Microsoft Office Tutorials and References
In Depth Information
In either case, Outlook creates a new email message with the appointment attached as an Outlook
item and the title of the appointment inserted in the Subject field. You then address and complete
the email message as usual. If you are using Outlook with an Exchange Server account, the
appointment itself is forwarded without being attached to an email message.
When the recipient receives a forwarded appointment, he or she can double-click the attachment
to open it. It will open in an appointment window, and the user can save it to his or her calendar
or discard it as desired. Of course, the recipient must be using Outlook or another program that
supports the Outlook appointment format.
Another forwarding option for appointments is the iCalendar format. This is a widely supported
format for calendar information and is supported by Outlook as well as many other scheduling
programs. If you are not sure that all your recipients are using Outlook, it may be a good idea to
use this format when forwarding an appointment. To do so:
In an open appointment, click the arrow next to the Forward button.
Select Forward as iCalendar from the menu. Outlook creates a new email message with
the iCalendar attached.
Complete and send the message as usual.
Assigning Appointments to Categories
As with most Outlook items, an appointment can be assigned to a category. Outlook comes with
six predefined and color-coded categories. Initially they are named according to their color, but
you can change this to more meaningful names such as “Work” or “Personal.” You learn more
about Outlook categories in Chapter 17.
There are two ways to assign an appointment to a category:
n With the appointment open, click the Categorize button and select the desired category
from the list displayed. Select Clear All Categories to remove any assigned categories from
n In the Calendar, right-click the appointment and select Categorize from the context
menu. Then, select the desired category.
An appointment, like other Outlook items, can be assigned to more than one category. In the
Calendar, a categorized appointment is displayed in the color of the assigned category.
Setting Appointment Importance
By default, all appointments you create are assigned normal importance. You can assign either low
or high importance to an open appointment by clicking the corresponding button on the ribbon,
as shown in Figure 11.15. Then you can use this importance level as a criterion when using the
search feature in your Calendar, as discussed elsewhere in this chapter.