In this video, Jess Stratton shows users how to open calendars that other users have shared out, and how to create calendar groups and visually change the display of those calendars.
- [Instructor] If I'm frequently creating meetings with the same people or if I have employees that work under me and I need to see their schedules, I can open their calendars right from my computer. In the calendar view, click open calendar. I could choose from internet and open a URL-based calendar. For now, though, I'll click address book and I'm prompted with my company address book. I'll double click on Jenny's name and then click OK. It's going to open up in the shared calendars area on the left hand side and I can see her calendar right next to mine.
In order to give us a little more screen area to work with, I'm going to hover my mouse over this horizontal line above my calendars and drag it up to get rid of one calendar and give us a little more room to work with. I can right click on her calendar, hover my mouse over color, and change the color of it. I can also click overlay to see it on top of mine. It doesn't matter what type of view I look at, I'll still see them overlaid this way. Right now, Jenny's calendar is selected, so the new appointment button is blank.
If I wanna select a new appointment, I have to click back on calendar and make sure I'm looking at my own personal calendar. If Jenny had added me as a delegate, that is, given me the ability to create calendar entries for her, I still would be able to click new appointment, so it's important that I'm always paying attention to what calendar is actually selected. I can hide her calendar from showing up by un-checking it at any time. When I'm ready to view it again, place a check mark next to it. I can also delete her calendar completely.
I'll right click on her name and select delete calendar. I'm not deleting her calendar completely, I'm only deleting it from my shared calendars. If I have a large group of employees that I wanna see the schedules of at the same time, I can create my own calendar group. From the home ribbon tab, click calendar groups and then choose create new calendar group. I need to type a name for it, I'll call this one executives. Click OK and now I can decide whose calendars are going to be included in that group.
I'll double click Devon's name, and Jenny's. Click OK and I can see their calendars. It takes just a few minutes to update and they'll both appear. Like my shared calendars, I can right click on each calendar and change the color of it. I can also overlay it on top of mine. A nice thing about using calendar groups is that I can uncheck the group itself and show or hide all of the calendars at once. I can also easily add somebody new to this group by right clicking on the group name and choosing add calendar.
I'll choose from address book and it starts the process again. I could also show or hide each calendar on a separate basis. Devon's calendar is only showing me the words tentative and free. If he had some things scheduled, it would say busy. That's because he hasn't shared his calendar with me directly, so I can only see when he's free and when he's busy, but not what he's doing. Jenny has shared the calendar with me, so when I look at her calendar, I can see the actual text of what she's doing.
If I wanna completely get rid of this group calendar at any time I can right click on it and choose delete group. I'll choose yes and it's gone. Like earlier with Jenny's calendar, we're not deleting their Outlook calendars, we're just removing them from my view.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data