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About this lesson
Dealing with multiple calendars can be tricky, so we address how to add, share, and manage them.
Exercise files
Download this lesson’s exercise file.
4.05, Share and Manage Calendar Views - Exercise.docx133.6 KB
Quick reference
Share and Manage Calendar Views
Sharing and Managing multiple Calendars can be tricky, so learn these skills!
When to use
If you need to open other calendars and coordinate times for meetings, managing the views is an important skill.
Instructions
To add Shared Calendars:
- Click "Open Calendar" and choose "Open shared calendar..."
- Pick the name of the person(s) who shared their calendar with you.
- Use the Arrange buttons to organize the view to your preferences.
- Note: You can right-click on a calendar name and remove it from the shared group at any time.
- 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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