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Managing multiple Calendars

From: Outlook 2007 Essential Training

Video: Managing multiple Calendars

Outlook can manage multiple Calendars. In the Navigation pane, notice we have a group called "My Calendars", in which there's only a single Calendar called "Calendar". Of course, that's the default Calendar we've been working with all along. Beneath that is another group called Other Calendars, and there's one called Celtics in here. That's the Internet Calendar we subscribe to for the Boston Celtics basketball games. To view the Celtics Calendar, just check the box to the left of its name, and it'll appear side by side with our own Calendar. You can also create additional Calendars of your own. To do that, click the drop-down arrows here beside the "New" button in the toolbar and choose either Folder or Calendar. I'll explain.

Managing multiple Calendars

Outlook can manage multiple Calendars. In the Navigation pane, notice we have a group called "My Calendars", in which there's only a single Calendar called "Calendar". Of course, that's the default Calendar we've been working with all along. Beneath that is another group called Other Calendars, and there's one called Celtics in here. That's the Internet Calendar we subscribe to for the Boston Celtics basketball games. To view the Celtics Calendar, just check the box to the left of its name, and it'll appear side by side with our own Calendar. You can also create additional Calendars of your own. To do that, click the drop-down arrows here beside the "New" button in the toolbar and choose either Folder or Calendar. I'll explain.

Outlook creates and stores everything in folders. So to create a Calendar, all you really need to do is create a new folder and tell Outlook it contains Calendar items. Let's create a new Calendar for our family responsibilities. We've now created a new Calendar called Family. To view it again we'll just check the box to the left of its name, and we can see the Family Calendar here. Let's create a new appointment in our Family Calendar to remember to drive the kids to school on the 15th in the morning.

That's great, except I think it's going to take me longer than that, so I'm going to need to stretch this out a little bit. Make sure I have enough time. Now, it's obvious that I have a bit of a conflict here, but if you want to make that a little bit easier to spot, a good way to do it is actually view the Calendars a little bit differently. We can view them in Overlay Mode. Click the arrow here on a Calendar to overlay it with the others. And we'll do the same with the Celtics Calendar. I'm going to want to put my Calendar on top, because it's the primary one. And I can see the other Calendar items, a little bit grayed out in their respective colors in my Calendar.

Notice it's put two items side by side here, because it's obvious there's a conflict between driving the kids to school, and the New Project Launch Meeting. So I'll either need to reschedule, the Product Launch Meeting, or arrange to have my wife maybe drive the kids to school. Let's take these apart again and view them side by side. I'm going to unclick the Family one and just look at the Celtics Calendar. I'd like to hit a basketball game. I go down to the bottom, there's a basketball game on this day and it's in town, so if I'd like to actually attend that game and there's nothing else to my Calendar right now, I can simply drag the Celtics game from the Celtics Calendar and put it in my Calendar. Note: Make sure you drag it to exactly the same time.

It is possible to move it up and down when you do the dragging, so be careful of that.

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This video is part of

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Outlook 2007 Essential Training

69 video lessons · 31798 viewers

Sean Conrad
Author

 
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  1. 1m 38s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 19s
  2. 5m 20s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 33s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 6s
    1. The Inbox
      58s
    2. Reading email
      2m 14s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 2s
    5. Previewing attachments
      3m 45s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 14s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      37s
    8. Sending and receiving internet email
      1m 22s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 55s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 46s
    5. Setting Appointment details pt. 2
      38s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 31s
    12. Sharing Calendars
      4m 16s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 12s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      56s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 11s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      1m 0s
  9. 32m 22s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 14s
    7. Configuring the Junk E-mail Filter
      8m 31s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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