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Sharing calendars for the purpose of collaboration

From: Migrating from Outlook 2003 to Outlook 2010

Video: Sharing calendars for the purpose of collaboration

In Outlook 2003, sharing your Calendar could be done from the Navigation Pane by sharing your Calendar or opening a Calendar that's been shared with you. When you choose these, you then get to choose the Calendar Properties and who you wish to share them with. Now this had to be done from within Outlook. In Outlook 2010, things have changed drastically. First of all, when you select Calendar in the Navigation Pane, you no longer see links in the Navigation Pane to the various options for sharing a Calendar; instead, with the Home tab selected on the Ribbon, you will notice a group for sharing Calendars.

Sharing calendars for the purpose of collaboration

In Outlook 2003, sharing your Calendar could be done from the Navigation Pane by sharing your Calendar or opening a Calendar that's been shared with you. When you choose these, you then get to choose the Calendar Properties and who you wish to share them with. Now this had to be done from within Outlook. In Outlook 2010, things have changed drastically. First of all, when you select Calendar in the Navigation Pane, you no longer see links in the Navigation Pane to the various options for sharing a Calendar; instead, with the Home tab selected on the Ribbon, you will notice a group for sharing Calendars.

So we can e-mail a Calendar. We can share a Calendar, publish it online and adjust Calendar Permissions from this group. Let's start by sharing our Calendar. We'll click the Share Calendar button, which creates a brand-new e-mail message, which is an invitation to your own Calendar. So the first step is to select who you want to share this with. If you're on an Exchange Server, you can click the To button and get access to your global address list, and select the people you want to share your Calendar with. You can use the Shift key if you want to select a group, click the To button, which adds them to the To field and click OK, and now you see those names.

Notice the subject is written for you automatically. It's a sharing invitation to your own Calendar. If you want to be able to view their Calendars, you can also request that, right from here by clicking the check box. If it's not necessary, leave it unchecked. Allow the recipient to view your Calendar. If that's checked off, you can then adjust the details. You want them to see when you're Available only and not actually see what's booked in your Calendar or any of those details, or do you want to click the dropdown and choose Limited details? They will be able to see the title of your event in your Calendar but not the full details, unless you select Full details from the bottom.

So let's leave it at Availability only. So Free time, Busy time, Tentative and Out of Office time will be shown. Down below, you will see the name of the Calendar you are about to share. This is an e-mail message, so you can click in the Message section and add additional info. So when you click Send, you need to confirm you want to do that with all those recipients, click Yes and automatically, it's prepared for sharing. Those messages are sent out. People will get an e-mail message, saying they are invited to view that Calendar, clicking the link will allow them access to the Calendar, and they we'll be able to choose the Calendar their own or the Calendar that's been shared with them.

So that's one option for sharing your Calendar. Another option is just to send out an e-mail with a portion of your Calendar. Click the E-mail Calendar button, and you get this dialog box first, where you get to choose the Calendar. So if you have got more than one, like a team Calendar, your own personal Calendar, and so on, you can select it from this dropdown. And then the Date Range: do you want them to see today, tomorrow? Do you want them to see the next week, 30 days, the whole Calendar, or you want to be able to specify dates? You can do that, which will give you the dropdowns to select the specific dates.

I am going to go from the 11th right through to the end of the next week, and again, you can choose the detail level by clicking the dropdown: Availability only, Limited details, Full details - it's up to you. Now you can also choose to allow them to see only the working hours that you have set up by clicking the Show time within my working hours only. You want to set up your working hours, and if you haven't already, there's a link right here in this dialog box for doing that. Setting your working hours from 9 to 5, 8 to 4, whatever, you can choose what those working hours are, and the people you share this Calendar with by e-mail will only be able to see what's going on in those hours.

So when we click OK, you might see a message if you don't have anything booked. In this case, I don't have anything booked in that date range, so it's just warning me that that's going to happen. I can change my dates if I wanted to, or just simply continue and when I click Continue, this is the e-mail message that is going to be sent to whoever I want to send this to. You can see my Calendar down below, you can see the dates that are available, and Ctrl+Clicking will allow the person to follow the link and see what's going on in that day, at least see Availability, which is the detail level I selected.

Now who do I want to send it? I'll click the To button on the Exchange Server, and I can pick and choose who should be able to see this info, click the To button. When I click OK, they're now going to receive this e-mail with links to those dates in my Calendar. When I click Send, off it goes. So that's a cool way to share your Calendar, if you want to specify a portion of your Calendar for people to see. Another option, new here, is Publish Online. So now if you've got a Microsoft.com registration, and you click this dropdown, you can publish your Calendar to Office.com, and people who are also registered there can actually go in and see your Calendar, again, get to pick and choose who's going to be able to view your Calendar, and the detail level. But it's a way to allow people who don't even have Outlook to see your Calendar, which will help them again in booking meetings, and so on.

Now when it comes to permissions, you can also adjust your permissions by clicking Calendar Permissions. And here is where you are going to see who you've already given access to, so they are going to show on the list. And if there is somebody you realize how they shouldn't have it, you can select them and remove them. You could add additional people from here, or adjust their permission levels by clicking Properties. So if we want to select somebody and adjust their properties, you can see we've got the contact card here for a person that we selected. We can get additional details by adding it here, Organization, Phone/Notes, et cetera, and if we want to add them to our contacts, we can do that from here as well.

Here's our Permission Level, set to Custom again. You've got access to all of those. Custom means we picked and choose. What can they read, Free/Busy time, if you want to make changes, change it to Full Details, you can do that from here, and notice the Permission Level changes to Reviewer. And you could also get them Write access, so they can go in and start creating things in your Calendar, editing things in your Calendar, and so on. So you can give them full access to your Calendar if you needed to. I think if somebody who has an assistant who needs to be able to get into the Calendar and book appointments for the person they're working for, this is a great way to adjust their permissions.

We'll just click Cancel here to move on. So if you're going to be sharing your Calendars in Outlook 2010, you've got many more options, methods for sharing your Calendar, and remember you've always got access to those Calendar Permissions, so you can pick and choose the levels and who is going to have what type of access to your Calendar.

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Migrating from Outlook 2003 to Outlook 2010

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