Outlook 2010 Procedures
- 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 Return to beginning Return to previous