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Instructions for Scheduling Vaccination Clinic Appointments using Microsoft Outlook Calendar 

Note: To save time from typing comment box information when each appointment is scheduled, type information in advance in an e-mail, save to draft folder and when needed use the copy and paste function. 

  1. Open Calendar in Outlook.
  2. Click on the day of the appointment from the calendar on the left. Ex. Oct. 12
  3. Double click on the appointment time from the calendar on the right. Ex. 10 a.m.
  4. A screen opens up titled Untitled-Appointment or Untitled-Event. 
  5. Go to Subject line. Enter "Name of Person (Vaccination Clinic Appt.)". Ex. Jane Doe (Vaccination Clinic Appt.)
  6. Go to Location line. Enter room location of clinic. 
  7. Go to Start Time. Click inside the time box and type the time you want. Ex. 10:05 a.m. Depress tab or enter key to accept change. End Time defaults to 30 minutes after your start time. You do not need to change this. 
  8. Confirm that the Reminder box is checked. It defaults to 15 minutes. 
  9. At bottom of the screen is the comment box. Include the following information: 
  10. Click on Invite Attendees. This will bring up a To... line.
  11. Place the participant's name on this line. 
  12. Click on Send. Outlook will send the appointment time to the participant's e-mail and calendar. The e-mail appointment message will ask them to accept the appointment. 
The appointment will also populate your calendar since you are the organizer. 
An e-mail reminder will be sent to the participant 15 minutes prior to their scheduled appointment. 

CONTACT US: (515) 868-1795 | sip@safeguardiowa.org | 4400 East University Ave.,  Suite 101, Pleasant Hill, IA 50327

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