Managing a Calendar in Microsoft Outlook 2010

Inserting Items, Objects, and Files in a Calendar Item

Outlook enables you to insert objects, files, and Outlook items into your Calendar items. For example, you may have a meeting to which you want to take an important document or an agenda. You can insert the document into the meeting item so that you don’t forget to take it with you and so that other attendees have a copy of it. You can add contacts from Outlook to a calendar item in much the same way.

Add an Outlook Item

1. Open an appointment, meeting, or event.

2. Click the Insert tab on the ribbon.

3. Click Outlook Item.

4. Select the Outlook folder in which the item is stored.

5. Select the Outlook item you want to insert from the Items list.

6. Click OK. The selected item now appears in the comment field.

7. Click the Meeting, Appointment, or Event tab, and then click Save & Close (for an appointment or event) or Send Update (for a meeting).

   

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Outlook uses an item-specific icon to indicate the type of Outlook item that you can insert, such as a note icon for a note item or calendar icon for a calendar item.

Try This!

To insert the text contained in a contact rather than the contact address card itself, select the Text Only option in the Insert Item dialog box.

Add a File

1. Double-click an appointment, meeting, or event.

2. Click the Insert tab on the ribbon.

3. Click the Attach File button.

4. Select the file you want to insert.

5. Click Insert. The added file appears in the comment field.

6. Click the Meeting, Appointment, or Event tab, and then click Save & Close (or Send Update, for a meeting).

   

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To delete a file, item, or object from a Calendar item, select the item and press Delete.

Add an Object from a File

1. Click the Calendar icon on the Navigation Pane.

2. Double-click an appointment, meeting, or event.

   

3. Click the Insert tab on the ribbon, and then click in the notes area of the item.

4. Click Object on the Text group of the ribbon’s Insert tab.

5. Click the Create From File tab.

6. Click Browse.

   

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   Because you can add objects from a file, you can also embed a portion of a spreadsheet or other type of document in the appointment item for reference. For example, if you are discussing a project issue list in a meeting, you might embed the issue list from a Microsoft Excel spreadsheet in the meeting request so that the participants can review it before the meeting.

7. In the dialog box, click the object you want to add.

8. Click Insert, and then click OK in the Object dialog box. The added object appears in the comment field.

   

9. Click the Appointment, Meeting, or Event tab, and then click Save & Close (or Send Update).

   

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To create a new object, such as an Excel worksheet, select Create New in the Insert Object dialog box. When you click OK to insert the object, you then create the new object in that object’s native application (such as Excel).