This video demonstrates how to share your Outlook on the web calendars with individual colleagues and set the sharing level for everyone in the organization. Learn how to share your calendar in this video.
- [Gini] It's wicked easy to share any calendar that is your calendar with colleagues. Simply click Share and if you only have one calendar, then you'll have nothing to choose from here. I have two and I began by entering information about who I want to share it with, in this case, Charles, and then I choose the level of sharing I want to provide. Let's start with can view all details, which is the default, as you'll notice. Can view all details let's Charles see all of the information about all of the events on my calendar unless I have marked those particular events as private. So if I have a doctor's appointment that I want to block off time for, but I don't want Charles to see the details, then I can mark the item as private and Charles would not be able to see the private details. Can view titles and location, what used to be called limited details, would allow Charles basically to see the first two text boxes in any appointment form. It will show him the title of the appointment and the location, so he'll know what I'm doing and where, and of course because it's on my calendar he'll also know when, but he won't see information that's in the notes, which he would see if I had left this on can view all details. Can view when I'm busy, which used to be called availability only, only provides free busy information. It shows that you have an appointment at a particular time but nothing else. There are two other possibilities here. One is can edit. If you'd like someone to be able to edit your calendar, then this is what you would choose. Finally, if you want someone to be able to create meeting requests on your behalf, for example, your administrative assistant, then you will make them a delegate. Can edit gives someone the ability to modify your calendar. Delegate provides someone the ability to create meetings, which we'll talk about in the next chapter, and invite people to them on your behalf, and the meeting invitation will indicate that this was your meeting, but it was created by them on your behalf. I would like Charles to be able to view all details. Inside my organization, people can always view when I'm busy. This is the basic free busy information here at the top. When I'm all done setting up these sharing permissions for Charles, I'm simply going to click the Share button and it's going to allow me to generate an email address. Says sending a sharing invitation and email. You can choose how much access to allow, and I'm going to say that I want to send a sharing invitation to Charles. When I have everything all set and I'm ready to send Charles a sharing invitation, I will click the share button and he will get an email and the subject will be I'd like to share my calendar with you. Know now that Charles has been added to the list of people in my organization who can view my calendar and he can view all details. I can add other people as well and give them different levels of permission. By default, in my organization, people can view when I'm busy, and you may not be able to change this, but if you can you could provide a higher level of information so that everybody could view titles and locations. I wouldn't want people to view all details generically because I don't want everyone necessarily to see the notes that I put in my appointment forms, but to see where I am and what I'm doing unless I've marked it ads private, absolutely. This is not a problem, and know when I do this, there won't be an email sent to every person in the organization that says by the way, you can now see Gini's titles and locations. It's just that when they're in a position where they're trying to add me to a meeting, they'll have more information about me which isn't a bad thing in my opinion. By default, everyone has free busy access to my calendar and now I've provided them also with the ability to view titles and locations, but Charles has different access.
- Identify the ways to access Outlook on the web.
- Review options for sending emails and copying other recipients on emails.
- Describe methods to reply to emails that best utilize the features of Outlook on the web.
- Explain the various processes in creating calendar items.
- Distinguish between the three ways to create meetings in Outlook on the web.
- Differentiate between the various functionalities of Outlook on the web in utilizing lists.