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Do you ever wish you could turn your Microsoft Office Outlook® calendar into a diagram? You can. With Microsoft Office Visio® 2003, you can import your Outlook calendar into a versatile diagram where you can customize it however you like — for example, flagging items with different symbols, changing font styles, or using filters to select only the dates you want. Visualizing your calendar and annotating important events is easier than you think.
Note For screen reader text detailing the content of the video and a screen reader version of the audio script, click Demo text version.
Demo text version
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Audio Script |
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Microsoft Office Outlook 2003 opens in Calendar view, showing daily appointments for the work week.
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I use Outlook 2003 to manage key events such as employee reviews, recruiting events, and interviews.
But sometimes I need to get an overview of all of my meetings so that I can flag key activities with eye-catching symbols.
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The scene changes to Visio 2003, where a group of calendar templates is displayed. The pointer clicks the Calendar (Metric) template, and a blank Visio diagram opens.
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I’ll use Visio 2003 to import my Outlook calendar into a diagram.
Then I’ll customize the diagram by changing font styles and colors, and by adding symbols and calendar art.
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The pointer clicks the Calendar menu, and then clicks Import Outlook Data Wizard.
The Import Outlook Data Wizard starts. On the first page, the option for importing data into a new Visio calendar is already selected, and the pointer clicks Next. On the next page of the wizard, the pointer selects a Start date and an End date for the calendar.
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On the Calendar menu, I click Import Outlook Data Wizard.
When the wizard starts, I just follow a few steps, such as choosing the dates that I want to include in my diagram.
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The pointer clicks the Filter button and the Filter Outlook Data dialog box opens. In the Filter Outlook Data dialog box, the pointer selects the Subject contains check box, and then review is typed into the text box. The pointer clicks OK and the Filter Outlook Data dialog box closes.
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Since we’re currently managing employee reviews, I’ll filter the appointments to get only those reviews.
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In the wizard, the pointer clicks Next, and then clicks Finish. The Importing Outlook Data progress bar appears briefly, and then the imported calendar appears in Visio.
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When I click Finish, Visio will download the appointments from my Outlook calendar into my diagram.
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The pointer drags the Kickoff shape from the Calendar Shapes stencil onto the calendar and places it on Tuesday.
The pointer drags the Completion shape from the Calendar Shapes stencil onto the calendar and places it on Friday.
The pointer drags the Important shape from the Calendar Shapes stencil onto the calendar and places it on Thursday.
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As a finishing touch, I’m going to add some shapes to the calendar to highlight key review dates — such as kickoff and completion — and other important events as well.
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Visio 2003 disappears. The animated text Experience your own great moments appears. Under it appears the URL http://www.microsoft.com/office.
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Now I can print this diagram, distribute it via e-mail, or publish it on our Web site.
And thanks to the Visio integration with Outlook 2003, I didn’t have to waste time retyping anything.
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United Kingdom
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