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Viewing and creating meetings in the calendar

From: Up and Running with Office 365

Video: Viewing and creating meetings in the calendar

If you're a user of previous versions of Microsoft Outlook, including Outlook, the web app, in previous versions of Office 365, you're accustomed to going to the left-hand navigation pane and looking for the Calendar section. Notice it's no longer here in the Outlook Web App in this current rendition of Office 365. It is still part of the Outlook Web App; however, we access it from the very top of our screen. It has its own tab. So, let's click it now and spend some time with the calendar. Right away, you'll see the default view.

Viewing and creating meetings in the calendar

If you're a user of previous versions of Microsoft Outlook, including Outlook, the web app, in previous versions of Office 365, you're accustomed to going to the left-hand navigation pane and looking for the Calendar section. Notice it's no longer here in the Outlook Web App in this current rendition of Office 365. It is still part of the Outlook Web App; however, we access it from the very top of our screen. It has its own tab. So, let's click it now and spend some time with the calendar. Right away, you'll see the default view.

If it's your first time like me, you're going to see the monthly view, the current date will be highlighted, and over here in the top-right corner, we can change our view from month to week or just the work week right down to the specific day. If we select day we'll be looking at today, and you'll also see a line going through your calendar representing the current time. Let's check out the work week. This is a great way to look at what's going on during the week at work leaving out the weekend. So you can see it's spread out a little bit more.

If we go to week, we'll be seeing all seven days of the week, and there'll be columns which are much more narrow. Let's go back to month here. We also have on the left-hand side a navigation pane which we can collapse or expand, and this helps us get around. If we want to schedule something for July, let's say, we could use these navigation arrows to move back and forth through the various months. Once we see July, we can go to a specific, day such as July 1, and you'll notice it's now highlighted.

This is great if you wanted to set up an event for that day or even an event that takes up more than a day. Let's say we'll be on vacation for that week and we want to book it off. Well, to do that we go up to new event. And since we're already on July 1, look at what happens. It's the start date by default. The event, let's type in Summer Vacation. Location, to be determined. Now notice as we type in locations, if we type in actual locations that exist, we can use Bing search to find the location and get additional information.

Attendees, no, it'll just be for our own viewing pleasure. And down below, the Start date, as you can see, is already set to July 1. Now if we wanted to, we can click the dropdown for the time and set a start time, but really, if we think about this, it's an all-day event. So the duration over here, when we click the dropdown, we want to make it All day. As soon as we do that things change on screen and now we have an end date. We'll click the dropdown here and we'll choose the fifth, the end of the week.

We want to be showing up in our calendar for other people who are viewing our calendars as Away. But you can see there are other options: working elsewhere, Tentative, Busy. And in this case, it's a one-time event that's not going to be repeated. If you have monthly meetings, weekly meetings, this is a great opportunity down here to set up a recurring event. But we don't need it for our vacation. We are not going to mark it as private and I'll show you why later when we start sharing our calendar. Additional details can be added down below.

But they're not necessary, so let's click Save to save our new event, and you can see how it shows up in our calendar stretched across multiple days. It also shows up over here on the right -hand side where we can click to view additional information. I'll close that up. All right, let's go back to today; the easiest way is to click the link go to today. It'll take you back to the current date, whatever date it is when you're viewing this. And let's say we want to share our calendar with other people so they can see our availability. Well, we can do that by going up here to the top right-hand corner and clicking Share.

All we have to do now is start typing in the names of the people we want to share with. If they're in our contacts, they'll start to show up. If I start to type in David, D-A-V, you see there's a couple here in my contacts, and this is the guy who's part of the organization David Rivers, who I want to share my calendar with. I could continue adding names and share it with multiple people, but for now, we'll leave it at this one person and now we'll choose the permission. Full details is the default. If we click the dropdown we could give Limited details or only Availability, so they'll know when we're around and when we're not.

They won't know the actual details of our events. So we'll choose Availability only, and we'll be sending an invitation. The subject will be I'd like to share my calendar with you, and you can see down below, calendar is selected. All we have to do now is click Send and the invitation goes out. Now, additional calendars are viewable down the left-hand side in the navigation pane. So when somebody shares their calendar with me, I'll be able to go to other calendars to view their availability. It's a nice little feature.

So if you are working with a team for example and you're collaborating, it's handy to be able to see availability if you are going to be booking meetings with those people for example. I really like this calendar feature. So there is a few other things you can do with the calendar, like printing and so on. I'd encourage you to explore this calendar feature here in the Outlook Web App.

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Up and Running with Office 365

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