Using MS Office Outlook to schedule shift calendar

[benson911]

Hey everyone -

I have decided to incorporate Microsoft more deply into my computer and my life. (They infect everything already.) Does anyone know how to automatically schedule my 24 hr shift days into Outlook?

I work this schedule... On, Off, On, Off, On, 4 days Off. I also have comp days but will not schedule those automatically because I can trade them and they will change throughout the year.

I may also be interested in setting up a calendar for use throughout MS Office (such as Excel, Outlook and Word) to allow me to use it to schedule other activities outside of my shift days (training days, events).

Thanks in advance for help or a reference.

Lt. Benson911

[firenresq77]

There is a Shift Calendar thing here on FH.com....... You put in the schedule you work and pick one of the days and it will spit out a calendar for the rest of the year for you. Only downfall is you'd have to print them out............

[gcfddata]

From your example it appears that your schedule is a nine day cycle counting your off days. What I did (may not be the best way) is I clicked on "action" top row then "all day event" In the subject area give it the name "work day" or what ever you like. I used AM 1, AM 2, PM 1, and PM2 because I worked 2 days 2 nights and 4 off. After giving it a name click on "recurrance" Then click on "daily" and "repeat" every 10 days. If you want it to show as a color than click on "label" pick a color and "save" Check calendar. It should show that shift every 10 days in the color you selected. Do the same for your other two shifts and your calender is done for the rest of your life.

If you have palm based hand held unit you can synchronize your schedule and millions of other things to it.

IF you schedule does not repeat as you showed then disregard the above.

[benson911]

Thanks, firenresq77, but I was looking for MS Outlook specific help. I have used that schedule generator and others on the web.

A big thank you to gcfddata, that is exactly what I was looking for! I did have to change the daily repeat to 9 days, 10 was too many.

Gcfddata, you mentioned syncing up with a wireless device. I put bluetooth in my new laptop and I will be buying a new Nextel phone after my contract expires next January. What do you suggest I get to make syncing with my laptop and my schedule easier?

Lt. Benson911

[gcfddata]

Sorry never used bluetooth. We used regular Palm Hot synch cradle. For Fire Service use (now retired) we never considered any screen size lower than a PDA because to hard to read. Second problem was we found you usually want to see information while you are on phone talking. Can't see it if it's next to your ear.

As for Civilian use still use PDA and separate cellphone for the same reasons. Only now instead of FD data I have pictures, Outlook, airline schedules and a great Highway program with every restuarant ,hotel,gas, and food along any road in US.

Also just checked microsoft site of bluetooth compatible products and Nextel wasn't listed. You might want to double check that before you go for nextel.

[beyea8]

I searched for schedules to upload online and got sent to your discussion on here. I entered the dates into Outlook on my computer and synced it to my phone. It did take a little longer because I am on a 4 6 schedule but now i'm good to go so thanks.

[gcfddata]

Glad it worked out for you

[jbrescue]

Just a little FYI, I am using a Palm Treo phone, when I first synced it, my shcedule wound up off by one day. They had a calendar update that needed to be downloaded, this corrected the situation. Also, a little known feature of Outlook, National holidays can be added also. This way they show up on your calendar every year without you having to add them.

Go to Tools
then Options
then calendar options
click add holidays
select the country that you want the holidays for

You will get all holidays, some you may not even know about.