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Outlook 2013 Essential Training
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Opening other calendars


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Outlook 2013 Essential Training

with Jess Stratton

Video: Opening other calendars

If I'm frequently creating meetings with the same people or if I have employees that work under me and I need to see their schedules, I can open their calendars right from my computer. I can do that by going to the HOME ribbon tab in my Calendar and selecting Open Calendar. I'm going to choose from Address Book because it's somebody that's on my Exchange Server. I can choose the person whose calendar I want to open, select Calendar and click OK. Now we can see their calendar and it shows up on the left-hand side under Shared Calendars.
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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Outlook 2013 Essential Training
3h 6m Appropriate for all Feb 08, 2013

Viewers: in countries Watching now:

Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.

Topics include:
  • Exploring the Ribbon
  • Adding an IMAP, Exchange, or POP account automatically
  • Connecting to iCloud or SkyDrive
  • Saving attachments
  • Searching mail
  • Flagging messages
  • Using mail rules to process messages
  • Replying to and forwarding a message
  • Adding signatures
  • Creating new contacts
  • Creating and responding to meeting invitations
  • Setting up advanced options
Subjects:
Business Productivity Email Teacher Tools Education Student Tools
Software:
Office Outlook Office 365
Author:
Jess Stratton

Opening other calendars

If I'm frequently creating meetings with the same people or if I have employees that work under me and I need to see their schedules, I can open their calendars right from my computer. I can do that by going to the HOME ribbon tab in my Calendar and selecting Open Calendar. I'm going to choose from Address Book because it's somebody that's on my Exchange Server. I can choose the person whose calendar I want to open, select Calendar and click OK. Now we can see their calendar and it shows up on the left-hand side under Shared Calendars.

I can check or uncheck to hide this calendar and I can also right-click on the person's name, go over to Color and change the color of it. I can also show this as an overlay over mine instead of right next to it by right-clicking on their name and selecting Overlay. You'll notice that her calendar dates correspond with the same views that I have. When I change to Week or Day or Month, her Calendar views are reflecting the same dates.

If I ever want to hide her calendar from showing up, I can uncheck it. I know that, but I can also delete it completely. I can right-click on her name and select Delete Calendar. I can also delete this entire group by right-clicking the group and selecting Delete Group. I can click Yes at the prompt when it asks me if I want to delete the group 'Shared Calendars'. Let's say I want to add my own group very quickly. If I have a bunch of employees that I want to see the schedules of at the same time, I can open a calendar group.

If I select Calendar Group from the HOME ribbon tab and Create New Calendar Group, I can type a name for it and now I can add multiple people all at once. I'm going to add Akee and Mark. When I'm all done, I can click OK and here's my Executive Team group calendar. It works the same way that it did when I just opened one calendar in which I can right-click on somebody's name, overlay them on top of mine or change the color of it.

I can also add somebody at anytime by right-clicking my Executive Team label and choosing Add Calendar. I can then choose from Address Book, pick somebody new, click Calendar and click OK. There's one more thing I want to show you. So I'm going to go back to my Work Week view and I'm going to uncheck everybody except Akee. Here's Akee's meeting schedules. You can see that I can see all the details of her appointments. If I hide her and select Mark, I could only see him as being Tentative or Busy, but I can't see what his appointments actually are.

That's because they've set those options in their Outlook client. We can do that for our own Calendar by going to File>Options, going up to the Calendar tab and selecting a Free/Busy Options. I'm going to change the Default Permission Level. Right now for me, people can only see Free/Busy time, that means, like Mark, they'll only be able to see whether I'm free, busy or tentative. I can change this, so that they can see the Subject and Location or I can even put full details, so they can see any notes that I have.

When I'm all done making my selection, I can click OK and then click OK again to get out of this dialog box and now I'm brought back to my Calendar. If I completely want to get rid of this Group Calendar, I can right-click on it and choose Delete Group. It's going to ask me if I'm sure I want to remove the group Executive Team and I'm going to click Yes. Now like we deleted Akee's Calendar before, you're not deleting their actual Outlook Calendars, you're just removing it from showing up in your view.

So that's how you work with Group Calendars in Outlook.

There are currently no FAQs about Outlook 2013 Essential Training.

 
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