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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.
Sometimes you need to give somebody else access to your schedule. It could be on a permanent basis such as if you have an executive assistant or on a temporary basis, maybe you're going away on vacation and need to have someone fill in for you. You have a few options to share your schedule. The first thing we can do is email our calendar. From my Calendar, I'm going to go to the HOME ribbon tab and select Email Calendar. We have a couple of choices we can make. The first thing that we need to do is to decide which calendar we're actually going to email if we have more than one.
So right now, I have my Exchange Calendar or my regular Outlook Data File. I'm going to select my Exchange Calendar. I can choose the Date Range that I want to email. In this case, if I'm going away for the next week, I can choose the Next 7 days. Next, I can pick what level of detail do I want to send; do I want to send my availability only such as Free, Busy or Tentative; Limited details, which also includes the subject line of where I am; or Full details which includes everything such as who's invited to meetings and any notes I had.
I'm going to choose Limited details because just the Subject is fine. I can also click Show in the Advance menu and pick an Email Layout, for example a Daily schedule or a List of events. I'm fine with the Default daily schedule. I can click on OK and now I've got a nice calendar list directly in an email. It shows the dates that I'm away, and if I scroll down, it shows my schedule in a nice tidy view. I can address the email to whoever I wanted to send it to and click Send and off it goes.
If I need to send somebody my calendar details on a more permanent basis, I can share it. I can do that by clicking Share Calendar from the HOME ribbon tab with my Calendar open. This is going to send out a sharing invitation. So now, I'm going to allow the person to view my calendar. I can put in who I'm going to ask to share it with and I can choose the details. It's the same three choices: Free, Tentative, Busy only, subject line or everything. In this case, I'm going to do the subject line.
I can also include a note to go along with it. When I'm all done, I can click Send and off that one goes. It thinks that I have attached something, I really haven't, so I'm going to say Send Anyway. It's going to ask me if I really want to share this calendar with Akee. I'm going to choose Yes because know I did this on-purpose. Now what Akee is going to see if I go back to my Mail file for a second is an invitation that looks something like this. It says, I'd like to share my calendar with you. And I can click Open this Calendar right in the invitation.
If I click on it, it's going to add it to my calendar, so that I can see it, just like I can see all my appointments. Now the last thing I can do is print my calendar and I do that by opening my calendar and choosing File>Print. I get some options here that I don't get with any other thing like email. For example, I can choose the style such as Daily, Weekly Agenda, Weekly or even Monthly. If I click Print Options, the first thing I need to do is tell Outlook which calendar I'm actually trying to print and I can do that from the dropdown menu and the Print this Calendar.
For example, I can print Akee's Calendar or my own Exchange calendar. Here I can change the Print style also if I wanted to, and I can actually choose a Date Range. For example, I've chosen the Weekly Calendar Style, but it doesn't necessarily have to be this week, it can be next week. I can pick the Start date and the End date. When I'm all done, I'm going to hit Preview because I want to be sure I've got the right view before I send it off. It's a little hard to read in this view, so I can click the Plus sign (+) right in the calendar, zoom in and make sure that I can see everything that I really need to see.
When I'm satisfied with what I chose, I can choose a Printer from the dropdown menu and click Print. So as you can see there's many different ways you can share your Calendar data.
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