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Printing, emailing, and sharing the calendar

From: Outlook 2013 Essential Training

Video: Printing, emailing, and sharing the calendar

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.

Printing, emailing, and sharing the calendar

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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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 22541 viewers

Jess Stratton
Author

 
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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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