See & Share Multiple Calendars

3,921 views

Published on

Published in: Self Improvement, Technology
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
3,921
On SlideShare
0
From Embeds
0
Number of Embeds
97
Actions
Shares
0
Downloads
19
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • [ Note to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • [ Notes to trainer : To share your calendar, you must be using Outlook with Microsoft Exchange Server. Steps for verifying that you are using Exchange are given in Lesson 2.]
  • It’s all important stuff, but thrown into one calendar, it looks more cluttered than clear.
  • You see both schedules at the same time, so that it's easy to look between them.
  • [ Note to trainer : Steps—given in either numbered or bulleted lists—are always shown in yellow text.]
  • Click to add notes
  • But, what if you need a reminder for an appointment in an alternate calendar? For example, you simply can’t forget your carpool day for the kids’ soccer practice.
  • Your colleagues would not request meetings or appointments with you on Thursdays between 3:30 and 5:00 pm.
  • [ Note to trainer : With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important : If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • [ Note to trainer: Steps for telling whether or not you are using Exchange Server are given in the lesson.]
  • Note: If you want to copy a meeting (as opposed to an appointment) to your schedule, it’s best to have the meeting organizer send you the meeting request (or have some other invitee forward it to you). That way, if the meeting is updated or canceled, you'll hear about the change.
  • If you've shared folders over a network with Microsoft Windows ® , you'll notice that the sharing process is similar to that one, possibly even easier. Limit your sharing Sharing your calendar doesn't always mean sharing everything. You can create an alternate calendar (as discussed in the previous lesson) and keep some of your appointments there, unshared. You can keep a calendar to yourself on your own computer. You’ll see how later in the lesson.
  • To share calendars, you need to be using Outlook with Exchange Server. You can tell if you're using Exchange Server by viewing your e-mail account, following these steps. If you're not sure what kind of e-mail server you're using, ask your systems administrator or office computer expert. Important: You cannot share a calendar unless you are keeping it on the server. A calendar stored on your own computer, in a local PST file, can't be shared. [ Note to presenter: For more information about PST files, see the Microsoft Office Online Training course “File or archive your e-mail on your own computer” (requires an Microsoft Office 2003 program).]
  • Permission levels that you would be likely to use for calendar sharing include: Reviewer —Someone who can read calendar entries but cannot create, modify, or delete them. Author —Someone who can read or create calendar entries, and can modify or delete only entries that the author has created. Editor —Someone who can read, create, modify, or delete all calendar entries, whether or not the editor has created them. Tip: If your company Exchange Server uses distribution lists, you can share your calendar with all the people on a list by sharing it with the list name. (A distribution list is an e-mail address that reaches more than one person). However, if you have created personal distribution lists in your Contacts folder, you cannot share your calendar with those people by sharing it with those list names, because the server does not know about them.
  • So, someone has arranged to share calendars with you. Hooray! But what do you do now?
  • For your convenience, Outlook displays each calendar with its own background color, both in the list of sharers and when you view the calendar. If you like, you can reorder the calendars in the list by dragging them.
  • Once you've opened a shared calendar, that name will stay in your Other Calendars list—even if the other person stops sharing the calendar with you. Here’s how to remove it.
  • Or, with the right permission levels, you could move or copy an appointment from one shared calendar to another by dragging it. Tip: Remember, it's best not to drag meetings. Have the organizer send you the meeting request—otherwise, you won't be notified if the meeting details change.
  • Also, a calendar folder in a Personal Folders (PST) file on your own computer cannot be shared. Information you keep there is available only from your computer.
  • You can view appointments in an alternate calendar, or in a Personal Folders calendar, side by side with the appointments in your main calendar. Unless you block out the times for these appointments in your main calendar also, those times will appear as Free to colleagues who try to schedule meetings with you.
  • [ Note to trainer : With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important : If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • Using This Template This Microsoft PowerPoint ® template has training content about using Microsoft Office Outlook 2003 to create helpful calendar views and share your calendar with other people. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “See and share multiple calendars.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to PowerPoint 2000. They include the entrance effects called Peek and Stretch . To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to the online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).
  • See & Share Multiple Calendars

    1. 1. Microsoft ® Office Outlook ® 2003 Training See and share multiple calendars Peace River Distributing presents:
    2. 2. Course contents <ul><li>Overview: Seeing, sharing calendars </li></ul><ul><li>Lesson 1: Track two schedules at once </li></ul><ul><li>Lesson 2: Share your calendar with others </li></ul>See and share multiple calendars Each lesson includes a list of suggested tasks and a set of test questions.
    3. 3. <ul><li>If you have more things to keep track of in a day than you can fit conveniently onto one page of a calendar, side-by-side calendars are for you. </li></ul>Overview: Seeing, sharing calendars See and share multiple calendars Don’t stop there: Stay in touch with your colleagues’ schedules, and let them stay in touch with yours, by using shared side-by-side calendars.
    4. 4. Course goals <ul><li>View multiple calendars side by side. </li></ul><ul><li>Track two or more separate schedules in your own calendar. </li></ul><ul><li>Share your own calendar with someone else, or view a calendar that someone has shared with you. </li></ul><ul><li>Use shared calendars to set up meetings quickly. </li></ul>See and share multiple calendars
    5. 5. Lesson 1 Track two schedules at once
    6. 6. Track two schedules at once <ul><li>You probably wear several hats during the day, balancing a range of appointments and tasks—from running a sales meeting to taking kids to soccer practice. </li></ul><ul><li>What if you had a calendar that supported all your roles, showing appointments in a format that was easy to read? </li></ul>See and share multiple calendars
    7. 7. When one calendar isn't enough <ul><li>Your current calendar might look like this: work appointments mixed in with the kids’ soccer events. </li></ul>See and share multiple calendars Various events grouped in one calendar
    8. 8. See separate schedules side by side <ul><li>Side-by-side calendars bring the mess into focus. </li></ul><ul><li>How? By creating separate schedules for different types of appointments. </li></ul>See and share multiple calendars Separate schedules aligned side by side
    9. 9. Take the first steps <ul><li>To set up side-by-side calendars, create a new folder in which to store items for the second calendar. </li></ul>See and share multiple calendars The Navigation Pane in Calendar <ul><li>Under My Calendars, right-click Calendar . </li></ul><ul><li>Click New Folder , and name and save the folder. </li></ul>
    10. 10. How you see it (and how you don't) <ul><li>To display the new calendar, select the check box next to its name in the My Calendars list. </li></ul><ul><li>To hide it, clear the check box. </li></ul>See and share multiple calendars New calendars appear below your main calendar, which is called &quot;Calendar.&quot;
    11. 11. Move an appointment <ul><li>To move appointments to the new calendar, just drag them, one by one. </li></ul>See and share multiple calendars An appointment being dragged
    12. 12. Reminders in main calendar only <ul><li>When you create additional calendars, remember: Outlook can display reminders only for items in the main calendar. </li></ul>See and share multiple calendars <ul><li>Reminder </li></ul><ul><li>Main calendar </li></ul>
    13. 13. So, copy an appointment <ul><li>To copy an appointment, press CTRL, select the appointment, and drag it to the other calendar. </li></ul>See and share multiple calendars Copy an appointment so you get a reminder for it. Now you have a reminder. You also have that time blocked out in your work schedule.
    14. 14. Suggestions for practice <ul><li>Create a folder for a new calendar. </li></ul><ul><li>Display the new calendar next to the main calendar. </li></ul><ul><li>Hide the new calendar. </li></ul><ul><li>Move and copy appointments between calendars. </li></ul><ul><li>Remove the new calendar. </li></ul>See and share multiple calendars Online practice (requires Outlook 2003)
    15. 15. Test 1, question 1 <ul><li>What's an easy way to see two schedules at the same time? (Pick one answer.) </li></ul>See and share multiple calendars <ul><li>Use a separate calendar for each schedule and view the two calendars side by side. </li></ul><ul><li>Launch Outlook twice and view it twice, in two reduced-size windows. </li></ul><ul><li>Use color-coding. </li></ul>
    16. 16. Test 1, question 1: Answer <ul><li>Use a separate calendar for each schedule and view the two calendars side by side. </li></ul>See and share multiple calendars
    17. 17. Test 1, question 2 <ul><li>Suppose you need a meeting reminder. Which calendar should you store the meeting in, alternate or main? (Pick one answer.) </li></ul>See and share multiple calendars <ul><li>Either one. </li></ul><ul><li>The main one. </li></ul><ul><li>The alternate one. </li></ul>
    18. 18. Test 1, question 2: Answer <ul><li>The main one. </li></ul>See and share multiple calendars If you want to see the appointment in the alternate calendar, copy it from one calendar to the other so that it's in both.
    19. 19. Lesson 2 Share your calendar with others
    20. 20. Share your calendar with others <ul><li>Another way to utilize side-by-side calendars is to arrange to share your calendar with others and have them share theirs with you. </li></ul><ul><li>Shared calendars promote cooperation on your team and, by helping you plan, help you save time. </li></ul>See and share multiple calendars To really cooperate, share your calendar with your team. Note: This feature requires you to be using Outlook with Microsoft Exchange Server.
    21. 21. Shared calendars, side by side <ul><li>You no longer have to view someone else’s calendar in another window. </li></ul><ul><li>Now, look at several people's calendars at once, without having to switch views. </li></ul>See and share multiple calendars View shared calendars together, side by side. <ul><li>Advantages: </li></ul><ul><li>See when colleagues are there. </li></ul><ul><li>Quickly set up meetings. </li></ul><ul><li>Move or copy appointments. </li></ul>
    22. 22. How sharing works <ul><li>Don’t worry: The calendar you share is still your own. You select the people that you want to make your calendar visible to. </li></ul>See and share multiple calendars When you share your calendar, tell others that you've shared it. <ul><li>Give a colleague permission to see your calendar. </li></ul><ul><li>Tell that person what you've done. </li></ul>And note: You don’t have to share everything.
    23. 23. Make sure before you share <ul><li>To verify that you are using Outlook with Exchange Server: </li></ul>See and share multiple calendars Steps for verifying that you are using Exchange Server <ul><li>On the Tools menu, click E-mail Accounts . </li></ul><ul><li>Select the option to view existing accounts. </li></ul><ul><li>If Exchange appears here, you're using Exchange Server. </li></ul>
    24. 24. Give permission <ul><li>To give others permission to view your calendar: </li></ul>See and share multiple calendars Giving permission to share <ul><li>Open your calendar. </li></ul><ul><li>In the Navigation Pane, under the Calendar folder, click Share My Calendar . </li></ul>
    25. 25. Set permission levels <ul><li>To set permission levels: </li></ul>See and share multiple calendars Setting permission levels <ul><li>Click Add to select the name of a person you want to share with. </li></ul><ul><li>Set the permission level for that person. </li></ul>Examples of levels you can set: Reviewer, Author, and Editor. Remember: If you’ve given someone permission, let that person know.
    26. 26. Open a calendar that’s shared with you <ul><li>In the Calendar Navigation Pane, click the link called Open a Shared Calendar. </li></ul><ul><li>Click the Name button, and type a name in the Name box to specify the calendar. </li></ul><ul><li>Calendars shared with you are listed in the Calendar Navigation Pane. </li></ul>See and share multiple calendars Opening a shared calendar
    27. 27. See calendars side by side <ul><li>When you open the shared calendar, Outlook displays it side by side with your own (which has the name “Calendar”). </li></ul><ul><li>If you share calendars with a group of people, your screen can get crowded. There’s a way to deal with that. </li></ul>See and share multiple calendars Shared calendars appear next to your own.
    28. 28. Hide calendars <ul><li>To hide a calendar: </li></ul><ul><li>Clear the check box for that calendar under Other Calendars . </li></ul>See and share multiple calendars List of other calendars, with check boxes The name remains in the list, so you can always view as many calendars—or as few—as you wish.
    29. 29. If sharing stops <ul><li>To remove the name of someone who isn’t sharing his or her calendar anymore, right-click the name, and click Remove from Other Calendars. </li></ul>See and share multiple calendars Use the shortcut menu to remove calendars no longer being shared.
    30. 30. No more schedule conflicts <ul><li>Sharing calendars helps you schedule meetings. </li></ul><ul><li>While viewing the shared calendars, you can spot schedule conflicts or open times, and then send meeting requests to some or all of the people. </li></ul>See and share multiple calendars Set up meetings with any or all of the people you're sharing with.
    31. 31. Create unshared calendars <ul><li>Sharing one calendar doesn’t mean sharing all calendars. </li></ul><ul><li>When you share your Calendar folder, you do not share any alternate calendars you’ve created unless you specifically arrange to. </li></ul><ul><li>So, you can create alternate calendars for storing information you don’t want to share. </li></ul>See and share multiple calendars Types of calendars, all displayed, but not all shared.
    32. 32. Create unshared calendars, cont’d. <ul><li>Calendar—shared when you click Share My Calendar. </li></ul><ul><li>A subfolder within your Calendar folder—not shared unless you choose to do that. </li></ul><ul><li>A calendar folder stored locally on your own computer—not shared on the server. </li></ul>See and share multiple calendars Types of calendars, all displayed, but not all shared. For example:
    33. 33. Suggestions for practice <ul><li>Create a folder for a new calendar. </li></ul><ul><li>Move personal or private appointments. </li></ul><ul><li>Learn your Exchange account name. </li></ul>See and share multiple calendars <ul><li>Do the following with another person: </li></ul><ul><li>Share your calendar. </li></ul><ul><li>Open a shared calendar. </li></ul><ul><li>Enter an appointment in your partner's calendar. </li></ul><ul><li>Schedule a meeting. </li></ul><ul><li>Stop sharing. </li></ul><ul><li>(Continued on next slide) </li></ul>
    34. 34. Suggestions for practice, cont’d. <ul><li>Remove a name from Other Calendars . </li></ul>See and share multiple calendars Online practice (requires Outlook 2003)
    35. 35. Test 2, question 1 <ul><li>After you've shared your calendar with someone, what else do you need to do? (Pick one answer.) </li></ul>See and share multiple calendars <ul><li>Click Share My Calendar . </li></ul><ul><li>Nothing, because your name will appear in the Other Calendars list. </li></ul><ul><li>Tell that person you've shared it. </li></ul>
    36. 36. Test 2, question 1: Answer <ul><li>Tell that person you've shared it. </li></ul>See and share multiple calendars Unless you tell the person, they may never find out.
    37. 37. Test 2, question 2 <ul><li>When you share your calendar, what do you share? (Pick one answer.) </li></ul>See and share multiple calendars <ul><li>Everything listed in My Calendars . </li></ul><ul><li>Only your main calendar, called &quot;Calendar.&quot; </li></ul><ul><li>The calendar you keep in Personal Folders . </li></ul>
    38. 38. Test 2, question 2: Answer <ul><li>Only your main calendar, called &quot;Calendar.&quot; </li></ul>See and share multiple calendars If you have alternate calendars, on the server or in Personal Folders , those will not be shared.
    39. 39. Quick Reference Card <ul><li>For a summary of the tasks covered in this course, view the Quick Reference Card . </li></ul>See and share multiple calendars
    40. 40. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.

    ×