Using the calendar to track groups/crews?

[Guest]

I'm trying to use my calendar to schedule where I have certain crews each
day, I'm not concerned with time, only with Job Completion. I'd like to have
each days view show me each crew name and there required duty that day. Any
suggestions?

 

[Judy Gleeson [MVP Outlook]]

How many crews?
What level of detail do you need?
What version of Outlook?

 

[Guest]

Sorry, such a rookie....Outlook 2002, 8 crews and the level of detail would
only need to be a few lines of text i.e. "Lot#23 site work-install this,
remove that, do some other things."

 

[Judy Gleeson [MVP Outlook]]

Try just putting them in the Calendar. It may be enough for your purposes.

First up, turn on the Advanced toolbar (view Toolbars).

So make an Appointment for each crew from 8am to 4pm (for example) and write
their Crew Name in the subject. Put some info about their job in the notes
area (white box). Location could have the actual site they'll be going to.

So now to see all 8 crews' work each day, use the 1 day view of the Calendar
and set it to the View "with Autopreview" as it lets you see the writing in
the notes field. You can change the View in the Current View Window.
Probably set at Day/Week/Month so change to Day / Week/Month with
Autopreview.

Make sure you give a lot of space to the Calendar - stuff the TaskPad and
Date Navigator (the section on the right) hard up against the right edge of
screen - do that by grabbing the divider between the appointment area and
the TaskPad and pushing it to the right.

If that's doing the trick for you... you'll need these special tricks:

To copy an appointment to another day, right drag it to the day and drop it,
when you release you can select Copy. So you can copy a team's appointment
to another day and save re-typing some stuff.

The Date Navigator (little calendar thing on the top right corner of
Calendar screen) is quite clever. You can select more than 1 day by wiping
or CTRL clicking on it.

I hope that helps!

Judy