted.

    (Image unavailable)

  15. On the toolbar, click the View Month button.
  16. The current month’s calendar appears with today’s date highlighted.

    (Image unavailable)

Adding Appointments and Events

Before you add items to your calendar, it helps to understand the distinction that Works Calendar makes between the terms appointment and event.

  • An appointment is anything that takes place at a specific time of day, such as a community council meeting on Tuesday at 7 P.M. or a luncheon at noon.
  • An event is anything that is not associated with a specific time of day, such as someone’s birthday, or an activity that occurs for more than one day, such as a weeklong summer computer camp.

You can add appointments and events in any Works Calendar view. The view you use depends on what’s most convenient for you. Whichever view you prefer, you can add, change, copy, move, and delete any type of appointment or event. In addition, you can schedule regularly occurring items, called recurring appointments, with a single command. For example, monthly book club meetings or weekly piano lessons qualify as recurring appointments.

In this exercise, you create and work with a fictional family appointment and then add a recurring community meeting for the increasingly active Oak Park project. In the next exercise, you'll create an event to add a birthday to the calendar.

  1. On the toolbar, click the New Appointment button.
  2. The New Appointment dialog box appears.

  3. In the Title box, type Adam’s Kick Boxing Lesson.
  4. Click the Appointment Starts date arrow.
  5. A small monthly calendar appears as shown below.

    (Image unavailable)

  6. Click the right or left arrow to display the calendar for May 2001, and then click Saturday, May 19.
  7. The small calendar closes, and the date you selected is displayed.

  8. Click the Appointment Starts time box arrow, and then scroll to and click 2:00 PM.
  9. In the Appointment Ends date box, leave the current setting.
  10. Works Calendar automatically updates the end date using your selection for the start date.

  11. Click the Appointment Ends time arrow, and then click 3:00 PM.
  12. (Image unavailable)

  13. Click OK.
  14. The appointment is added to the calendar. If your calendar is showing a different month, you won’t see the appointment.

  15. To display the May 2001 calendar, in the black border at the top of the month, click the month name to display a list, and then click May 2001.
  16. (Image unavailable)

    The May 2001 calendar appears with the kick boxing lesson appointment.

    Because only a small amount of text fits in this view of the calendar, the appointment title you entered is truncated. If you pause the pointer over the appointment, however, a tip displays the full text.

    Your calendar now looks something like this:

    (Image unavailable)

  17. To copy the appointment you just created, hold down the Ctrl key, and then drag the appointment down onto the following Saturday, May 26.
  18. The calendar now displays two copies of the appointment.

  19. To delete the kick boxing appointment on May 19th, click the appointment, and then click the Delete button on the toolbar.
  20. A message appears, asking if you want to delete the selected item permanently.

  21. Click Yes.

  22. TIP:
    You can delete appointments in any Calendar view.

    The May 19 appointment no longer appears.

  23. To create a recurring appointment, on the toolbar, click the New Appointment button.
  24. The New Appointment dialog box appears.

  25. Enter the following appointment details:
    • In the Title box, type Planning Meeting.
    • In the Location box, type City Hall.
    • In the Appointment Starts date box, click Monday, April 30, 2001.
    • In the Appointment Starts time box, click 7:00 PM.
    • In the Appointment Ends date box, leave the current setting (4/30/2001).
    • In the Appointment Ends time box, click 9:00 PM.

  26. Select the Make This Appointment Repeat check box.
  27. Under When, details about the recurring appointment appear, and the Recurrence button becomes available.

  28. Click the Recurrence button.
  29. The Recurrence Options dialog box appears.

    (Image unavailable)

  30. Under Recurring, make sure the Weekly option is selected.
  31. To the right, options appear for setting weekly recurrence. Leave the current settings for Every 1 Week On Monday.

  32. Under Range Of Recurrence, choose End After, and then click the down arrow to change the number to 6 occurrences.
  33. Click OK to close the Recurrence Options dialog box.
  34. In the New Appointment dialog box, click OK.
  35. Works Calendar adds the planning meeting to the calendar for six consecutive Mondays.

Adding Birthdays and Holidays

You can add important dates, such as birthdays and anniversaries, to your calendar as all-day events. Another type of special occasion that Works Calendar can display is holidays. With one command, Works can add all the holidays for a given country to your calendar.

In this exercise, you add a birthday and holidays to your calendar.

  1. On the toolbar, click the New Appointment button.
  2. The New Appointment dialog box appears.

  3. In the Title box, type Uncle Steve’s Birthday.
  4. Under When, select the All-Day Event check box.
  5. The appointment time boxes are removed. In Works Calendar, an event has no start or end time by definition.


    TIP:
    If you want a birthday event to occur every year, you can make it a yearly recurring appointment.

  6. Click the Appointment Starts date arrow, and then click July 3.
  7. Click OK.

  8. TIP:
    If you have already entered birthdays and anniversaries in Address Book, you can quickly add them to your calendar by clicking Birthdays on the Edit menu.

  9. On the Edit menu, click Add Holidays.
  10. The Add Holidays To Calendar dialog box appears.

  11. In the box of countries, scroll down, and then select the United States check box.
  12. Click OK.
  13. After a few seconds, a message box indicates that the holidays have been added to your calendar.

  14. Click OK.
  15. The holidays now appear on your calendar, which looks something like this:

    (Image unavailable)


TIP:
To remove individual holidays, click the holiday, and then click the Delete button on the toolbar. To view your calendar without holidays, use a category filter as described in the next exercise.

Managing a Calendar

The flexibility to view and filter appointments is the reason many people enjoy using an online calendar program. For example, in Works Calendar you can selectively view appointments by category, such as only birthdays or special occasions. Another great benefit—especially if you spend a lot of time in front of your computer—is the ability to have Works Calendar remind you of upcoming appointments.

Works Calendar recognizes many categories. You can assign any appointment or event to a category, such as Education, Entertainment, Medical, or Sports. Assigning to a category is an extra step that helps you later when you want to view your appointments based on the category you assigned them to. You can also create your own categories for appointments that don’t belong in any of the ones that Works Calendar provides.

When you set a reminder for an appointment, Works Calendar displays a message on your screen in advance of the appointment. Works Calendar doesn’t even have to be open, although Microsoft Windows must be running. You specify how far in advance of the appointment you want to be reminded, and Works Calendar takes care of the rest.

In this exercise, you assign Adam’s kick boxing lesson to the Sports category and create a new category to which you assign the recurring Oak Park project meetings. Then you filter the view to show only certain appointments. You also set a reminder for the project meeting.

  1. In the calendar, double-click the appointment for Adam’s kick boxing lesson on May 26.
  2. The Edit Appointment dialog box appears.

  3. Click the Change button.
  4. The Choose Categories dialog box appears.

    (Image unavailable)

  5. Under Select Categories, select the Sports check box (scroll down if necessary), and then click OK.
  6. In the Edit Appointment dialog box, Sports appears in the Category box.


    TIP:
    If you create an event to mark someone’s birthday, you can assign the event to the Birthday category. Then you can filter the view to show just the upcoming birthdays.

  7. Click OK.
  8. To create a new category, in the calendar, double-click the Planning Meeting appointment for Monday, April 30, 2001.
  9. Because this is a recurring appointment, a message box appears and asks you whether to open this occurrence or open the series.

  10. Click Open The Series, and then click OK.
  11. The Edit Appointment dialog box appears.

  12. Click the Change button to display the Choose Categories dialog box.
  13. Click the Edit Categories button.
  14. The Edit Categories dialog box appears.

  15. Type Oak Park Project.
  16. (Image unavailable)

  17. Click Add.
  18. A new category, Oak Park Project, appears in the category list.

  19. Click OK.
  20. In the Choose Categories dialog box, select the Oak Park Project check box, and then click OK.
  21. In the Edit Appointment dialog box, Oak Park Project appears in the Category box.

  22. To set a reminder for this meeting, under Other Information, click the Reminder arrow, and then click 1 Hour.
  23. In the Reminder box, type Go to City Hall!
  24. Click OK.
  25. An hour before the scheduled appointment, Works Calendar displays a reminder on your screen like this:

    (Image unavailable)

    If your computer is turned off when a scheduled reminder is due, you won’t see it until the next time you turn on your computer and start Microsoft Windows.

  26. To display appointments based on category, on the toolbar, click the Category Filter button.
  27. The Category Filter appears on the left side of the calendar, which currently displays all your appointments and holidays.

  28. In the category list, clear both the Holidays: United States check box and the Sports check box.
  29. The calendar now displays only the planning meetings, not the holidays or the kick-boxing lesson. Note that the filter is applied to the entire calendar, not just the current month.

    Your screen should look similar to the following illustration:

    (Image unavailable)

Sharing a Calendar

After you’ve entered appointments into your calendar, you can then share the results by sending appointment notices to other people in e-mail. Works Calendar saves the appointments you want to send as files in two formats:

  • Calendar, the file format used by Works Calendar and other calendar programs. The file has a .vcs extension. The recipient of your e-mail message can import the calendar information from this file into his or her Works Calendar by using the Import command on the File menu.
  • HTML, the file format used by Web browsers. Many other programs, such as Microsoft Word, can open this format as well. The file has an .htm extension.

For example, you can notify other committee members of the recurring project planning meetings by sending your calendar appointments to them. To ensure that you send only specific appointments, and not all the appointments and holidays in a given time period, you must first filter your calendar to show just the appointments you want to send. As a result of the previous exercise, your calendar is already filtered to show only the planning meetings.

In this exercise, you send calendar information in e-mail. This exercise assumes your e-mail program is already configured.

  1. On the File menu, click Send.
  2. The Send To E-Mail dialog box appears.

    (Image unavailable)

  3. Under Range, set Start Date to April 30, 2001.
  4. Set End Date to June 4, 2001.
  5. Under Include, leave the current setting to send only those appointments that are currently selected in the Category Filter.
  6. Click OK.
  7. Depending on how your computer is configured, your e-mail program opens or the Choose Profile dialog box appears. If the Choose Profile dialog box appears, click your e-mail program in the list, and then click OK.

    When your e-mail program opens, it creates a new message and attaches two files: Calendar.htm and Calendar.vcs. If you use Microsoft Outlook Express, the screen looks like this:

    (Image unavailable)

  8. Continue as you would to send any e-mail message.

  9. TIP:
    For details about how to send e- mail, see Lesson 4, "Communicating on the Internet."

    Works sends two copies of the appointment so that your e-mail recipient can print or use the format that works best. For example, if your recipient opens the Calendar.htm file, he or she will see something like this:

    (Image unavailable)

  10. To display the calendar again and restore the holidays, click the Microsoft Works Calendar window (or select it on the taskbar).
  11. In the Category Filter list, select the Holidays: United States and Sports check boxes.
  12. The holidays and sport appointments appear again in the calendar.

  13. On the toolbar, click the Category Filter button to hide the list of categories.

Saving Calendar Items in Other Formats

In addition to exporting calendar information in Calendar and HTML formats, you can also save and share your calendar items in tab-delimited text format. "Tab-delimited" means that each calendar item is separated by tab characters, a common format that other programs can import. You can then import the file into another calendar program that doesn’t recognize the Calendar format, or into a database or spreadsheet program. You can even open the file in Works Spreadsheet or Works Database.

To export your calendar, click the Export command on the File menu, and then click the format you want. A dialog box for that format is displayed, allowing you to specify options for exporting your calendar. For details on saving your calendar in different formats, search the Works Help index for export.

Lesson Wrap-Up

To finish the lesson:

  1. To delete any of the fictional appointments from your calendar, click an appointment, and then click the Delete button on the toolbar.
  2. The appointment is removed.

  3. On the File menu, click Exit. Or, on the title bar of the Works Calendar window, click the Close button.
  4. The Works Task Launcher appears.

  5. Click the Close button on the title bar.


TIP:
If the Works Task Launcher does not appear, click Microsoft Works Task Launcher on the taskbar.

Quick Reference

To show today’s appointments

  • On the toolbar, click the Go To Today button.

To change views

  • On the toolbar, click the View Day, View Week, or View Month button.

To view a specific date or month

  1. Click the date or the name of the month at the top of the calendar.
  2. Click the date in the displayed calendar or list.

To add an appointment

  1. On the toolbar, click New Appointment.
  2. Enter a name, date, and time range.

To copy an appointment

  • Hold down the Ctrl key while you drag an appointment to a new date.

To delete an appointment

  • On the calendar, click an appointment, and then click the Delete button on the toolbar.

To add an event or a birthday

  1. On the toolbar, click New Appointment.
  2. Enter a name and date.
  3. Select the All-Day Event check box.

To create a recurring appointment

  1. On the toolbar, click New Appointment.
  2. Enter appointment details and select the Make This Appointment Repeat check box.
  3. Click Recurrence, and then specify recurrence options.

To add holidays

  1. On the Edit menu, click Add Holidays.
  2. Select a country.

To assign a category

  1. In the calendar, double-click an appointment.
  2. Click Change, select a category, and then click OK.

To create a category

  1. In the calendar, double-click an appointment.
  2. Click Change, click Edit Categories, type a category name, click Add, and then click OK.

To view appointments by category

  1. On the toolbar, click Category Filter.
  2. Select or clear the categories to show or hide appointments.

To send a calendar in e-mail

  1. On the Edit menu, click Send.
  2. Enter a date range, specify whether to include all or filtered appointments, and then click OK.

Table of Contents

Finding Your Best Starting Pointvii
Finding the Best Starting Point for Youvii
New Features in Microsoft Works Suite 2001ix
Corrections, Comments, and Helpix
Visit Our World Wide Web Sitex
Using the Book's CD-ROMxi
System Requirementsxi
Installing the Practice Filesxii
Using the Practice Filesxiii
Viewing the Multimedia Demosxiv
Uninstalling the Practice Filesxiv
Need Help with the Practice Files?xv
Conventions and Features in This Bookxvii
Unit 1Getting Started1
Lesson 1Introducing Microsoft Works3
Exploring Microsoft Works3
Starting with a Task6
Starting with a Program11
Starting from the History Tab14
Getting Help15
Changing or Hiding the Office Assistant19
Lesson Wrap-Up19
Quick Reference20
Lesson 2Creating a Letter23
Creating a Document24
Using Word Menus and Toolbars28
Entering and Editing Text29
Finding and Replacing Text32
Formatting Text34
Saving and Printing a Document38
Installing a Printer41
Lesson Wrap-Up41
Quick Reference42
Lesson 3Keeping Track of Contacts45
Storing Contact Information46
Sorting Contacts49
Organizing Contacts51
Sharing Contacts55
Using Identities58
Printing Contacts58
Lesson Wrap-Up60
Quick Reference60
Lesson 4Communicating on the Internet63
What Is the Internet?64
Establishing an Internet Connection64
Finding People and Information on the Internet65
Personalizing Internet Explorer70
Controlling Security in Internet Explorer72
What Is Outlook Express?76
Sending E-Mail Messages79
Managing E-Mail Messages82
Cleaning Out Your Mailbox85
Lesson Wrap-Up85
Quick Reference85
Unit 2Managing Your Information89
Lesson 5Managing Your Schedule91
Starting and Viewing a Calendar91
Adding Appointments and Events93
Adding Birthdays and Holidays97
Managing a Calendar98
Sharing a Calendar102
Saving Calendar Items in Other Formats104
Lesson Wrap-Up104
Quick Reference105
Lesson 6Tracking a Budget107
What Is a Spreadsheet?107
Creating and Saving a Spreadsheet109
Entering Text and Numbers112
Performing Calculations115
Presenting Data in a Chart120
Previewing and Printing a Spreadsheet123
Lesson Wrap-Up126
Quick Reference126
Lesson 7Creating a Mass Mailing129
What Is a Mail Merge?130
Setting Up a Form Letter134
Viewing and Printing Merged Data137
Working with Other Data Sources139
Customizing the Merge Results139
Filtering and Sorting Names and Addresses141
Creating Labels and Envelopes143
Printing Envelopes147
Lesson Wrap-Up147
Quick Reference148
Lesson 8Working with Databases151
What Is a Database?151
Creating a Database152
Entering Information156
Formatting a Database Form159
Finding and Sorting Information159
Filtering Database Information161
Printing Database Information164
Modifying a Report166
Lesson Wrap-Up168
Quick Reference168
Lesson 9Creating a Newsletter171
Creating a Newsletter Using a Wizard172
What Is Lorem Ipsum?176
Adding Text to a Newsletter176
Modifying Document Formatting179
Enhancing a Document with Pictures183
Working with Pictures187
Lesson Wrap-Up188
Quick Reference188
Unit 3Integrating Other Tasks191
Lesson 10Managing Accounts and Investments193
Setting Up Accounts in Microsoft Money194
Entering Transactions198
Tips for Entering Transactions201
Scheduling a Recurring Transaction202
Tracking Investments203
Reporting Financial Health207
Lesson Wrap-Up209
Using Money Files210
Quick Reference210
Lesson 11Creating an Invitation213
Starting with a Built-In Design213
Starting a Print Project from Scratch216
Working with Pictures217
Formatting Text222
Saving and Printing Your Invitation227
Lesson Wrap-Up230
Quick Reference230
Lesson 12Planning Trips and Finding Information233
Locating Information in Encarta Encyclopedia233
Planning a Route with Streets & Trips238
Lesson Wrap-Up243
Quick Reference243
Index245

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