Locked lesson.
About this lesson
Handling multiple schedules can be confusing, so the Schedule View and Assistant help you view availability when booking people and resourcces for your meetings.
Exercise files
Download this lesson’s exercise file.
4.04, Schedule View and Assistant - Exercise.docx59 KB
Quick reference
Schedule View and Assistant
The ability to view multiple calendars in a horizontal format for easy comparison.
When to use
Meetings have the potential of overlap or double-booking. The “Schedule View” will show multiple calendars in a horizontal format for easy comparison. Meetings typically include resources (conference rooms, projectors, or other equipment) and if your company has them properly listed as resources, you will be able to view those schedules as well.
Instructions
To overlay multiple calendars:
- Select the calendars under "My Calendars"
- Click the arrows to overlay the calendars to look for double-booked appts.
To view multiple calendars in Schedule View:
- Select your calendars
- Select Schedule View
- If you don’t have access to view multiple calendars, Open an appointment, select “Invite Attendees”:
- Change the View to “Scheduling Assistant”
- Compare the schedules to see if others are available
- If it is cluttered, click “Auto Pick” and the computer will find the next available free time:
- Invite and Identify Resources (Conference Rooms, Projectors, other equipment)
Note: These items will be set up on a corporate network usually under the heading “Rooms” or “Resources”
- To Send or Cancel the meeting
- 00:04 We're going to talk about scheduling and scheduling other people and
- 00:09 resources, and a little known assist is the Scheduling Assistant.
- 00:13 I said it like that on purpose.
- 00:15 All right, I've got three calendars on the left of my Folder pane,
- 00:18 each open side by side.
- 00:19 But it's kind of hard to see back and forth what's available because I'm trying
- 00:23 to get everything to coordinate with this event right here.
- 00:26 Well, let's overlay these calendars by clicking the arrows up on top.
- 00:31 So we can kind of see them all together on the screen, but wow, that's confusing.
- 00:36 Well, the Schedule View up on top, so I'm in my main calendar, Home ribbon.
- 00:40 And when I click the Schedule View, that lays out each calendar horizontally.
- 00:45 And now, I can just scroll back and forth to hopefully find an available opening.
- 00:49 Well, depending on how many people are on this list,
- 00:52 that might be difficult as well.
- 00:53 Couple things you need to know, first of all, when we can switch these
- 00:58 views back and forth from week to schedule, to week, to schedule.
- 01:02 We also have another option where we can change the time increments on back on
- 01:06 the week.
- 01:07 On the time increments on the left, I can right-click and hit 60 Minutes.
- 01:11 That shrinks my screen so
- 01:13 I can see more of the screen from 8 to 5 instead of spreading it out.
- 01:18 Now, I'm going to put that back, right-click, 30 Minutes.
- 01:21 If you like the 60 Minutes, you can leave it there.
- 01:23 Let's go to Schedule View, check out the times up on top.
- 01:27 Right-click, 60 Minutes.
- 01:30 See now it's shrunk it left to right, so now I can see more on the screen.
- 01:34 Scrolling back and forth, I can see a whole day in one view.
- 01:37 But still, I'm manually looking for
- 01:39 that spot that's going to match me up with this celebration.
- 01:43 Let's go back to our Week view, and let's do this differently.
- 01:47 I'm going to separate the calendars, I'm going to open up this appointment because
- 01:52 the Schedule Assistant can only be found inside an appointment.
- 01:56 It's an appointment feature or a meeting feature.
- 01:59 I'm going to double-click this appointment, and look at the screen way up
- 02:03 on the top, the second ribbon in says, Scheduling Assistant.
- 02:06 It's already small enough, so you can see almost two full days in one view.
- 02:10 Now, over on the left, it's only showing me my schedule, so
- 02:13 I'd have to add my resource.
- 02:14 We would have to add attendees that have shared their schedule with me,
- 02:18 or I have access because I'm in a corporate environment, but
- 02:22 in here is the super secret.
- 02:23 In here is the button called AutoPick.
- 02:27 And the AutoPick would allow you to find an earlier time for everyone to meet, and
- 02:31 once in a while, it'll show you next available time.
- 02:34 But because of my setup, it's not showing me that, it's going to be different for
- 02:38 your setup.
- 02:38 I want to show you, again, how I found this thing.
- 02:41 I had to open an appointment, my eyeballs go up to the Appointment ribbon and
- 02:46 the Scheduling Assistant right next to it.
- 02:48 And then I have to go to the AutoPick button and
- 02:52 choose an earlier time or next available time, depending on yours.
- 02:57 The Scheduling Assistant is in the Teams meetings setup.
- 03:02 So when you're using Teams, check out the whole layout,
- 03:06 we've got Appointment plus Scheduling Assistant inside Teams.
- 03:10 It's a fantastic feature.
- 03:12 Hardly anyone knows about it because it's buried in the background.
- 03:15 All right, I'm going to go ahead and close this.
- 03:16 The only thing I want to say about the resources.
- 03:19 The resources need to be set up by your IT departments.
- 03:22 In the background, they code all the available conference rooms,
- 03:25 they share the conference room calendar out to everyone.
- 03:28 And then you would see it right here,
- 03:30 the Main Conference Room or your conference room list.
- 03:32 In your corporate environment, you would see that.
- 03:34 Let's go ahead and end this lesson and get on to the next one,
- 03:37 how to share calendars.
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