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Where are you? Support > Knowledge Base > An Introduction to Calendar

An Introduction to Calendar

An Introduction to Calendar

How do I view my calendar if it's not showing?
How do I open my calendar in a separate window?
How do I quit the program?
How do I change the view (day/week/month) in my calendar?
How do I view a certain day in my calendar?
How do I create a basic appointment?
How do I create a detailed entry?
How do I add an attachment to my entry?
How do I set a reminder (pop-up window)?
How do I edit an entry?
How do I create a recurring or repeating meeting, appointment or event?
How do I edit a recurring entry?
How do I copy an appointment, meeting or event?
How do I delete an entry?
How do I print my calendar?
All Day Events
How do I invite others to a meeting?
How do I schedule a group?
How do I search my calendar for an appointment?
How do I search for a meeting that I scheduled?
How do I open another person's calendar?
How do I check for conflicts or find available times to schedule a group meeting?
View Group Schedules button
How do I search for free time?
Publishing Free/Busy information
Can I hide my Free/Busy information
How do I see who accepts my meeting?
How do I cancel a meeting I scheduled?
What do I need to do with a meeting request?
How do I propose a new meeting time?
How do I accept a new meeting time?
How do I view a list of who was invited to a meeting?
How do I control what others see of my calendar?
Assign Delegate permissions
Working as a Delegate (Access Another Users Folder)
Sharing calendar and other Outlook folders
Remove old calendar items
Archive your calendar items
Delete old items on your calendar

How do I view my calendar if it's not showing?

Open the Calendar Pane by doing one of the following:

On the Navigation Pane | click the
Calendar button.
Or
Press CTRL + 2.
Or
From the Go menu | select Calendar.

How do I open my calendar in a separate window?

On the Navigation Pane | Right-Click the
Calendar button near the bottom.
Choose Open in New Window from the pop-up menu.

How do I quit the program?

Select File | Exit to exit from Outlook.
Or
Click the Red X in the upper right corner of the Outlook application.

Note: Outlook is a client/server application that operates in real-time. Therefore, your calendar is updated automatically and you do not have to save your work -- this is done automatically.

How do I change the view (day/week/month) in my calendar?

Choose one of these four buttons on the toolbar to view your calendar in the
Day,
Work Week,
Week, or
Month, views respectively. TIPS: In the Day and Work Week views, to resize the calendar time intervals, Right-click the Timeline on the left side of the calendar window and select the time interval from the pop-up menu.
To display the day view of a particular day, click anywhere on the display for that day (in Work Week, Week or Month view) and then click the Day button on the Standard toolbar.
Clicking on the
Today button will always take you to the current date. If you are in the Week view and you click the Today button, the current week will display.
In the Month view, click the Today button to display the current month. In the Month view, a downward-pointing triangle will indicate that a particular day contains more information than you can see.

How do I view a certain day in my calendar?

In the Calendar view:

From the Menu bar, select Go | Go to Date and select the date you want and which view you want. Click OK.
Or
Press CTRL + G and select the date you want and which view you want. Click OK.
Or
On the Navigation Pane, select the date you want from the calendar display in the upper left corner. Navigate forward or backward a month at a time using the arrows to the left and right of the month displayed.

How do I create a basic appointment?

In the Day view or Work Week view, click within a desired time frame.
Type the title of your entry, e.g., 'review literature'.
Press Enter.

TIPS: The duration of entries created by this method depends upon the time interval you have set. For example, if your intervals are set at 15 minutes and you create an entry using the 'type and enter method', then the entry duration will be 15 minutes. You can click and drag across a span of time intervals prior to typing the title of the entry to create a longer appointment time.
Once a calendar entry has been created, it can be rescheduled by clicking once inside the entry and dragging the entry to the desired time frame and dropping it.

How do I create a detailed entry?

Start a New Appointment by doing one of the following:

Click the
New Appointment button on the Standard toolbar.
Or
Double-click on a time block in the Calendar window to open the Appointment dialog box.

Fill in each field: Subject, Location, Start date, Start time, End date and End time.
Decide how to display the time on your calendar - Busy, Free, Tentative, or Out of Office.
Set a Reminder if you want one.
You may type additional notes or details in the notes area.
Click the Save and Close button.

Note: If you select All Day Event the window title changes to Event. If you invite another person or resource, the window title changes to Meeting.

How do I add an attachment to my entry?

Select the Appointment tab in the Meeting, Appointment, or Event window.
Click the
Attach button on the Standard toolbar.
Locate the file you want to attach to the calendar entry and click the Insert button.
Click the Save and Close button.

TIP: When an attachment is added, the file name and associated application icon appear in the appointment notes area.

How do I set a reminder (pop-up window)?

Select the Appointment tab in the Meeting, Appointment, or Event window.
Check the "Reminder:" box.
Click the down arrow in the time box to select the amount of time prior to the appointment that you would like a reminder.
Click the Save and Close button.

TIP: As long as Outlook is minimized, the Pop-up window will pop up while other programs are running. Pop-up windows can be snoozed like an alarm clock after they go off.

How do I edit an entry?

Select the entry that you want to edit:

Double-click the calendar entry.
Or
Right-click the calendar entry and choose Open from the pop-up menu.

Select the appropriate tab (Details, Reminders, Reply), depending on the changes that you want to make.
Make the necessary modifications.
Click OK.

Note: You can only edit entries that you have created. You cannot edit entries that someone else created. If you want to modify an entry, but you are not the creator, you can use the mail message feature to e-mail a modification request to the creator.

How do I create a recurring or repeating meeting, appointment or event?

Click the Recurrence button in the Meeting, Appointment, or Event window.
Verify the appointment Start time, End Time and Duration.
Select the Recurrence pattern - Daily, Weekly, Monthly or Yearly, and then fill out the frequency information on the right half of the Recurrence pattern.
Set the Range of recurrence - Start Date and End Date (No end date, End after ## occurrences, or End by specific date.)
Click OK.
Schedule the remainder of the meeting as usual then click Send or Save and Close.

Note: When you modify the Occurrence series to add or remove dates, any exceptions, i.e., any modifications to inDIVidual occurrences of the series, will be lost and all occurrences will be set to match the entry you are modifying. As an example, when you attach a different agenda to each meeting in a recurring series, and then modify the series to add more meetings, all of the attachments are lost. It is best to start a new recurrence series rather than modify the existing one.

How do I edit a recurring entry?

Open an instance of the recurring entry by:

Double-click the calendar entry.
Or
Right-click the calendar entry and choose Open from the pop-up menu.

An Open Recurring Item pop-up dialog box appears.
Choose to Open this occurrence or Open the series and then click OK.
Make your changes and then click the Save and Close button.

Note: If you modify the recurrence itself by clicking the recurrence button on the toolbar - e.g., add or remove entries - You will get the following warning dialog box: Any exceptions associated with this recurring appointment will be lost. If any of the exceptions are meetings the attendees will not be notified. Is this OK? | click OK or Cancel
All entries in the recurrence will be modified to match the one you are currently in.

How do I copy an appointment, meeting or event?

Hold down CTRL key and drag the item to either a new time or to a new date/time. You can then open the new appointment and modify it as needed.
Note: You can not copy recurring meetings.

How do I delete an entry?

Click the left edge of the entry to select it.
Press the Delete key.

Note: You can only delete entries that you have created. You cannot delete entries that you have been invited to.

How do I print my calendar?

You can print your calendar by doing one of the following:

From the File menu, select Print.
Or
On the Standard toolbar, click the Printer button.

In the Print style scroll box, select the way you would like your print to look:
Daily Style, Weekly Style, Monthly Style, Tri-fold Style, Calendar Details Style or Memo Style, Or Click Page Setup or Define Styles to modify and create your own.
Enter the Start and End dates for the range of days you would like to print.
Click OK.

Note: Open a single meeting the choose File | Print to print it.

All Day Events

An All Day Event is an appointment without a start time or an end time. It can last one day or multiple days. e.g., holidays, vacations, days on call.

To create an All Day Event in the Appointment window check the "All day event" box.
Or
Drag an existing appointment to the shaded area just under the date of the event on the calendar display.

You can set the "Show time as" option to Free, Tentative, Busy, or Out of Office. Choosing Busy, Out of Office or Tentative will mark the time for the entire day. Note: Reminders for All Day Events are generated at the beginning of the day. They can not be associated with a particular time of day. Use a standard appointment with a reminder set and Show time as Free to do this.

How do I invite others to a meeting?

Start a New appointment as you normally would and fill in the details as needed on the Appointment tab.
Click on the Scheduling tab.
To invite attendees, click the Add Others button in the lower left corner of the window.
Select Add from Address Book.
Select a name from the list. To find a person's name, type their name in the "Type Name or Select from List:" box. This works best when you type the last name first. (e.g., jones, tom.)
If you want to invite people not listed in the GAL (Global Address List), click the Advanced button and chose New to add them.
Note: You can add people from your Contacts or Distribution Lists.
Select each name and click the Required, Optional, or Resources buttons at the bottom of the Select Attendees and Resources window.
Click OK.
To automatically choose an open time, click the AutoPick Next button. Outlook will automatically choose an open time after checking everyone's schedule. You can also choose the meeting date and time manually.
If you did not schedule a room, you may want to enter a location in the Location field.
Select any other options.
If the meeting is recurring, click the Recurrence button. Set the Recurrence pattern, and Range of recurrence options.
Click Send. The meeting invitation is sent to all attendees.
Note: If you do not want to receive responses, select Actions from the Menu bar and de-select Request Responses.

Note: Always send Notification about a meeting request or modification to Attendees. Otherwise the meeting or the meeting update will not appear on their calendar. When you modify a meeting, if you cannot see the Send Update button Click the double chevrons >> button on the right edge of the standard toolbar to see additional buttons that aren't displayed.

How do I schedule a group?

Create your Meeting or All Day Event as normal.
Click the Add Others button on the Scheduling tab.
Select the InDIVidual person or select a Distribution List from the GAL or from your Contacts.
You can click the + (plus sign) in front of the Distribution List to expand out the Distribution List to see each inDIVidual and their Free/Busy times or leave it collapsed to see a cumulative Free/Busy display.
Note: If you expand a Distribution List, you won't be able to collapse it again.
Finish the Meeting as normal.

How do I search my calendar for an appointment?

Open the Find bar at the top of your calendar by doing one of the following:

Press Ctrl + E.
Or
Select Tools | Find | Find.
Or
Click the Find button on the Standard toolbar.

Enter your Search Criteria in the Look for: drop-down box
Click the Find Now button.
A list of appointments that match that text will display.
Double-click on the meeting to open the details of the appointment.
Close the appointment and close the search results windows to go back to your calendar.

Note: To save this search to use again, from the Options drop-down box select Advanced Find then in the Advanced Find window select File | Save Search.

How do I search for a meeting that I scheduled?

Open the Advanced Find window by doing one of the following:

Select Tools | Find | Advanced Find.
Or
Press Ctrl + Shift + F.
Or
Click the Find button on the Standard toolbar then the Options button and select Advanced Find.

On the Appointments and Meetings tab, enter your Name or HawkID in the Organized By... field.
e.g., Organized by... (your hawkid) or Attendees... (your boss) etc.
Click the Find Now button.
A list of meetings that match will display.
Double-click on the meeting to view the details of the meeting.
Close the meeting and close the Advanced Find window to go back to your calendar.

Note: To save this search to use again, in the Advanced Find window, select File | Save Search.

How do I open another person's calendar?

Note: You can only open another person's calendar if they have Shared it with you or given you Delegate permissions.

You can open another person's calendar a number of ways:

In the Calendar Navigation Pane, click the Open a Shared Calendar link and enter the person's name, (last name first) or enter their HawkID and click OK.
Or
Select File | Open | Other User's Folder and enter the person's name, (last name first) or enter their HawkID. Choose Calendar in the Folder type: drop down box and| click OK.

The person's calendar will appear beside yours in the View Pane.

Note: Once a person's calendar has been opened, their name will appear in the Calendar Navigation Pane under Other Calendars. To remove a person from this list: right-click the name and select Remove from Other Calendars from the pop-up menu.

How do I check for conflicts or find available times to schedule a group meeting?

Open an existing Meeting or create a New Meeting by doing one of the following:

Double-click on the meeting on your calendar.
Or
Right-click on the meeting then select Open.
Or
Click the New button on the Standard toolbar.

Click on the Scheduling tab.
To Add Attendees:
1. Click the Add Others button.
2. Choose Add from Address Book.
3. Select names from the Global Address List (GAL), click the Advanced button and choose New to add people not listed in the GAL.
4. After selecting each name, click Required, Optional, or Resources to add them to the meeting.
5. Click OK to get back to the scheduling tab.
The Free/Busy time will display on the timeline to the right of each attendee. Click the AutoPick Next>> button to have Outlook automatically choose the next available time according to everyone's schedule or manually select a time.
Click the Options button | AutoPick to select if you want AutoPick to look at All People and Resources, All People and One Resource, Required People, or Required People and One Resource.
Click Send to finalize the meeting.

Note: You will only be able to see the free/busy times for a person if they have chosen to publish it.

View Group Schedules button

You can save a Group Schedule profile for a group of people who's schedules you need to see often.

Click the
View Group Schedules button on the Standard toolbar.
Click New then Type a name for the new Group Schedule then click OK.
To Add Members:
1. Click the Add Others button.
2. Choose Add from Address Book.
3. Select names from the Global Address List (GAL), click the Advanced button and choose New to add people not listed in the GAL.
4. After selecting each name, click Required, Optional, or Resources to add them to the meeting.
5. Click OK to get back to the scheduling tab.
Click Save and Close.
You can then Open the View Group Schedules and the group you created to quickly see their schedules.

Note: You will only be able to see the free/busy times for a person if they have chosen to publish it.

How do I search for free time?

Open an existing Meeting or create a New Meeting by doing one of the following:

Double-click on the meeting on your calendar.
Or
Right-click on the meeting then select Open.
Or
Click the New button on the Standard toolbar.

Click on the Scheduling tab to see the free/busy times of those people invited to the meeting.
Set the length of the meeting - enter the start and end times.
Click the AutoPick Next>> button to have Outlook automatically choose the next available time according to everyone's schedule.

Click the Options button | AutoPick to select if you want AutoPick to look at All People and Resources, All People and One Resource, Required People, or Required People and One Resource.

The first time slot that is open will be selected.

Note: You will only be able to see the free/busy times for a person if they have chosen to publish it.

Publishing Free/Busy information

When others plan meetings, they may need to view the times when you are busy, free, or out of the office. The default in Outlook 2003 is to publish 2 months in the future.
We recommend changing the default to publish the maximum of 36 months and to update the server every 1 minute.

Choose Tools | Options.
Click the Calendar Options button on the Preferences tab.
Click the Free/Busy Options button near the lower left corner.
Choose a time period to publish your information on the server.
We recommend to set Publish 36 month(s) of Calendar free/busy information on the server.
Set Update Free/Busy information on the server every 1 minutes.
Click OK 3 times.

Can I hide my Free/Busy information

You can choose to not publish your Free/Busy information to the server; however, someone can still invite you to a meeting.

Choose Tools | Options | Calendar Options | Free/Busy Options.
Set Publish to 0 (zero).
Set Update free/busy information on the server every _ minutes to 15.

This will inhibit the publishing and/or searching of Free/Busy information for your calendar. Note: You can still give a person rights to your calendar (Sharing or Delegate), but they cannot do a Free/Busy search against it.

How do I see who accepts my meeting?

To track responses, double-click the meeting to view it.
Click the Tracking tab to see how many people have accepted, tentatively accepted, or declined your request.

Note: You can ONLY track responses for meetings you schedule. You cannot see responses to someone else's meeting.
*** Tracking ONLY works if the attendee sends you a response.

How do I cancel a meeting I scheduled?

Open the meeting you want to cancel.
Select Actions | Cancel meeting.
Choose either Send cancellation and delete meeting Or Delete without sending a cancellation.
Click OK.
The meeting is removed from your Calendar.

Note: We recommend that you Always send a cancellation notice, because if you do not, the meeting attendees will not know the meeting has been cancelled and it will still appear on their calendars. Note: If you do not want to receive responses, uncheck the Request Responses option under the Actions drop-down menu.

What do I need to do with a meeting request?

When someone schedules a meeting and you are invited to attend, you will receive an e-mail message stating the time, date, and location of the meeting.
You will see the following buttons at the top of the email message: Accept, Tentative, Decline, Propose New Time and Calendar:

Accept - Accept the meeting and add it to your Calendar.
Tentative - Tentatively accept the meeting and add it to your Calendar.
Decline - Decline the meeting and not add it to your Calendar.
Propose New Time - Propose a new date/time for the meeting.
Calendar - View the appointment in your Calendar before responding.

You should click one of the buttons (Accept, Tentative Decline or Propose New Time) for each meeting you are invited to attend. Always send a response to the meeting organizer by clicking one of the buttons above. Otherwise they can not tell if you plan to attend the meeting, decline it or mark it as tentative.
Note: If you want to change your response to a meeting request, right-click either the original e-mail message requesting the meeting or the meeting in your Calendar. A shortcut menu appears. Click Accept, Tentative, Decline, or Propose New Time.

How do I propose a new meeting time?

Click the Propose New Time button at the top of the meeting request.
Select a New Time for the meeting.
Note: Be sure to keep the meeting duration the same as the original.
Click the Propose Time button in the lower right of the window.
Type a message to the Meeting Organizer.
Click Send.

How do I accept a new meeting time?

Double-click the New Time Proposed e-mail message to open it:

You can click the Accept Proposal button to accept the proposed time.
Or
Click the View All Proposals button to see if there are more proposed times on the Scheduling tab. (see steps 2 & 3 below.)

Double-click the meeting on your calendar to open it. | click the Scheduling tab to see if there are more proposed times on the schedule.

Then on the Scheduling tab each proposed new time will show up at the top of the window.

Click on each to see the Proposed time on the Free/Busy display.
With the meeting time that you want highlighted, click the Send Update button to notify attendees of the new time.

How do I view a list of who was invited to a meeting?

Open the Meeting by doing one of the following:

Double-click on the meeting on your calendar.
Or
Right-click on the meeting and then select Open.

Click on the Scheduling tab to see a list of who was invited to the meeting.

Note: Only the person who scheduled the meeting will be able to see who has accepted or declined the meeting.

How do I control what others see of my calendar?

The default in Outlook 2003 is that people can see your Free/Busy times, but NOT the details for your calendar appointments. (see Publishing Free/Busy Information above.)
However, you can give someone permission (e.g., access rights in Corporate Time) to your calendar so that they can view your calendar appointment details and/or manage your calendar.
There are 2 ways to give a person permissions to your Calendar.

You can assign Delegate permissions to allow a person to act on your behalf. They can schedule, send, receive, and accept meetings or e-mail on your behalf, or manage your private information.
Or
You can Share your Calendar to allow others to read, modify, create or delete information on your calendar so they can more effectively plan meetings with you.

Assign Delegate permissions

Select Tools | Options and click on the Delegates tab.
Click the Add button.
The Outlook Global Address List will display. Type the last few letters of the person's last name that you wish to give access to your Calendar or Inbox.
Select the name from the list and click the Add button.
Repeat if you want to add other delegates.
Click OK button.

On the Delegate Permissions screen, you need to give your delegate permission to enter your various folders (Calendar, Tasks, Inbox, Contacts, Notes and Journal). Select the permissions for each folder that you want to share. There are four different levels of permissions you can give:

Permissions Level	Actions Allowed
None	No access to this folder.
Reviewer	User can read items in folder only. Can't make changes.
Author	User can read items and create new items.
Editor	User has full access to read, create, and modify items.

Check the 'Delegate can see my private items' box if you want to allow the delegate access to items marked private.

After selecting the permissions you wish to give, click on the OK button.
Verify that you have added all of the delegates you wish to give Outlook access by checking the listed name.
Click the OK button On the 'Options' screen, click the OK button.

Working as a Delegate (Access Another Users Folder)

Before you are able to access another user's folder (calendar, Inbox...) they must give you access to them. (See Assign Delegate Permissions above.)

Select File | Open and then select Others User's Folder.
Click on the Name icon and then select the person's name that you want Outlook access for and then click the OK button.
By Folder type: use the pull-down menu to select the folder for which you have been given permission (e.g., Inbox, Calendar...) and click the OK button.
A window will now appear that contains the contents of the folder you have permission to use.
Use this folder like you would your own.

Note: To schedule on behalf of the User you are a Delegate for - Click on the Other Users Calendar then start a New Appointment, Meeting, or Event. The Other User will be listed as the organizer of the meeting. The From: box of Items that you've scheduled on behalf of another user will appear with Your Name followed by 'on behalf of the Other Users Name'. (e.g., From: Doe, Jane on behalf of Doe, Tom)
Note: You will not be able to make changes to this user's folder if they have not given you permission.
Each time you launch Outlook, you will need to open the other user's folder. After the first time you open this folder, you will see the person's name listed when you go to the File menu and select Open.

Sharing calendar and other Outlook folders

If you would like to give a person permission to access a folder in Outlook, you need to give the person permission to access each Folder/Subfolder you want to share. The process for sharing your Calendar, Mailbox and your InDIVidual folders is the same.

To set Share Permissions on your calendar, Open the Calendar Properties - Permissions window by doing one of the following:

In the Folder List Navigation Pane, Right-click the Calendar folder and select Sharing from the pop-up menu.
Or
In the Calendar Navigation Pane, under My Calendars, Right-click your Calendar folder and select Sharing from the pop-up menu.

Select the Permissions tab.
Select the Add button.
Select the person you wish to give permission to from the address list and press the Add button.
Press the OK button.
To add a group of people as a collective group, select a Distribution List.
Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list. (e.g., Owner, Editor, Author...)
Click the OK button.
To share additional folders/subfolders, right-click on the folder or subfolder and follow steps 1-7 above.

Note: Any appointment, meeting or event that is marked as private will display with a title of 'Private Appointment' with the time blocked. None of the Share Permissions allow another person to see details for Private Appointments.

Permissions Level	Actions Allowed
Owner	Create, read, modify, and delete all items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor	Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor	Create, read, modify, and delete all items and files.
Publishing Author	Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)
Author	Create and read items and files, and modify and delete items and files you create.
Contributor	Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer	Read items and files only.
Custom	Perform activities defined by the folder owner. (Does not apply to delegates.)
None	You have no permission. You can't open the folder.

Remove old calendar items

You can reduce the number of items saved in either one of two ways - archiving or deleting.

Archiving moves items from your data file on the exchange server into a backup file on your C: or Network drive. You can configure Outlook to automatically run AutoArchive at specified intervals, or you can manually archive items. See Archive your calendar items.
Or
Deleting removes items from your data file on the exchange server without making a backup. See Delete old items on your calendar.

Archive your calendar items

Select File | Archive.
Click Archive this folder and all subfolders.
Note: If you created other calendars below the default calendar, this setting will archive items from all calendars.
In the folder list, select the Calendar folder.
In the Archive items older than list, select the date you want.
Note: The date this looks at is Last Modified Date, not create date or start date. i.e. This will archive any appointments that occur on the calendar prior to the Archive items older than date that have not been modified on or after the Archive items older than date. Appointments in the future are not archived regardless of when they were last modified.
Select the Include items with "Do not AutoArchive" checked check box.
Note: Selecting this check box will archive everything, including items you have marked as an exception to AutoArchiving.
You can accept the file location where the archive file is saved or browse to a different folder and provide the file name of your choice.
Note: We recommend that you make a note of this location so you can easily find it later, if needed.
Click OK.
The archive will begin. On the Outlook status bar, you will see the menu Archiving.

Note: Appointments imported from Corporate Time will all have a modified date of the day imported unless you manually modify them.

Delete old items on your calendar

On the Navigation Pane, click the Calendar button.
From the View menu | select Arrange By.
Select Current View.
Select By Category.
Click on the End column header to sort entries by their end date with oldest appearing at the top.
Select the items that you wish to delete. (Hold down the SHIFT key to select a group or use the CTRL key to select items one at a time)
Press DELETE.

Created On: 12/17/2004 5:11:00 PM
Last Modified On: 6/23/2005 6:51:00 AM
Article ID: 10364
Viewed 1,629 times

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