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Sharing Calendars

From: Outlook 2007 Essential Training

Video: Sharing Calendars

In addition to managing your own Calendar, Outlook gives you the tools to share your Calendar information with others, and to allow them to share their Calendars with you. In the Navigation pane, you can get some help on this by clicking on "How to Share Calendars". It will open the Help, and take you to the appropriate location. You can also Search for Calendars Online. Microsoft has set up the Office Online website, and it's going to allow you to publish Calendars to the Office Online website, as well as use the Search functions here to find Calendars that have been published by others.

Sharing Calendars

In addition to managing your own Calendar, Outlook gives you the tools to share your Calendar information with others, and to allow them to share their Calendars with you. In the Navigation pane, you can get some help on this by clicking on "How to Share Calendars". It will open the Help, and take you to the appropriate location. You can also Search for Calendars Online. Microsoft has set up the Office Online website, and it's going to allow you to publish Calendars to the Office Online website, as well as use the Search functions here to find Calendars that have been published by others.

So if someone you know, or an organization you work with has published a Calendar this way, you'll be able to search for it. The Search is not available at this time, but let's add a Calendar. How about the Boston Celtics 2006-2007 schedule? Outlook is asking if I'm sure I want to add this Calendar, and if I'd like to subscribe to the updates. I definitely do. Updates are great, because it means periodically, the system is going to check, and look for updates to this Calendar. And if updates have been made, it'll update them in the Calendar here, so I won't have to manually do that.

So here I can see, side-by-side with my Calendar, is the Calendar for the Boston Celtics. Now, instead of the Celtics game Calendar, this might instead be a Calendar for a charitable organization I work with, or a Calendar for a team I'm involved with at work. The great news is, we can view them side-by -side here, and I can open up the details. Although it's here, you don't have to view it all the time. So when you're done viewing a Calendar, simply uncheck it under Other Calendars in the Navigation pane, and you can just go back to viewing your own Calendar.

So you can have any number of different Calendars in here, but only view the ones you'd like. You can also Send your Calendar via E-mail. We took a look at this briefly when were sending e-mail earlier, but let's click it and see what we can see. So, it gives us some options here, which Calendar would you like to send? I just want to send my own Calendar. What date range? Just today, or tomorrow, next seven days, next thirty days, so on and so forth. You can specify specific dates if you'd like, so I'm going to say, I want to send this week.

You can send either Availability only, some Limited details, or Full details, and there's some Advanced settings you can choose also. I'm just going to choose OK. And it attaches that information to the e- mail, and puts it in here in HTML format. That means, if I send this to someone who has Outlook, they're going to be able to open this attached ICS file and view it directly in Outlook, just like we did with the Celtics Calendar. If they don't have Microsoft Outlook, they can still open the e-mail, and almost any e-mail program will view HTML formatted e-mail, so they should be able to view the information in the e- mail just like this in any case.

In addition to sending my Calendar via e-mail, I can also publish it. I choose to publish my Calendar, it's going to connect to the Office Online community and publish it that way. And again, you can choose some settings here. What time span you'd like, previous X number of days through the next X number of days, what level of detail again you'd like to make available, you can again limit it to only working hours. And then you can choose permissions, and this is very important. Do you want only people you invite to be able to view this Calendar, or anyone? Well, I'm going to say "Full details" here, and I'm going to say, only invited users.

'Cause I put full details on there. There's some Advanced setting you can choose also, in terms of how often it updates, and things like that. The Calendar was published successfully. So it asked me if I'd like to send an invitation to let people access that Calendar? Yes I definately do. And I'd like to send an invitation to...Well, let's click the To: Button here and pick someone else on my list. Jane the Second Level Manager.

In this way, you can share your Calendar information via e-mail, or you can publish it on the Internet and invite only certain people to see that, and you can even subscribe to the online Calendars of others.

Show transcript

This video is part of

Image for Outlook 2007 Essential Training
Outlook 2007 Essential Training

69 video lessons · 31719 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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