| If you are familiar with Microsoft Outlook, you already know that the calendar on your device lets you schedule and update appointments. You can also create appointments in Outlook on your computer and synchronize them to your device through ActiveSync or Windows Mobile Device Center. When you schedule an appointment, you can select or enter: |
| These how-to instructions are for touch screen and non-touch screen phones with Windows Mobile 5. To find help and how-to for Windows Mobile 6 and later versions, go to the main Help & how-to section.
Not sure what type of phone or version of Windows Mobile you have? Identify your Windows Mobile phone. |
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 5.0 Touch Screen | 5.0 Non-Touch Screen |
| Set date and time | An easy first step to get you started learning about your Pocket PC or Pocket PC phone is to set the time and date. That’s important because you’ll want your e-mails and call history to have accurate time and date information. |
| Setting the time and date on your Pocket PC is easy. Just follow these steps: | Tap Start > Settings. Tap the System tab and then tap Clock & Alarms. In the time zone box, tap the down arrow to bring up time zone choices. Use the scroll bar to find your time zone and tap it. In the time box, tap the hour and then tap the up arrow to increase it or the down arrow to decrease it. Do the same for minutes (and seconds if you want to be precise). In the date box, tap the arrow to bring up the calendar. Tap the forward or back arrow to go to the right month and year; then tap today’s date.
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| | Tap Start > Calendar. Tap Menu > New Appointment. Enter a name for the appointment, and enter information such as start and end times. To schedule an all-day event, in the All Day box, tap Yes. When finished, tap OK to return to the calendar.
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| Notes | All-day events do not occupy blocks of time in Calendar; instead, they appear in banners at the top of the calendar.
To cancel an appointment, tap the appointment and tap Menu > Delete. |
| Tip | To have the time entered automatically in Day view, tap the time slot for the new appointment, and tap Menu > New Appointment. |
| Set a reminder for an appointment | In the Calendar programs, you can set reminders to notify you in advance of appointments and task due dates. | From the program, tap the item you want to set a reminder for. Tap Edit, and in the Reminder box, tap Remind me. Tap OK.
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| Note | If you want to make the appointment recurring, tap on how often it should recur in the Occurs drop-down box. You can also set up your own recurring pattern by selecting < Edit pattern…>. |
| Remove the recurrence from an appointment or a task | In the Calendar and Tasks programs, you can remove the recurrence from a recurring appointment or task. | From the program, tap the item from which you want to remove the recurrence. Tap Edit. In Calendar, tap No to remove the recurrence from an entire series of appointments. In the Occurs box, tap Edit pattern. Tap Remove Recurrence. Tap OK.
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| Change the display of the work week | You can customize your calendar so that a work week starts on Sunday or Monday and has from five to seven days. | |
| Choose how to be notified about events or actions | | Tap Start > Settings > Personal tab > Sounds & Notifications. On the Sounds tab, choose how you want to be notified by selecting the appropriate check boxes. On the Notifications tab in Event, tap an event name and choose how you want to be notified by selecting the appropriate check boxes. You can choose from several options, such as a special sound, a message, or a flashing light.
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| Note | Turning off sounds and the flashing light helps conserve battery power. |
| Set a default reminder for all new appointments | You can have a reminder automatically turned on for all new appointments you schedule. | Tap Start > Calendar. Tap Menu > Options > Appointments tab. Select the Set reminders for new items check box. Set the time when you want the reminder to alert you. Tap OK to return to the calendar.
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| Mark an appointment as private | If other people have access to the Outlook calendar on your PC, you may want to mark some appointments you create on your device as private. In this way, after you next synchronize your device with your PC, others won't see details of the appointments. | Tap Start > Calendar. Tap the appointment you want to mark as private. Tap Edit and in the Sensitivity box, tap Private. Tap OK to return to the calendar.
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| Tip | You can also mark an appointment as Personal or Confidential. |
| Set options for displaying appointments on the Today screen | If you have a large number of appointments, you may want to specify the kind of appointments that show on the Today screen. | |
| | Use Calendar to schedule meetings via e-mail with contacts who use Outlook or Outlook Mobile. | Tap Start > Calendar. Schedule a new appointment, or open an existing one and tap Edit. Tap Attendees. Tap the name of the contact you want to invite. To invite each additional attendee, tap Add and tap the name. Tap OK. The meeting request will be sent to the attendees the next time you synchronize your device with your PC.
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| Note | When attendees accept your meeting request, the meeting is automatically added to their schedules. When their response is sent back to you, your calendar is updated as well. |
| Add a note to a Calendar item | In the Calendar, Contacts, and Tasks programs, you can add notes to items. Notes are handy for jotting down details related to the appointment, contact, or task. | From the program, tap the item you want to add a note to. In Calendar, you must be in Agenda or Day view. Do one of the following: In Calendar and Tasks, tap Edit > Notes tab. In Contacts, tap Menu > Edit > Notes tab.
When finished, tap OK.
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| | Tap Start > Programs > Tasks. Tap New. Enter detailed information, such as start and due dates and priority for the task. When you are finished, tap OK to return to the task list.
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| Tip | To quickly create a task, enter text in the Tap here to add a new task box at the top of the screen. If you don’t see this box, tap Tools > Entry Bar. |
| | | | | In the task list, tap and hold the task. To select multiple tasks, tap and drag. Tap and hold the selected tasks. On the pop-up menu, tap Delete Task.
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| The next time you synchronize, the task will also be deleted from your PC. |
| Set options for displaying tasks on the Today screen | If you have a large number of tasks, you may want to specify the kind of tasks that show on the Today screen. | |
| | Set a reminder for a task | In the Tasks program, you can set reminders to notify you in advance of task due dates. | In the Tasks program, tap the task you want to set a reminder for. Tap Edit, and in the Reminder box, tap Remind me. The default reminder is set at 8:00 in the morning on the day a task is due. Tap OK.
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| Note | To set a reminder for a task, you must first set a due date. |
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| Show the clock in all programs | In certain programs, the clock may not show in the title bar. You can choose to have the clock always show in the title bar. | Tap Start > Settings > System tab > Clock & Alarms. On the More tab, click to select the Display the clock on the title bar in all programs check box.
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| | | Tap Start > Settings > System tab > Clock & Alarms > Alarms tab. Tap <Description> and enter a name for the alarm. Tap the day of the week for the alarm. You can select multiple days by tapping each desired day. Tap the time to open a clock and set the time for the alarm. Tap bell icon to specify the type of alarm you want. You can choose a flashing light, a single sound, a repeating sound, or vibration. If you choose to play a sound, tap the list next to the Play sound check box and tap the sound you want.
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| | Note | During synchronization, the time on your device is updated with the time on your PC. |
| Set the time and date for a different location | If you visit or communicate with someone in a particular time zone often, you can select it as your visiting time zone. | |
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| Tap Start > Programs > Notes. Do one of the following: To create a stand-alone recording, record from the note list. To add a recording to a note, create or open a note.
If you do not see the Recording toolbar, tap Menu > View Recording Toolbar. Tap Record to begin recording. Hold your device's microphone near your mouth or near the source of the sound you want to record. Tap Stop when you finish recording. Tap OK to return to the note list. If you are recording in an open note, an icon appears in the note. If you are creating a standalone recording, an icon appears in the note list.
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| Note | To play a recording, tap the Recording icon in the open note or tap the recording in the note list. |
| Tip | To quickly create a recording, press the RECORD hardware button. When you hear the beep, begin your recording. Release the button when you are finished. |
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| An easy first step to get you started learning about your smartphone is to set the time and date. | Press Start, scroll to Settings, and press the Center Joystick. Scroll to Clock & Alarm and press the Center Joystick. Press the Center Joystick to select Date and Time. Scroll to Time zone and press the Center Joystick. Scroll to the time zone you want and press the Center Joystick. Scroll to Date and enter today's date. Use the left and right joystick controls to move between the month, date, and year, and press the function key in each case to enter the number you want. (The function key has a half moon or dot on it.) Scroll to Time and enter the current time. Again, use the left and right joystick controls to move between hour, minutes, and seconds, and press the function key in each case to enter the number you want. When you get to the AM or PM field, just press A or P and Windows Mobile will fill in the rest. Press the Done button to accept all your entries, and press the Home key to return to the Today screen.
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| Congratulations! Your smartphone now displays the correct date and time.
Want to learn more? Here's how you can use your smartphone to set an alarm or an appointment reminder or choose alarm sounds. |
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Scheduling and appointments |
| View Day At-a-Glance in the Calendar | | |
| Change the Calendar view | | On the Home screen, press Start, and then click Calendar. You can change the view by using one of three methods: Click Week, Month, or Agenda. Click Menu, and then click Week View. Click Menu, and then click Month View.
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| Note | If you want the Calendar to open in a different view, press Start, click Calendar, and then click Menu. Now click Tools, click Options, and customize the program to your preferences. |
| Schedule an appointment | | On the Home screen, press Start, and then click Calendar. Click Menu, and then click New Appointment. Enter information about the appointment. To schedule an all-day event, under End time, click All day event. Click Done.
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| Delete an appointment | | On the Home screen, press Start, and then click Calendar. In the Agenda view, find the appointment that you want to delete and then press ENTER. Click Menu, and then click Delete Appointment. If the appointment is a recurring appointment, click Yes to delete the series, or click No to delete only the current occurrence.
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| Note | When you delete an appointment in Calendar on your phone, the appointment is also deleted on your PC the next time you synchronize with your computer. If the appointment has not been synchronized with a computer, the appointment is deleted only from the phone.
Calendar items can be deleted only from the Agenda view or from an open calendar appointment. |
| To delete an appointment from other views | | On the Home screen, press Start, and then click Calendar. Find the appointment that you want to delete, and then press ENTER. Click Menu, and then click Delete.
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| Update an appointment | | On the Home screen, click Start, and then click Calendar. Find the appointment that you want to update and then press ENTER. Click Edit. If the appointment is a recurring appointment, click Yes to edit only the current occurrence, or click No to edit the series. Make your changes, and then click Done.
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| View an appointment | | On the Home screen, press Start, and then click Calendar. Press ENTER to open the appointment that you want to view.
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| Make an appointment recurring | | On the Home screen, press Start, and then click Calendar. Find the appointment that you want, and then press ENTER. Click Edit. Scroll to Occurs, and choose one of the recurrence options. Click Done.
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| View details of meeting attendees | If you select an attendee in a meeting request, you are automatically taken to the associated Contact card. Even if an attendee is not stored in your Contacts, you can still view the attendee’s name and e-mail address in a Contact card, as if the person were already one of your contacts. From this same screen, you can also save the person’s information to your Contacts or send an e-mail message directly to that person. |
| To save the attendee as a contact | | On the Home screen, press Start, and then click Calendar. Find the meeting request that you want, and then press ENTER. Choose an attendee. Click Save when viewing the person’s information.
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| If you are using Exchange Server 2007 |
| Meeting attendees and status | If you are using a Windows Mobile 6 device that is connected to Exchange Server 2007 and you want to organize meetings, you can view the status of the attendees and their scheduled meetings. | On the Home screen, press Start, and then click Calendar. Press ENTER to open a meeting request that you want to view. Click Attendees. You will see a screen that shows the name of the meeting organizer and the names of the attendees along with their status (Free, Busy, Tentative, or Out of Office). From this view, attendees of a meeting can also see which other attendees have been invited.
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| Respond to a meeting request | If you are using a Windows Mobile 6 device that is connected to Exchange Server 2007 and you receive a meeting request, you have a number of options for responding. | To accept the meeting, click Accept. You can include additional comments and either send or not send your response. To view other options, click Menu, and then click one of the following: Decline Reply as tentative Propose a new time Mark as unread Set a flag for follow-up Move Reply to the request
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| If you want to see whether the new meeting has been added to your calendar or if you just want to view your schedule for the day, click View your calendar. |
| To respond to a meeting request when there is a scheduling conflict | When there is more than one meeting scheduled for the same time period, the screen shows two opposing arrows next to the meeting time as a visual representation of a problem with the requested meeting time. | |
| Note | If you choose to delete the meeting request itself, it will automatically delete the associated calendar meeting when you delete the meeting request from the Inbox. |
| Set up your Out of Office status | If you are using a Windows Mobile 6 device that is connected to Exchange Server 2007, you can set your Out of Office status from your mobile phone. | On the Home screen, press Start, and then click Messaging. Click Outlook E-mail. Click Menu, click Tools, and then click Out of Office. Click either In the Office or Out of the Office. If you click Out of the Office, you can also enter an auto-reply message to go to each sender.
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| | On the Home screen, click Start > Tasks. In the Enter new task here box, enter the task name and press ENTER.
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| Notes | You can synchronize information on your phone with your PC to keep your task list up to date in both locations.
If you create a new task with a reminder on your PC and then synchronize tasks with your phone, the reminder will play at the time it was set on your PC. |
| | | On the Home screen, click Start > Tasks. Select the task, and click Menu > Delete Task.
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| | On the Home screen, click Start > Tasks. Select the task, and click Complete.
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| Change a completed task to incomplete | | On the Home screen, click Start > Tasks. Select the task, and click Activate.
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| | | On the Home screen, click Start > Tasks. In the task list, do one of the following: To sort the list, click Menu > Sort by, and click a sort option. To filter the list by category, click Menu > Filter, and click the category you want displayed.
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| Note | Categories only appear in tasks that are synchronized with your PC. |
| Tip | To filter your tasks further, click Active Tasks or Completed Tasks. |
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| | On the Home screen, click Start > Voice Notes. Hold the phone's microphone near your mouth. Click Record and speak your voice note. Click Stop to stop recording a voice note. The voice note is recorded and appears in the All Notes list of Voice Notes.
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| | Note | If you delete a voice note that has a default name, such as Voice 1, this name becomes available for a new voice note. |
| | On the Home screen, click Start > Voice Notes. Select the voice note to rename. Click Menu > Rename. In Name, enter a new name. Click Done.
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| | Note | You can also play a voice note by clicking it in the All Notes list. To stop listening to the voice note, click Stop while the voice note is playing. |
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