This document provides an overview of presentation topics in Outlook 2010, including demonstrations of sharing calendars via email, understanding calendar permissions when using Microsoft Exchange, and sending meeting requests. Key points covered include how to share your calendar with others to improve productivity and collaboration, the steps to share a calendar by email, and how calendar permissions control what information users can access in shared calendars. Meeting requests are sent through Outlook's scheduling feature to easily set up meetings with attendees.

1. Outlook 2010
Presentation in Outlook:
Covering topics
• Sending your calendar by e-mail
• Demonstration
• Sharing your calendar
• Demonstration
• Sending meeting requests
• Demonstration
Note: You may click on any of the above bullet
points to tailor your experience.
John M. Duff

2. Why share your calendar?
– Managed Resources: Others see how your
day is structured hence they making more
effective use of your precious time.
– Priority and precedence: Your most urgent
tasks are completed first, and at a glace
your day can be properly ordered.
– Collaboration: Visually knowing when is
the best time to meet, without having to ask
all participants, facilitates
meetings/conversations.
– Productivity: Having solved the who, what,
when, and where allows for rapid solutions
Leading
regarding to the how.
to…

3. Sharing calendar via e-mail
Have you ever been in this situation when it‟s
difficult to set an appointment with someone
because of conflicting schedules?
You know, the conversations that sound
something like, “No, that doesn‟t work either.
What else do you have open?”
You can avoid the frustration of attempting to
agree upon a time that works for both of you by
allowing the other party to see all of your
available time at the click of a button – even if
they do not have Outlook!
Note: Sharing calendars via e-mail is best used
when you are attempting to find a time that works
each of you, and especially when that individual
does not have Outlook.
*The biggest advantage this method offers is that
Click to view

4. Sharing calendar via e-mail
(step following steps are involved when sharing your
The by step)
calendar via email.
Step 1. Bring up the Calendar window by clicking it
(bottom left) in Outlook.
Step 2. Click “Email Calendar” from the top ribbon.
Step 3. Choose the correct calendar from the drop
down box.
Step 4. Select the appropriate date range you‟d like
the recipient to view.
Step 5. Choose the level of disclosure from the
details field. (see demo)
Step 6. Click “OK” and hit “Send”.
Click to view

5. Sharing calendar via e-mail
demonstration
Skip demonstration Understand Detail

6. Explaining the purpose of the “Detail
Field” (permissions)
Sharing calendar via e-mail
• Availability Only
• Discloses the least amount of information to
the recipient of your emailed calendar
• Simply lets them know if you are free - or not
• Limited Detail
• Discloses subject field of events on your
emailed calendar.
• Great for collaborating around a single
date/time and subject
• Perhaps not ideal if absolute privacy is of the
essence
• Full Access
Click to•view
Discloses subject field and notes within

7. Explaining the purpose of the Detail
Field demonstration
Skip demonstration Return to previous

8. Share Calendar in Outlook (MS Exchange)
• The process of sharing an Outlook calendar by
using the “Share Calendar” button is very
similar to Sharing Via Email with notable
exceptions:
• Uses MS Exchange seamlessly
• More robust sharing permission options
• Access to directory of contacts
• “Live” calendars that are always updated
& current
• Steps to share the calendar are as follows:
1. Move to your calendar tab (bottom left) and
click
2. Click “Share Calendar” from the top ribbon.
3. Include addresses after click “To:”.
Click to view Understand Calendar
4. Ensure “Allow Recipient to view Calendar is

9. Understanding Calendar Permissions
(when using MS Exchange) users to your Page 1
“Add…”: Adds of 2
permissions box so you can share with
them.
Permission Level: Presets that allow
quick additions.
Read
Read refers to what a person
can see in your calendar.
None - User cannot see any of your
appointments, including whether you
are free or busy. This can only be set
for all users (the name, "Default"), not
for individuals; cannot be opened in
schedule assistant.
Free/Busy time - User can see if you
have an appointment at a certain time,
but cannot see the location nor the
name of the appointment.
Free/Busy time, subject, location -
Click to view
User can see if you have an

10. Understanding Calendar Permissions
(when using MS Exchange)
Write
Page 2
of 2
This set of permissions refers to
whether or not one can create events
in your calendar, and modify these
entries. You can select more than one
option at a time.
Create items - Individual can create
appointments and meeting requests on
your calendar.
Create subfolders - Not Applicable
Edit Own - User can modify/change
any items they created in your
calendar, such as appointment time,
subject, etc.
Edit All - Same as above, but can edit
all entries created by yourself and
other users.
Delete Items
Click to view None - User cannot remove entries in
your calendar, regardless of whether or

11. Calendar Sharing Using Outlook (with MS
Exchange)
Skip demonstration Return to previous

12. Sending Meeting Requests in Outlook
• Use when you wish to set meetings with colleagues the
Outlook/MS Exchange meeting feature
• Steps to create a new meeting are as follows:
1. Move to your calendar tab (bottom left) and click
2. Choose a time you would like to have the meeting on
your calendar and double click it.
3. Type a subject for the meeting in the subject field.
4. Click “Scheduling” on that same window, then click
“Add Attendees” and choose who to add.
5. Choose “Add Rooms”, select a room, and click the
“Rooms” box, and hit “OK”
6. If you find that the time you have chosen to have the
meeting does not work for all attendees then you can
manually select a new time, or you can click the “Auto
Pick Next” button and it will select a time that works for
everyone.
7. If you are satisfied with the time then hit „send‟. At this
Skip
Click to view the attendees will receive emails requesting
point each of

13. Sending Meeting Requests in Outlook
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