Working with One-Time Events

An event is an appointment that lasts for one or more entire days. You can create an event by right-clicking the calendar and then choosing New All Day Event. Unlike appointments, events are not shown in time slots on the calendar. Instead, events are displayed as banners at the top of the calendar day. Figure 20-17 shows the calendar with a scheduled event—in this case, a trade show.

Outlook 2007 displays events as banners on the calendar.

Figure 20-17. Outlook 2007 displays events as banners on the calendar.

Inside Out: Create an event quickly

A simple way to add an event is to click the banner area of the calendar and start typing the subject of the event. When you add an event this way, the event is automatically set to last for only the selected day. Or, in Month view, click a date and then type the subject to create a one-time event on that date. To add details and change the duration of the event, you must use the event form.

Using the Event Form

You can use an Event form in much the same way you use an Appointment form, with a few exceptions:

  • You can set the start and end times only as dates, not times. (If you select times, the form changes from an event form to an appointment form, and the All Day Event check box is cleared.)

  • The default reminder is set to 18 hours.

  • The time is shown by default as Free, as opposed to Busy.

The event form and the appointment form look the same except that the All Day Event check box is selected on the event form. You can open an event form by right-clicking the time in Calendar view and then choosing New All Day Event.

To create an event using the event form, type the subject, specify the start and end dates, add any optional information, and then click Save & Close in the Actions group. Figure 20-18 shows the event form for a trade show event.

Use the event form to specify the details of an event to be added to your calendar.

Figure 20-18. Use the event form to specify the details of an event to be added to your calendar.

Changing an Event to an Appointment

To change an event to an appointment, clear the All Day Event check box on the event form. The boxes for start and end times reappear, and the event will now be displayed in time slots on the calendar, not in the banner area.

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