Schedule Resources and Schedule View

Quick reference

Schedule View and Schedule Resources

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

Overlay multiple calendars

• Select the calendars under My Calendars.

• Click the arrows to overlay the calendars to look for double-booked appointments.

 

View multiple calendars in Schedule View

• If you have multiple calendars to select (possibly your resource calendars), go ahead and select them.

• Select Schedule View.

• If you don’t have access to view multiple calendars, open an appointment, select “Invite Attendees”.

• Change the View to “Scheduling”.

• Compare the schedules to see if others are available.

• If it is cluttered, click Auto Pick Next 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”

 

Send or cancel the meeting
 

  

• When a meeting is scheduled, a new ribbon called Calendar Meeting appears and includes a Tracking button and a Cancel Meeting button.

   

         

• The Tracking button provides details about who responded to the meeting request.

 

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• 00:05 Okay, let's talk about working with multiple calendars.
• 00:07 Especially if you're in the corporate world, the reality is you are going to
• 00:11 have to work with other people's schedules and calendars.
• 00:14 So first of all, how would you open up someone else's calendar?
• 00:17 Right up here we have a button that says Open Calendar.
• 00:20 From the Address Book, From the Room List, also known as resources.
• 00:24 From the Internet, if they've shared out to the cloud.
• 00:27 And right over here, Open Shared Calendar.
• 00:29 Which means someone has given you permission and has said,
• 00:33 share my calendar with you, putting your user name.
• 00:36 Well, how would you go about sharing your own calendar?
• 00:40 Over on the left-hand side, on the navigation pane,
• 00:43 simply right-click your calendar and notice, right at the bottom, Share.
• 00:47 So you're going to share this calendar, and
• 00:50 you would choose who to share it with, okay?
• 00:52 I'm not on a corporate-level system, so
• 00:54 it's not giving me that option to share it out, but it's okay.
• 00:58 All right, let's just say I've got a bunch of calendars already.
• 01:01 And I'm viewing all the shared calendars, so I want to see my teaching schedule.
• 01:05 And Tony, he's with marketing, I want to see Tony's calendar.
• 01:09 Well, as you can see, I'm kind of looking at this, and
• 01:11 it's really confusing to see these side by side.
• 01:13 But notice the second one and the third one, they have these little left arrows.
• 01:17 You can actually overlay, click.
• 01:20 I'm just overlaying my own calendar with my teaching schedule.
• 01:23 And it looks to me I've got some conflicts, so
• 01:26 I'd better straighten those up.
• 01:28 Right now on this calendar, I could straighten that up.
• 01:30 Now let's take that marketing calendar and overlay that to everything else.
• 01:34 My goodness, to try to find an available spot, that's really confusing.
• 01:39 I wonder if there's a better way.
• 01:40 Well, you know there is.
• 01:42 Right up on top, notice this button, Schedule View.
• 01:45 Let's go ahead and click that, take a look at what happens.
• 01:48 This little mess on our screen is about to straighten itself out
• 01:51 with the schedule view.
• 01:52 Click, here we go, doesn't that look better?
• 01:56 Now I can actually look at this and horizontally just scroll through and see,
• 02:00 all right, who is available.
• 02:02 At least they're not overlapping each other.
• 02:05 But I still really need to find an available time for everyone.
• 02:10 Well, it's a little hard when you're just looking at their schedules.
• 02:12 I know I do need to schedule Tony and myself.
• 02:16 So let's go ahead and reset everything, let's just go back to normal.
• 02:19 I'm going to turn off the Schedule View by clicking my Work Week button.
• 02:23 And I'm going to unlayer these so they're side by side.
• 02:27 And I'm just going to turn these off entirely.
• 02:30 All right, let's do this a different way.
• 02:32 How about we just invite someone to the meeting?
• 02:35 So on this Office meeting, I'm going to just Invite Attendee to that meeting.
• 02:40 And of course, I only have access to myself right now.
• 02:43 So I'll go ahead and invite myself and hit Send.
• 02:46 So I've created a meeting, Anyway, that's fine.
• 02:50 I've created a meeting, so now I would like to, since it is a meeting,
• 02:54 see if I can schedule that person, so I want to look at their schedule.
• 02:59 I double-click to open the meeting, and check this out, the Scheduling button.
• 03:03 It looks a lot different from the previous Scheduling button.
• 03:06 Because now I'm actually looking at someone's personal schedule.
• 03:09 In this case, they don't have to share their calendar with me.
• 03:12 I can type any name I want on this list, and their schedule,
• 03:16 if it's a corporate environment, their schedule is going to show up.
• 03:19 Now, I just clicked over here, and
• 03:20 I shouldn't have, so let me click back over here.
• 03:23 The original meeting has a start and a finish blue lines.
• 03:28 It's too bad, these used to be green and red for start and finish, and
• 03:31 now it's just dark blue.
• 03:32 Well, if it's a busy, busy schedule and I'm looking for an available spot,
• 03:35 I'm not going to waste my time scrolling through this.
• 03:38 I'm just going to come down to the bottom left and
• 03:41 tell the computer, AutoPick Next available time.
• 03:44 Click, and it autopicks the next available time for me.
• 03:48 That's why I like the technical schedule view of just looking at other people's
• 03:53 calendars without having to force them to share their calendar with me.
• 03:58 It is two different views, it all depends on what you need at the right time.
• 04:01 It's just a little harder to find this particular view.
• 04:04 I'm going to close this again, and I'm not going to save changes.
• 04:08 And again, remember, you can activate these and then overlay these
• 04:12 if you want to make sure you don't have any conflicts with your own calendar.
• 04:15 That's a great feature, you just have to have someone point out to you that those
• 04:20 little arrows are to overlay, all right, thank you.

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