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Scheduling more efficiently with new Calendar Groups and Tools

From: Outlook 2010: Real-World Projects

Video: Scheduling more efficiently with new Calendar Groups and Tools

Kim Romano is scheduling the first of many meetings for the new website team. Let's see how Kim can use Outlook 2010's Calendar features to make scheduling this meeting, and future meetings, easier. There are four Hansel & Petal staff members on the web design team: Kirk, Petal, Raul, and Kim. Using the Ribbon, Kim can easily open all four staff members' calendars. Choosing the Address Book, she'll choose Kirk, Petal, and Raul's calendars holding the shift key, and then say OK, and her calendar and the other three calendars all open at one time.

Scheduling more efficiently with new Calendar Groups and Tools

Kim Romano is scheduling the first of many meetings for the new website team. Let's see how Kim can use Outlook 2010's Calendar features to make scheduling this meeting, and future meetings, easier. There are four Hansel & Petal staff members on the web design team: Kirk, Petal, Raul, and Kim. Using the Ribbon, Kim can easily open all four staff members' calendars. Choosing the Address Book, she'll choose Kirk, Petal, and Raul's calendars holding the shift key, and then say OK, and her calendar and the other three calendars all open at one time.

So from here, Kim could suggest a meeting time and invite them all if she wished, New meeting> With all and can choose a particular time for them to meet. Kim will be inviting this entire team to meetings in the future, so she can save several steps for future meetings by saving this set of calendars that she's seeing now is a Calendar Group called Web Team. Calendar Group > Save as New Calendar Group. So now we have one Calendar Group called Web team that includes these for calendars: Calendar, which is of course Kim's calendar, and then Kirk, Petal, and Rauls' calendars.

There is even more powerful view that you can use when you work with Group Calendars called Schedule View. In Schedule View, each of the calendars is laid out horizontally rather than vertically, so you can fit a number of different calendars into this view, far more than the four that we see here, and be able to look for open times in particular days, weeks, or months in order to create schedules or create meetings. Kim also needs to set up a series of meetings for the people who are only working on web design, not the Web Team but the Design Team.

So she is going to create a second calendar group called Design Team that includes Raul and Petal, and then includes our outside designer, Kyle. We can find him in our Contacts List and add Kyle to the group. You'll notice that we are actually seeing both the Web Team and the Design Team here. I'll turn off the view of the Web Team and we can easily see when Petal and Raul are available, and then try to determine a time that would be good for Kyle to attend as well.

Kim's now created two new groups she can use to schedule meetings, she can use to send email, that she can you simply view and find out when they're available, and all of these was easy to do with the new Calendar Ribbon in Outlook 2010. With Outlook 2010's Calendar Groups and Calendar Tools, scheduling one meeting, or more meetings, is easier than ever.

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Outlook 2010: Real-World Projects

6 video lessons · 7389 viewers

Gini Courter
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