Everyone should be using Outlook for e-mail and calendars so that we can all easily share our calendars with those we work closely with. I know some of you use other clients, but here are some ways that using Outlook can make scheduling easier.

You have your calendar & your colleague has theirs. How do you go about sharing your calendars so you can all schedule times to meet?

Share calendars using a Microsoft Exchange Server account

Microsoft Exchange Server enables calendar sharing with others who have Exchange accounts. Your calendars can be viewed only by others to whom you have granted permissions. If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission that you need.

After you access a shared Calendar for the first time, the Calendar is added to the Shared Calendars list in the Navigation Pane, where you can access it the next time that you want to view it.

To share your calendar with another Exchange user:

1. On the Home tab, in the Share group, click Share Calendar.

In the Sharing Invitation that appears, enter the person who you want to share with in the To box.

2. Select the level of sharing you wish to grant and add any other information in the email body just as if you were sending an email message.

• Availability Only = Free or Busy without event names or details
• Limited Details = Event name, place & time only
• Full Details = Everything about the events including any information you’ve added to the details.

The recipient sees an email notification that you have shared your calendar. You can also request that the recipient share his or her Exchange Calendar with you. This gives the ability for others to SEE your calendar. They will not be able to add, delete or change any item on your calendar unless you set permissions for them to have that ability.

Giving access for others to add or change items in your calendar:

1. After you’ve shared your calendar, In your Calendar Navigation pane right click your calendar and select “Calendar Properties”
2. In the next box, select the “Permissions” tab.
3. Select the person  that you have shared your calendar with and then choose your options below. You can also change permissions for your calendar here at any time. Click OK and you’re done!

 Tip    If you want to share a calendar that you created that is not your default Calendar, in the Navigation Pane, right-click the calendar name, and then click Share calendar name.

Now you have  your calendars shared but it’s bothersome to have to compare them side by side. Well view them together with the easy overlay feature!

Overlay a calendar with another calendar

You can overlay a shared calendar with your Outlook calendars or with other calendars you’ve added to Outlook, so that you can see all your events at one time. For example, you can see if there is a common space available when you’ve overlaid four different calendars.

By default, other calendars appear as an additional calendar next to your default calendar in Side-By-Side Calendar view, and you can clear the check boxes for any other calendars that you do not want to view.

1. In Calendar, in the Navigation Pane, select or clear the check box of another calendar until the calendars that you want to overlay are displayed.

Each calendar that you select opens to the right of the calendar that is already displayed.

2. On the Calendar tab , click the arrow.

The arrow changes color when you point to it or click it. When you click the arrow, the tab moves to the left. The calendars are now in overlay mode.

 

3. To add another calendar to the overlay, repeat the previous steps.

 Note   At least one calendar must always be displayed.

 Tip   To remove a calendar from the overlay, click the arrow on the tab in the overlaid calendars. The arrow points away from the calendars that are overlaid.

Do you want to be able to see the UT Library Sharepoint calendar directly in your Outlook? Well you can do that too!

Here is the link to the Sharepoint Calendar in case you need it. https://utworks.tennessee.edu/libraries/Lists/Calendar/calendar.aspx

Connect a SharePoint calendar to Outlook

1. In a Web browser, open the calendar on the SharePoint site. (For PC Users, as you log into your computer using your NetID if you use Internet Explorer you will not be prompted to log in again to the SharePoint Site. For Mac users & other browsers, you will need to use your NetID & password to log into the SharePoint site)

If you cannot locate your calendar, click View All Site Content, and then click the name of your calendar.

2. On the top menu bar select “Calendar” , a new menu bar will show up. Select the button that says “Connect to Outlook”.

3. When you are prompted to confirm that you want to connect the SharePoint calendar to Outlook, click Yes. You can now use the SharePoint calendar in Outlook!

In Outlook, in Calendar, the SharePoint calendar is added under Other Calendars. If the check boxes are selected for the SharePoint calendar and your default Outlook calendar, both calendars appear together in Side-By-Side Calendar view.

Mark as helpful. 0

Posted in: Microsoft Products