Book Image

The Microsoft Outlook Ideas Book

By : Barbara March
Book Image

The Microsoft Outlook Ideas Book

By: Barbara March

Overview of this book

Microsoft Outlook, in tandem with Microsoft Exchange Server, provides a powerful environment for sharing information. This book will show you how to take advantage of that to construct solutions for your business or organization from the features of Outlook. This book is a collection of scenarios that incorporate and link many Outlook components to produce surprisingly powerful functionality. Without the need for code or specially-written applications, you will be extracting information from your Outlook Calendar, Contacts and Tasks folders to create solutions like these: Monitoring staff leave and printing schedules Managing meeting rooms and printing invoices Managing fleet vehicles, their records, and servicing Managing a school class calendar, student records, attendance, assignments, and reports
Table of Contents (8 chapters)

A Staff Leave Calendar—Sick Leave View


An organization’s Human Resources Department may also wish to be alerted to staff sick leave that exceeds a certain number of days and Outlook can highlight sick leave incidents by applying an Automatic Formatting criterion as follows:

Creating the Calendar View

  1. 1. Create staff sick leave events in the Staff Leave Calendar and assign the sick leave categories to the events.

  2. 2. Create a new view called Sick Leave, with the fields: Subject, Location, Start, End, and Duration.

  3. 3. Continue as in the example for annual leave, except filter on the staff members’ Sick Leave categories.

  4. 4. Add an Automatic Formatting rule as follows:

Formatting Rule Name

Field

Condition

Value

Font Format

>2 days

Duration

is more than

2d (meaning 2 days)

Color Red

  1. 5. Exit the View Summary and from the Format Columns dialog box rename the following fields as follows:

Field name

New name

Location

Department

What Just Happened?

When we apply the view that we have just created, the Duration field will show the number of sick leave days taken and the records where the duration exceeds 2 days will be in red font.

The Result

Here is a view of the finished result: