How to Create Calendar Entries from E-mails Using Outlook
There were very few things I like about Lotus Notes except, for example, the ability to create an appointment (calendar entry) from an email (no, this is not creating an appointment/meeting from an appointment/meeting request email, these are two separate scenarios). When we switched to Outlook from Lotus Notes, I found myself looking for the ability to do this and was surprised when there was no menu or mention of a feature like this in online searches (all that came up were articles on creating appointments from appointment/meeting request emails).
Why is this feature important/neat? This feature automatically copies the message you are creating an appointment for in the comments section of that calendar entry, so all you have to do is enter Date/Time, etc, and add the appointment. Let’s say you get an offer in the email for a local store on a specific date and you want to include the offer details (the email) with your appointment. Instead of creating a new appointment and copying/pasting, adding the location information, etc; you would simply create a calendar entry from an email, which would then automatically add the email to the comments section of that entry, then all you do is add the date/time, etc, and save.
I was glad to find out that the process of creating a calendar entry from an email is merely a drag operation. Please read the two steps below for a simple demonstration of this process. If you have any questions/comments feel free to post them below.
Note: The screen shots below were generated using Outlook 2007and Windows Vista, options and menu locations should be very similar for Office 2003.
1. You’ve just received an email you want to reference in an appointment you want to create, so, you select the e-mail by clicking and holding while you drag the message to the Calendar icon on the left pane.
Note: If you use the To do pane on the right of the screen (Outlook 2007) you can drag the email to a specific date on the calendar view, when you do this it automatically sets the date for the calendar entry. I recommend this method because it saves the date entry step during the appointment creation process.
2. Now that you’ve dragged the email to the Calendar, the New Appointment window opens. Set the appointment details (date/time, etc.). When completed click on the Save & Close button.
You’ll note that the entire content of the email is now automatically included in the appointment you just created. You can close that appointment and all of the copied information (the email) will be available by simply opening that appointment/meeting.
TRK,
Thanks for the comment. I’ve looked around and there doesn’t seem to be a way t remove the extra lines when adding a message to the calendar entry. If I find something I’ll post it here. Thanks.
Gil, an appoitment was created on a PC running Outlook 07 but when the meeting resource (location) was updated on an iPad, the attendees got multiple appointments (6). The organizer said she didn’t get prompted to update attendees. Can you please shed some light on this?
KayStar,
I think that the problem you are encountering is a bug…here are some details.
“The bug appears when the user creates an appointment in Outlook and includes themselves as an attendee, often because they are the members of a distribution group or a delegate. ”
I know you said you had an iPad, but remember that the iPad and iPhone run similar operating systems.
Workaround – Until Microsoft or Apple releases a fix, use this solution:
“When creating a new appointment in Outlook, do not include yourself as an attendee. If you are using a distribution group to invite others, expand that group and remove yourself as an attendee.”
Bug details and solution via – http://www.slipstick.com/calendar/iphone_meetingbug.asp
Please let me know if this sounds familiar. Thanks.
Hey Gil. thanks for that, but I’ve got a slightly more involved issue. I have created a custom message form that has fields for subject, date, start time and end time.
I want to place an “Add to My Calendar” button in the form that when clicked, adds the data from the fields into a new calendar entry in that receiver’s calendar.
Any ideas?
What version of Outlook are you using? I’m currently using Outlook 2010 and have access to 2007, but if need be I can get 2003. Please let me know so that I can help you with this. Thanks.
I needed this…badly! Is there a way to keep the attachments when you drag it?
Jason – I tired including the attachment when dragging over and it looks like it does not include it. All I can say is that when the Calendar entry automatically opens you can Insert Outlook item and choose the email containing the attachment or just save the attachment and then insert. Let me know if this makes sense and if you need help with any of this. I know that the purpose of using this tip is to save time, but the attachment piece is not part of the deal.
I've been using Outlook 2010 beta and it looks like they are not including it either…maybe in the final release? Thanks for passing by.
nice one thank.. exactly what i needed