E-mail Collaboration Forms > SchoolCalendar

School Calendar Form

Updated: April 6, 2004

End User Instructions

These instructions can be distributed to users to teach them how to complete, send, save, and store this form.

Using the School Calendar form 

•

To open and complete the form 

•

To forward a completed form 

•

To delete a completed form 

•

To access Help for the form 

Creating an Outlook Bar shortcut 

•

To add a School Calendar Shortcut Icon to the Outlook Bar in the Outlook Window 

Saving and viewing a form

•

To save a completed form to your personal calendar folder

•

To move a form

•

To create a new folder

Using the School Calendar form

To open and complete the form

Complete the form by providing the requested information.

1.

Start Microsoft Outlook. If the Folder List view does not appear in the Outlook window, click the View menu and then select Folder List.

2.

Click on Public Folders, and then click on All Public Folders. In the Microsoft Educational Forms folder, click on the School Calendar folder, and then click the One Day or Work Week view button on the Outlook toolbar.

Note Contact your Exchange Administrator if you are unable to locate and access the Public Folders hierarchy.

Note To select the appropriate time for your event, it is recommended that you view the School Calendar using the One Day or Work Week view.

3.

Click and drag the mouse on the calendar to highlight the time of your event. With the correct time highlighted, click on the Action menu and then select New Appointment.

4.

On the Start Up tab, select the option button that corresponds to your event. Click OK to continue.

5.

Complete the information requested on the form for your new event.

Note : Some fields may be completed by default. To change the information in any of these fields, highlight the information in the textbox, and then type the new information.

6.

When you have filled in all the necessary information, click the Add button to save the form or click the Cancel button to close the form without saving.

To forward a completed form

1.

In the School Calendar folder, double-click on the School Calendar event you would like to forward.

2.

Click the Actions menu, and then click Forward. This will open a new message with the form included as an attachment.

3.

Click the To button to select the message recipients.

4.

Click the Send button to send the form.

To delete a completed form

1.

In the School Calendar folder, double-click on the School Calendar event you would like to delete.

2.

Click the Delete button to remove the event from the calendar.>

3.

Click Yes to confirm your choice.

To access Help for the form

1.

With the School Calendar form open, click the Help button.

2.

Click the Back button on the Help screen to return to the form.

Creating an Outlook Bar shortcut

To add a School Calendar Shortcut Icon to the Outlook Bar in the Outlook Window

1.

Start Microsoft Outlook.

2.

If the Folder List is not visible, from the View menu, select Folder List.

3.

If the Outlook Bar is not visible, from the View menu, select Outlook Bar.

4.

Right-click on the School Calendar folder, and then select Add to Outlook Bar. This will place a shortcut icon entitled School Calendar on the Outlook Bar.

Creating this shortcut allows you to navigate to the School Calendar quicker and easier. Rather than navigating through the Public Folders to see the School Calendar, you simply click on the icon in the Outlook Bar and the School Calendar appears in the Outlook window.

Saving and viewing a form

To save a completed form to your personal calendar folder

To save the completed form for your records or to edit the information in the form at a later date, you can save the School Calendar form by moving it to a personal calendar folder in Microsoft Outlook.

To move a form

1.

With the form open, click on the File menu, and then select Move to Folder... 

2.

Highlight the folder you want to save the form in, and then click OK.
-Or-
Click the New... button to create a new folder for the form.

To create a new folder

1.

In the Create New Folder dialog box, highlight the location for the new folder in the Select where to place the folder... box.

2.

Type the new folder name in the Name box, and then click OK.

3.

In the Folder Contains drop-down box, select Calendar Items to create a new calendar folder.

4.

In the Move Item to box, click OK to move the form to the new folder.


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