Outlook 2010 Procedures

Outlook 2010 PresentationCovering topics in Outlook:

• 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

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 regarding to the how.

Efficiency!Leading to…

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 it allows those who do not have Outlook to see your calendar.

*The biggest disadvantage is the calendar they receive does not update as you update.

Click to view demo

Sharing calendar via e-mail (step by step)The following steps are involved when

sharing your 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 demo

Sharing calendar via e-mail demonstration

Understand Detail Permissions

Skip demonstration

Explaining the purpose of the “Detail Field” (permissions)Sharing calendar via e-mail

Click to view demo

• 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• Discloses subject field and notes within

events of your emailed calendar• Use only when confidentiality is not a

concern.

Explaining the purpose of the Detail Field demonstration

Return to previous slide

Skip demonstration

Share Calendar in Outlook (MS Exchange)

Click to view demo

• 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 click2. Click “Share Calendar” from the top ribbon.3. Include addresses after click “To:”.4. Ensure “Allow Recipient to view Calendar is checked”.5. Check “Request to view their calendar”. (if necessary)6. Click “Send”,

Understand Calendar Permissions

Understanding Calendar Permissions (when using MS Exchange)

Click to view demo

“Add…”: Adds users to your permissions box so you can share with them.Permission Level: Presets that allow quick additions.ReadRead 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 - User can see if you have an appointment, its subject/title, and its location.Full Details - User can view all information about an appointment.

Page 1 of 2

Understanding Calendar Permissions (when using MS Exchange)

Click to view demo

WriteThis 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 ApplicableEdit 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 ItemsNone - User cannot remove entries in your calendar, regardless of whether or not they created it.Own - User can delete any entry they have created.All - User has access to delete all entries, even ones you have created.

Page 2 of 2

Calendar Sharing Using Outlook (with MS Exchange)

Return to previous slide

Skip demonstration

Sending Meeting Requests in Outlook

Skip demonstration

• 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 click2. 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 point each of the attendees will receive emails requesting their presence at the meeting. As they accept or decline, you will receive emails in your inbox notifying you of their attendance.

Click to view demo

Sending Meeting Requests in Outlook

Return to previous slide

Return to beginning