Share and Manage Calendar Views

Quick reference

• 00:05 In our busy world of communication, it's important to know how to share your
• 00:09 calendar and open other people's shared calendars.
• 00:11 I am on my calendar on the Home ribbon.
• 00:14 On the right-hand side, we have two groups, one is Shared and
• 00:17 one is Manage Calendars.
• 00:19 First thing we're going to do is just email a calendar to someone outside of our
• 00:23 corporate network.
• 00:24 I'll click on the E-mail Calendar button.
• 00:26 It's asking me, which calendar, sees all of them on my list.
• 00:31 The entire calendar or specific dates?
• 00:35 I'll choose January 1 through 30th.
• 00:38 Full details or just Availability, click the Show button, and
• 00:43 choose a List of events or the Daily schedule.
• 00:46 Go ahead and click OK, and watch the email in the background.
• 00:50 It was that fast.
• 00:51 And now, I could just address the email and hit Send.
• 00:55 I'll minimize this right now.
• 00:57 Let's look at the next option under Share.
• 00:59 We can actually share the calendar.
• 01:01 Now, in my situation, I'm not on a corporate network.
• 01:05 So when I hit Share Calendar, it appears that nothing happens.
• 01:09 Let's reverse that, how about I open a shared calendar?
• 01:13 Open Calendar > From an Address Book > From the Room List,
• 01:16 that would be my conference room settings, From the Internet.
• 01:20 Creating a New Blank Calendar or Open a Shared Calendar.
• 01:23 When I click this one, the Open Shared Calendar dialog opens up.
• 01:27 I'm supposed to click the Name, choose who shared their calendar with me, and
• 01:31 click OK.
• 01:32 Click OK again, and you'll see the calendar on the left-hand side.
• 01:37 Now, I have a group over here this is Shared Calendars with that person's name,
• 01:42 and I can see their calendar.
• 01:43 Okay, now I'm going to quickly add two more.
• 01:52 Now that I have these here,
• 01:53 I can right-click where it says Shared Calendars and I can remove them.
• 01:59 I can create a New Calendar Group, add yet another calendar.
• 02:03 Now, this is the same settings that were up on the ribbon,
• 02:07 Arrange by Name, Hide them, Refresh them, and Move the set Up or Down.
• 02:11 In the Manage Calendars, we also have calendar groups.
• 02:14 We can create a New Calendar Group or Save As a New Calendar Group.
• 02:19 So I'm going to go ahead and select these three,
• 02:22 click on the calendar groups, Save As New Calendar Group.
• 02:26 I'm just going to type Sales Team and hit OK.
• 02:31 And now I have an entire Sales Team calendar group.
• 02:34 So can I get rid of this group down here?
• 02:36 Yes, so I can right-click, Remove All Calendars, Yes.
• 02:43 I'll right-click and remove this last group name.
• 02:46 So now, I have my Sales Team group.
• 02:48 Now because I had my personal calendar checkmarked when I made that,
• 02:52 it pulled it out of this one and put it in the Sales Team group.
• 02:56 That was accidental.
• 02:57 I'm going to go ahead and click just that one, right-click, and Move it Up.
• 03:02 Now that I put it in the previous group, I can click and drag and
• 03:06 move that around as well.
• 03:07 As you can see, once you've got Shared Calendars on your screen,
• 03:12 you can just click them and see them all side by side.
• 03:15 Above on the Home ribbon, click the Schedule View and
• 03:18 lay them all out to look at those.
• 03:20 Reset yourself to Week view or Month view.
• 03:24 On the left-hand folder, turn off any that you don't want to look at.
• 03:28 So you can manage your screens,
• 03:30 manage multiple views of different calendars, turn them off and on as needed.
• 03:36 It's kind of a great feature when you know how to share and manage your calendars.

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