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About this lesson
The ability to view multiple calendars in a horizontal format for easy comparison.
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2016, 2019/365.
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Schedule Resources and Schedule View.docx59.8 KB
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
- To 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"
- 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”
- To 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:
- When a meeting is scheduled, a new ribbon called “Calendar Meeting” appears and includes a Tracking button and a Cancel Meeting button:
- 00:00 When you're scheduling meetings,
- 00:03 there's always a potential of overlap or double booking.
- 00:08 But the schedule view will show multiple calendars in a horizontal format for
- 00:12 easy comparison.
- 00:14 As an example, I have an appointment already set up, and I wanna look at
- 00:17 other people's calendars that they have previously given me access to.
- 00:21 I'm gonna go ahead and activate the teaching calendar.
- 00:23 Well, the problem is I have to look left and compare to the right.
- 00:27 If you'll take a look up above we have an action on the view ribbon
- 00:31 that says Schedule View.
- 00:33 When I click that it takes as calendars in ways and not horizontally and
- 00:37 now I can click and drag this appointment to a more workable time for everyone.
- 00:42 Now, we have another option.
- 00:43 What if I don't have access to these calendars and
- 00:46 I actually do need to invite people whose calendars I can not see?
- 00:50 Let's go ahead and double click this appointment.
- 00:53 When I open that up we have an appointment screen and
- 00:56 I can invite attendees right here.
- 00:58 When I click Invite Attendees,
- 01:00 my appointment screen becomes what looks like an email.
- 01:03 Now, I can actually type in, the email, to another person, I can even type in,
- 01:07 the email, to a resource.
- 01:09 If my resources are setup on the network, there will be a resource list.
- 01:14 Okay, I still can't see their schedules until I
- 01:17 hit the Scheduling button right up here.
- 01:19 When I do that, I can see my schedule on the top line and
- 01:23 then everyone else underneath.
- 01:24 Because this person isn't on my network, it shows me this dashed line that says,
- 01:29 no information, no free busy will be retrieved, but that's okay.
- 01:33 If there was a reality in a corporate network I would see all kinds of
- 01:36 blue lines of everyone's busy schedules.
- 01:40 Notice, on the schedule area,
- 01:41 the front line is the beginning of the appointment which can be adjusted and
- 01:46 the right line is the end of the appointment which also can be adjusted.
- 01:50 Now, if everyone's very busy, and I have to now look through all these dark blue
- 01:54 appointments to find the next available spot, it's a complete waste of my time.
- 01:59 The computer will actually do that work for you.
- 02:01 Down here on the left, there's a button that says AutoPick Next.
- 02:05 When you click that, the computer will jump to the absolute next time,
- 02:09 comparing everyone's appointments and their busy or free times available.
- 02:14 Another item in here.
- 02:15 Up on top, we have the tags area, where you can categorize an appointment.
- 02:20 You can mark an appointment as private, important, or low important.
- 02:25 You can also come over here to the person list and on these little items it'll
- 02:30 tell you that I'm the meeting organizer and this person is required.
- 02:35 If you click the right mouse on there you can change that to Optional or make this
- 02:40 a resource room or equipment, and so it's that easy to schedule an appointment.
- 02:46 Now, if I'm all done with this, and I do want to send it, I'll just go ahead and
- 02:49 click the Send button.
- 02:51 But if I've decided it's not gonna work out, I can go ahead and
- 02:54 cancel it right here as well.
- 02:57 So when I cancel that and
- 02:58 close this, nothing has been changed on my schedule, and I'm set back to normal.
- 03:03 And that is how you schedule multiple people, but
- 03:06 maintain your sanity while you're doing it.
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