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  • [ Note to trainer: To do the practice sessions in this course, you must have access to a Web site based on Microsoft Windows SharePoint Services (a SharePoint site), and you must have permissions to add and edit items in an events list. If you're not sure whether you have these things, ask your systems administrator. If you don't have a server running Windows SharePoint Services but you do have Internet access, you can sign up for the Windows SharePoint Services trial version, which will allow you do the practice sessions. The trial is at http://www.microsoft.com/windowsserver2003/techinfo/sharepoint/trial.mspx. You can try out SharePoint for a month without having to set up your own Windows Server environment. For detailed help in customizing this template, see the last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • If you're using a Web site based on Windows SharePoint Services, sharing this type of information may be just a few mouse clicks away. Even better, with one more click of the mouse, you can see and access that shared information right from Outlook 2003. This course will show you how.
  • With Outlook 2003, you can view a SharePoint list side-by-side with your personal calendar.
  • Think of it as a storage location that you can use to collaborate on documents and share information with the people on your team who also have access to the site. With the correct permissions and a few mouse clicks, you can use the site to store lists and documents. While many of the sharing features in Outlook require that you have a Microsoft Exchange Server e-mail account, Windows SharePoint Services gives you a way to share information even if you don't have this. To learn more, see the "Getting started: Take a tour of your SharePoint site" article.
  • You don't need to be a server administrator or a technical guru to take advantage of what a SharePoint site has to offer — you just need access to the site and the correct permissions.
  • Events are items in the list.
  • If, for example, you were keeping track of sales events in an events list, each person on your team could go to the events list on the Web site to see the latest information about those events.
  • [ Note to trainer : Steps —given in either numbered or bulleted lists—are always shown in yellow text.] If you don't already have an events list to work with, you can create one as long as you have the correct permissions for the site. You'll need to contact an administrator for the site if you don't have permissions or if you aren't sure.
  • It's also useful to view events in a calendar.
  • When you click Alert me on the SharePoint site and fill out the New Alert form (not shown), you'll be notified automatically if existing items change or when items are added to or removed from the list. The notification will be delivered to your inbox.
  • People who have access to the calendar on the site and who also use Outlook 2003 can create a personal copy of the shared calendar in their Outlook calendar.
  • In the following lesson, you'll hear more about the Outlook version of the calendar.
  • If you want to update the shared schedule or add new events, you need to go to the SharePoint site. More on this in the next lesson, "Use the calendar from within Outlook."
  • With an automatic synchronization, the Outlook calendar refreshes to match SharePoint approximately every 20 minutes. A manual synchronization is convenient when you update the shared schedule and want to synchronize your Outlook version immediately. We'll show you how in the practice session for the next lesson.
  • [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, 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.]
  • In this lesson you'll get a quick glance at what goes on behind the scenes when you link a SharePoint calendar to Outlook. You'll also take a closer look at how to use the two calendars side-by-side, and you'll see how to make sure that your personal calendar and the events list stay in sync.
  • These copies are automatically updated every 20 minutes or whenever you manually refresh. To see the new folder in the Folder list, click Folder List in the Navigation pane. To switch from e-mail to the calendar, click Calendar in the Navigation pane. Although this calendar will be separate from your personal calendar, you'll be able to view the two side-by-side.
  • Remember that the two calendars are completely separate — SharePoint doesn't modify your personal calendar, and Outlook does not link the two calendars in any way.
  • Note: If you're interested in learning more about side-by-side calendars in Outlook 2003, see the course “See and share multiple calendars .”
  • To modify or update events in the shared calendar, you'll need to switch back to the list on the SharePoint site and make the changes from there.
  • Modify a single event: Open the event from within Outlook, and click the link to the site from within the event. Take a look at the picture to see more detailed steps about how you would do this. View the entire events list: To quickly get back to the events list on the SharePoint site, you can right-click the name of the SharePoint calendar under Other Calendars , and click Open in Web Browser .
  • Remember that the two calendars are completely separate and that Outlook does not link the two calendars in any way.
  • You can't create reminders directly in the SharePoint calendar.
  • With either method, you'll create a copy of the item in your own calendar. Think of it as a copy of a copy. This copy is not linked to the original item, and it won't be updated when the events list changes — not even when the SharePoint calendar is refreshed.
  • You can receive instant notification of changes by using the Alert feature in SharePoint that was discussed earlier in this course.
  • [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, 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 Outlook 2003 and Windows SharePoint Services to share a calendar. 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 “Share a calendar using Outlook and Windows SharePoint Services.” Features of the template Title slide: On the first slide, there are empty brackets over which you should type the name of your company. You can delete the text box if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. 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 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. Important: 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).

Transcript

  • 1. Microsoft ® Office Outlook ® 2003 Training Share a calendar using Outlook and Windows SharePoint ® Services Peace River Distributing presents:
  • 2. Course contents
    • Overview: Sharing calendars and data
    • Lesson 1: Start with an events list on a SharePoint site
    • Lesson 2: Use the calendar from within Outlook
    Share a calendar: Outlook and Windows SharePoint Services Each lesson includes a list of suggested tasks and a set of test questions.
  • 3.
    • Wondering if there's an easy way to share a calendar with your coworkers? Wouldn't it be nice to have a central location for tracking corporate events, conferences, business travel, or even vacations?
    Overview: Sharing calendars and data Share a calendar: Outlook and Windows SharePoint Services Collaborate and track team events using Microsoft Windows ® SharePoint ® Services and Microsoft Office Outlook ® 2003 together.
  • 4. Course goals
    • Share dates and calendar details using a SharePoint site.
    • Use Outlook to view the dates and events as a calendar (and view your own calendar side-by-side with the SharePoint calendar).
    • Quickly switch from Outlook to the SharePoint site to add or update appointments in the SharePoint list.
    Share a calendar: Outlook and Windows SharePoint Services
  • 5. Lesson 1 Start with an events list on a SharePoint site
  • 6. Start with an events list on a SharePoint site
    • Suppose you're in charge of organizing sales and marketing events at your company.
    • The rest of the sales team needs to know when these events will occur so that they can plan to attend.
    Share a calendar: Outlook and Windows SharePoint Services Share event information using an events list.
  • 7. Start with an events list on a SharePoint site
    • You could send out individual Outlook meeting requests to your colleagues, which they would then have to accept one by one.
    Share a calendar: Outlook and Windows SharePoint Services Share event information using an events list. That could be time-consuming for them and for you.
  • 8. Start with an events list on a SharePoint site
    • However, if your workplace is using Windows SharePoint Services, you could create an events list on a SharePoint site to keep track of events.
    Share a calendar: Outlook and Windows SharePoint Services Share event information using an events list.
    • Your colleagues could access that list on the site.
    • They could view it as a calendar.
    • They could even download the information to a computer running Outlook 2003.
  • 9. What is a SharePoint site?
    • A SharePoint site is any site based on Windows SharePoint Services.
    • You can use a site based on Windows SharePoint Services to share information with your coworkers.
    Share a calendar: Outlook and Windows SharePoint Services Share information with a Windows SharePoint Services site.
  • 10. What is a SharePoint site?
    • Windows SharePoint Services is a component of Windows Server™ 2003 that allows users to collaborate on projects.
    • For example, you can view calendars and contact lists stored on SharePoint sites using Microsoft Office Outlook.
    Share a calendar: Outlook and Windows SharePoint Services Share information with a Windows SharePoint Services site.
  • 11. Think of an events list as a calendar
    • With a SharePoint site events list , you can keep track of important dates and information:
    Share a calendar: Outlook and Windows SharePoint Services
    • Shared meetings
    • Deadlines
    • Important events in an events list
    A SharePoint events list
  • 12. Think of an events list as a calendar
    • With the right permissions, you and your coworkers can create an events list and add items to the list.
    Share a calendar: Outlook and Windows SharePoint Services A SharePoint events list Anyone with access to the site can look to this single source to get the latest information.
  • 13. Think of an events list as a calendar
    • To create an events list:
    Share a calendar: Outlook and Windows SharePoint Services Creating a SharePoint events list
    • On the site's top Link bar, click Create .
    • Under Lists , click Events .
    • In the Name box, type a title for the new list.
    • Click Create .
  • 14. View the list as a calendar
    • By default, an events list displays items as a list because it's easy to see the details regarding each of the events.
    Share a calendar: Outlook and Windows SharePoint Services You can quickly scan an event's details, such as its title, description, location, and start and end time. The All Events view
  • 15. View the list as a calendar Share a calendar: Outlook and Windows SharePoint Services
    • The All Events view is selected by default, and the events list is displayed as a list.
    • To view an events list as a calendar, click Calendar under Select a View .
    • To see the details of an item in the calendar, click the link for that item.
    The All Events view See the illustration at left.
  • 16. Know when things change
    • Plans can and do change. This is one of the challenges about maintaining any kind of schedule, including a group schedule.
    • One of the great things about an events list is that you can choose to be alerted when any changes are made to the list.
    Share a calendar: Outlook and Windows SharePoint Services A SharePoint alert sent by e-mail.
  • 17. Know when things change Share a calendar: Outlook and Windows SharePoint Services
    • Display the list on the team site. Under Actions, click the Alert me link.
    • Then fill out a form specifying the lists or items for which you want to receive alerts and how often.
    • Once you've filled out the form and clicked OK , notifications will be sent to you through e-mail.
    A SharePoint alert sent by e-mail. To be alerted of event changes:
  • 18. Make the calendar visible in Outlook
    • If you don't like the idea of always having to go to the SharePoint site to view the events list, you have another option.
    • You can track the events from a more familiar location: your Outlook calendar.
    Share a calendar: Outlook and Windows SharePoint Services SharePoint can link to Outlook 2003.
  • 19. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services You can add the SharePoint events list to Outlook 2003 and see it in Calendar view. SharePoint can link to Outlook 2003.
    • Click the Link to Outlook button.
    • Click Yes when you receive a message that a Windows SharePoint Services folder is being created for Outlook.
    You can even see the calendar side-by-side with your personal calendar.
  • 20. Make the calendar visible in Outlook
    • The copy of the calendar that you create is specific to a single computer.
    Share a calendar: Outlook and Windows SharePoint Services SharePoint can link to Outlook 2003. If you use Outlook on different computers, you'll need to click the button from each computer on which you would like to see the events list in Outlook.
  • 21. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services SharePoint can link to Outlook 2003. The resulting calendar in Outlook will show the list of events in Outlook calendar format, but these events will not be editable from Outlook.
  • 22. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services After changes have been made to the SharePoint calendar, you'll want to make sure your Outlook version stays current.
    • Automatically
    • Manually
    SharePoint can link to Outlook 2003. You have two ways to keep the calendars in sync:
  • 23. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services Automatically: As long as you remain online, the calendar in Outlook is refreshed to match its counterpart on the SharePoint site. Manually: You can refresh the Outlook version of the calendar at any time by right-clicking it in the Navigation pane, and clicking Refresh . SharePoint can link to Outlook 2003.
  • 24. Suggestions for practice
    • Create an events list.
    • Add an event to the list.
    • See the list on the site in Calendar view.
    • Link the events list to Outlook.
    • Remove the events list from SharePoint.
    • Remove the copy of the calendar from Outlook.
    Share a calendar: Outlook and Windows SharePoint Services Online practice (requires Outlook 2003)
  • 25. Test 1, question 1
    • Once you've linked a SharePoint calendar to Outlook, you can edit the events in that calendar directly from Outlook. (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • True.
    • False.
  • 26. Test 1, question 1: Answer
    • False.
    Share a calendar: Outlook and Windows SharePoint Services If you want to make changes to the events, you need to go to the SharePoint events list.
  • 27. Test 1, question 2
    • To create a SharePoint events list, at a minimum, you need this level of permission: (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • Administrator.
    • Read-only.
    • Manage Lists.
  • 28. Test 1, question 2: Answer
    • Manage Lists.
    Share a calendar: Outlook and Windows SharePoint Services Get this permission from your systems administrator or from someone with Administrator permissions on the SharePoint site.
  • 29. Test 1, question 3
    • To link an events list to Outlook, you need to do the following: (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • Specify that the calendar will be linked when you first create the events list on which it's based.
    • Click Link to Outlook when you view the list on the SharePoint site.
    • Use the Open a Shared Calendar command in Outlook.
  • 30. Test 1, question 3: Answer
    • Click Link to Outlook when you view the list on the SharePoint site.
    Share a calendar: Outlook and Windows SharePoint Services It's really just a click away.
  • 31. Lesson 2 Use the calendar from within Outlook
  • 32. Use the calendar from within Outlook
    • Suppose you're a sales representative who needs to know when your company’s sales and marketing events occur.
    • Since you keep track of your own schedule in Outlook 2003, with one click, you can track these two schedules simultaneously from Outlook.
    Share a calendar: Outlook and Windows SharePoint Services Click Link to Outlook ; what really happens?
  • 33. What goes on in Outlook
    • When you link a SharePoint calendar to Outlook, a new folder is created and a new calendar appears in Outlook.
    Share a calendar: Outlook and Windows SharePoint Services A SharePoint calendar linked to Outlook.
    • To see the new folder, Click Folder List in the Navigation pane.
    • To see the newly added calendar, click Calendar in the Navigation pane.
  • 34. What goes on in Outlook
    • When you click Link to Outlook , two things happen:
    Share a calendar: Outlook and Windows SharePoint Services A SharePoint calendar linked to Outlook.
    • A new Outlook folder is added to your Folder list. The folder is used to store copies of the SharePoint calendar on your own computer.
    • A new calendar becomes available under Other Calendars in the Navigation pane.
  • 35. See both calendars side-by-side
    • Click Calendar in the Navigation pane to switch to the Calendar pane. You can display the new SharePoint calendar that appears next to your personal calendar.
    Share a calendar: Outlook and Windows SharePoint Services SharePoint and personal calendar alongside.
  • 36. See both calendars side-by-side Share a calendar: Outlook and Windows SharePoint Services SharePoint and personal calendar alongside. To see both calendars side-by-side, select the relevant SharePoint calendar check box under Other Calendars (in this case, Team Web Site ), and click the Calendar check box under My Calendars . To hide a calendar from view, click its check box to clear it.
  • 37. Remember: In Outlook it's read-only
    • You can always view the entries in the calendar from Outlook and be confident that they reflect changes made through the SharePoint site.
    Share a calendar: Outlook and Windows SharePoint Services The shared calendar links to SharePoint. Remember, you cannot change events in the shared calendar directly from Outlook.
  • 38. Remember: In Outlook it's read-only
    • To make this process more convenient for you, there are a couple of quick ways to switch back to the events list right from Outlook:
    Share a calendar: Outlook and Windows SharePoint Services The shared calendar links to SharePoint.
    • Modify a single event.
    • View the entire events list.
  • 39. Remember: In Outlook it's read-only
    • See the picture at left.
    Share a calendar: Outlook and Windows SharePoint Services
    • In Outlook, locate and double-click the event in the shared calendar.
    • In the event window that opens, click the link to go directly to the version of the event on the SharePoint site.
    The shared calendar links to SharePoint.
  • 40. Block out time in your own schedule
    • Suppose you linked a SharePoint calendar listing sales events to your Outlook calendar.
    • You know for certain that you will attend a specific sales event.
    Share a calendar: Outlook and Windows SharePoint Services Shared and personal calendars alongside.
  • 41. Block out time in your own schedule
    • It’s a good idea to block that time out of your personal schedule to avoid a double booking, and perhaps even set up a reminder in Outlook so that you don't forget about it.
    Share a calendar: Outlook and Windows SharePoint Services Shared and personal calendars alongside. To do that, you'll need to make a copy of the event in your personal calendar.
  • 42. Block out time in your own schedule Share a calendar: Outlook and Windows SharePoint Services
    • Double-click the item in the shared calendar in Outlook to open it. On the Standard toolbar, click the Copy to Personal Calendar button.
    Use either of the following methods: Shared and personal calendars alongside.
    • Display the two calendars side-by-side in Outlook. Then, drag the item from the shared calendar to your personal calendar, as shown in the picture.
  • 43. Block out time in your own schedule
    • Make sure you keep track of changes that occur with the original SharePoint event, and keep your personal calendar up-to-date with those changes.
    Share a calendar: Outlook and Windows SharePoint Services Shared and personal calendars alongside.
  • 44. Suggestions for practice
    • See the events list calendar side-by-side with your personal calendar.
    • Copy an appointment to your calendar and set a reminder.
    • Create an alert.
    • Make a change to an event.
    Share a calendar: Outlook and Windows SharePoint Services (Continued on next slide.)
  • 45. Suggestions for practice, cont’d.
    • Manually refresh the events list in your Outlook calendar.
    • Delete the practice calendar.
      • Remove the events list from SharePoint.
      • Remove the copy of the calendar from Outlook.
    Share a calendar: Outlook and Windows SharePoint Services Online practice (requires Outlook 2003)
  • 46. Test 2, question 1
    • You've associated a SharePoint events list with Outlook. To see this calendar side-by-side with your personal calendar: (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • Select the check boxes for your calendar (under My Calendars ) and the SharePoint calendar (under Other Calendars ).
    • Have your systems administrator add you as a delegate for the shared calendar.
    • Click the Open a Shared Calendar link in the Navigation pane for the calendar.
  • 47. Test 2, question 1: Answer
    • Select the check boxes for your calendar (under My Calendars ) and the SharePoint calendar (under Other Calendars ).
    Share a calendar: Outlook and Windows SharePoint Services Check the boxes and check them out.
  • 48. Test 2, question 2
    • To modify an appointment on the SharePoint site, you need to close Outlook, open your Internet browser, and navigate to the SharePoint site. (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • True.
    • False.
  • 49. Test 2, question 2: Answer
    • False.
    Share a calendar: Outlook and Windows SharePoint Services By double-clicking an item in the shared calendar and clicking the link in the appointment window, you can edit the event on the site.
  • 50. Test 2, question 3
    • To set a reminder for an item in a shared calendar, you need to first: (Pick one answer.)
    Share a calendar: Outlook and Windows SharePoint Services
    • Right-click the shared calendar in the Navigation pane, and then click Refresh .
    • Switch to the SharePoint site to modify the item.
    • Drag the item to your Outlook calendar.
  • 51. Test 2, question 3: Answer
    • Drag the item to your Outlook calendar.
    Share a calendar: Outlook and Windows SharePoint Services You can receive reminders only from your default personal calendar in Outlook. If you want to be reminded about an event in an events list, the first step is to copy that event to your personal calendar. This creates a static copy of the event in your calendar. A good practice when you do this is to set up an alert on the SharePoint events list so that you're notified of event changes.
  • 52. Quick Reference Card
    • For a summary of the tasks covered in this course, view the Quick Reference Card .
    Share a calendar: Outlook and Windows SharePoint Services
  • 53. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.