Share a calendar

In this calendar, we used meeting requests to share information for each event.

But you can also share the whole calendar by sending it in email, by publishing it on a website, or by sharing it through your email provider.

To email a calendar, click HOME and E-mail Calendar.

Specify the calendar to email, and choose how much detail you want the recipients to see, and click OK.

And the calendar is added to an email. Add your recipients and click Send.

Similarly, you can click Publish Online and Publish This Calendar to host a snapshot of the calendar on a website.

This and other sharing options are covered in detail in the Calendar Basics course.

There is a link to it in the course summary at the end of this course.

The ultimate option is sharing through an email provider that uses 'Microsoft Exchange'.

Because we created the tour calendar online using Exchange, we can give the people, we share the calendar with, the permission to edit the calendar and view updates instantly.

If we didn’t have an Exchange account, we could have saved it to a data file on our computer.

But then, we’d only be able to email or publish the calendar.

If you don’t know what type of email account you have, click FILE and then Info.

Under Account Information, click the drop-down list at the top.

If your account is anything other than Microsoft Exchange, check with your email provider to see if they have a solution for sharing calendars using a browser app.

Let’s set up the tour calendar for sharing.

Select the Calendar, click HOME, click Share Calendar, and a sharing invitation opens.

Add the people you want to share the calendar with on the To line.

Next, check this option so recipients can add, edit, and delete items. Then we’ll click Send, and Yes.

Now, click Calendar Permissions.

Here, you can select people you are sharing the calendar with and change their Permissions at any time.

Or, you can Add or Remove a person. Let’s select Lesley Harper and increase her permissions to Owner.

Here’s how it works when team members receive the sharing invitation.

They click the email, open this calendar, and the tour calendar is added to their calendar list.

They can then set up their calendars and tasks any way they want.

Note that their daily task list includes their personal tasks as well as the tasks that we assigned to them.

Team members have permission to Open and Edit any calendar item.

They can then send an update, but all they really have to do is Save the item, and anyone viewing the shared calendar will see the changes immediately.

Because the shared calendar is now the primary source of information, team members can remove the old meeting items from their personal calendars.

The duplicate items are easy to see in Overlay view.

Finally, if you switch back and forth a lot between calendars, here is a way to save some steps.

Set up the calendars the way you want them. Then, click Calendar Groups and Save as New Calendar Group.

Type a name for the group and click OK. Now, the calendar groups you use most often are easy to get to.

A lot of work will go into this calendar as the tour progresses. When it is all over, you can archive it for the future reference.

Up next, we’ll do just that.