Calendar basics

Share your calendar

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In the previous movie, you saw one example of calendar sharing in the Scheduling Assistant. But you can do even more.

Want more?

Add holidays to the calendar

Print a calendar showing appointments and meetings

Share an Outlook calendar with other people

The more you work with Outlook, the more comfortable you'll get using it to communicate and share information with other people.

In the previous movie, you saw one example of calendar sharing in the Scheduling Assistant. But, you can do even more.

For example, you can click Forward to email a meeting request to someone without actually inviting them.

To the recipient, it looks a lot like a meeting request. They can Accept, Accept Tentatively, or Decline.

If you want to share your whole calendar, you have three options on the HOME tab.

Click E-mail Calendar to send a calendar in an e-mail message.

Click Date Range to select how much of your calendar you want to send. You can even enter a specific date range.

Then, click Detail to select how much information you want them to see: Availability only (just free/busy information), Limited details, or Full details.

Click OK and the information is added to an e-mail message. Now, you can add recipients and click Send.

The email method is good if you just want to send a snapshot of your calendar, but if you want people to view your calendar like you do, then click Share Calendar.

Enter the people you want to share it with on the To line. Then, select the level of details you want to share.

Select this check box to request permission to view the recipients' calendars. Then, click Send.

Click Yes to confirm that you want to share the calendar. And, the email is sent.

When your recipients open the message, they can read an explanation and some instructions for adding your calendar. (All of this was added automatically by Outlook.)

When they click to add or open your calendar, Outlook switches to Calendar view and their calendar appears next to yours.

Since we gave these recipients the permission to see full details, they can open a meeting or appointment and see everything. The only thing they cannot do is change or add something, because they only have Read permissions by default.

If they want more room for their calendar, they can clear this check box.

If you don't want a recipient to be able to see the details of an item, go to the Tags group and click this button to make it Private.

Now, the people who share your calendar see Private Appointment and they cannot open the item.

If you want to view or change sharing details, click Calendar Permissions, and select a name. Then, you have full control over what a recipient can see or do with your calendar. You can even give them Write permissions.

Calendar sharing is great for sharing with other people in your organization, but it is not always available if you want to share across the Internet. So, if you get a message like this, there is one more thing you can try.

Click Publish Online, then Publish this calendar. If you are connected to a service that provides online calendar sharing, you'll see something like this.

Enter the detail you want users to see, the date range, and then choose Restricted, or Public.

If you choose Restricted, users on the Internet will not be able to search for the link to your calendar. However, anyone who gets the link from you can send it to others, so you should only publish calendar information that you wouldn't mind sharing with any user on the Internet.

Click Start Publishing. Then, send these links to people, so they can access your calendar.

So now, you know the basics of using the Calendar in Outlook 2013. Where do you go next? Well, try creating an appointment or meeting, and experiment with some options yourself. Also, experiment with the commands on the ribbon. Then, check out the course summary for links to more information about using Outlook 2013.

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