In this video, staff author 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 up their calendars right from my computer. From the Home ribbon tab, click Add Calendar, and then choose From Address Book. I'll select the user I want to see, click Calendar, and then OK. This is pushed down a little bit, so to get more room on the screen I'm going to hover my mouse underneath the second calendar and click and drag upward.
It's going to hide the second calendar and only leave one, but now we have a little bit more room to see what's going on over here. Jenny's calendar has been added, and I can see it on the right-hand side next to mine. I can right-click her calendar, hover my mouse over Color, and change the color of it if I wanted to. I can also select Overlay. This will show her calendar on top of mine. It doesn't matter what arrangement I have whether I'm looking at a day, week, or month view, her calendar will still be overlayed, and I can see her appointments in conjunction with mine.
Jenny's schedule is currently the active schedule because she's bold-faced and the tabbed interface is on top. This is why if I go to click on a new appointment it's grayed out. Jenny hasn't given me permission to create calendar appointments for her, I can only read her calendar. I need to click the calendar tab to get to my own personal calendar, and now I can click a new appointment. So if you're trying to create a new appointment and you find that you can't, be sure you have the right calendar selected in the view.
I can add another calendar at any time. I'll click Add Calendar I'll choose from address book again, though it's important to note I could choose From Room List which is a list of available conference rooms if the network administrator has set it up. I can also add a calendar from the internet such as an interesting calendar, or a link that somebody else has given me. But I'll choose From Address Book again. And this time I'll choose Devon. I'll click Calendar, and OK again.
This time he's showing up in shared calendars also. Now Devon is not overlayed. I can add him to the overlay by either right-clicking and choosing overlay like we did before, or clicking this arrow next to his name. Now I added Devon because something I wanted to show you is the fact that Devon's appointments, which are in orange, are only telling me that he's free. If he had an appointment it would be listed as busy. Devon has only given me permission to see the free and busy time on his calendar not what he's actually doing.
Whereas with Jenny, I can see the details of all her appointments. At any time I can hide a calendar by unchecking it. In fact if I wanted to hide both of these calendars at the same time, I can uncheck where it says Shared Calendars. Now I'm only going back to see my calendar. So I can turn any of these on and off at will. I can remove them from my view by right-clicking and choosing Delete Calendar. It's going to remove it; it's not deleting their calendar at all it's only removing it from my view.
So I'll remove both of them, now I'm right back to where I was.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.