Outlook 2016 - share and collaborate quickly Replay

In this video, you will learn about Outlook 2016 and how to share and collaborate quickly.
The video covers the features and tools in Outlook 2016 that allow you to easily share and collaborate on emails, calendars, and documents.
You will also learn how to use the sharing options to invite others to view or edit your files.
This will help you streamline your communication and collaboration processes using Outlook 2016.

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Available in Microsoft365

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During this training, we will discover and discuss how to share and collaborate quickly with Outlook.

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Welcome to this training.

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My name is Charles Bonachera

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and we are going to spend the next 45 minutes together.

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The plan of this session:

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We will discover how to view and use several calendars from Outlook,

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your calendar and several others if you decide to see and use them.

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We will also see and discover how to share your own calendar

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easily, internally or externally.

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By internally, I mean inside the organization.

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By externally, I mean with anybody.

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Of course, there are big differences between both kinds of sharing.

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Then we'll see how you can delegate your calendar to someone.

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For that, we will see how you can manage the access permissions to your calendar.

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That's the objective: discover mainly these features which are in Outlook and in the calendar part of Outlook.

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Let's start from the beginning.

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For that, let's go to Outlook.

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From your web mail, you all know how to access your web mail,

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Here, I have access to Outlook and to go to the calendar

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and to share and delegate your calendar,

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you can easily go to the calendar.

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At the left-bottom part of your screen,

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there are several icons

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that you can select

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to go in the functions of Outlook.

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Here for example, to the calendar.

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In the Folder pane of the calendar,

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you will find your calendar or calendars.

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Here, as I have, you have different accounts configured in Outlook

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because each time you configure a new Webmail, a new account in Outlook,

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the corresponding calendar will appear in this list.

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I have 4 accounts.

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It means that normally, in the list, all the calendars appear

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and I just have to check one box regarding my account

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to see the calendar of this account,

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to display the account

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and check if I don't need this account.

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In the View pane,

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I can deselect or close a calendar.

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In my calendars, we will first see how you can easily add new calendars.

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For that, in the Folder pane,

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select "My Calendars" in this group of calendars

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"My Calendars".

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If you right-click,

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you get a function, an option to add calendars

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and you will be able, very easily, to add from your calendar.

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Be careful in case you have several accounts,

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several mailboxes configured in Outlook,

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to select the one that is relevant in terms of person,

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to select the address list of the organization where the person that you are looking for is,

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the right organization.

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In the field, you just need to enter the name of the person

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that you are looking for.

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I found it.

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I click on the calendar to add it to my list.

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I can see that in my list of calendars, Philippe Houyau has been added

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and on the right part of my reading pane

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I have now the calendar of my colleague.

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By default, I can see his availability

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in a few words:

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Free, Tentative and Busy.

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In case the time period is busy, it means that he is not available.

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So it's very easy.

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Each time you right-click on My Calendars, you can add a new calendar from any address book

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and if you have many accounts,

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you just have to select the correct one

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and the system will give you access to the person

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whose calendar will be added to your list.

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In terms of view of these calendars,

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we can see that my calendar on the left is in one color.

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The other one is in another color

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and they are side by side.

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There is an option to overlay

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if you right-click on any calendar and select "Overlay",

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they will be overlaid.

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Here I have the calendars together.

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The different colors will show me the availability of both my colleagues and I

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so that I can, for example, select the proper time for a meeting.

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here for example, on Thursday from 1 o'clock to 2 o'clock, I could have a meeting with my colleague

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or from 3 o'clock to 4 o'clock.

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Also I could schedule a meeting with my colleague.

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When you are finished, there is an arrow in the tab of my colleague

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where you can decide to view side-by-side

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to go back to the side-by-side view of the calendar.

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So you can easily add a calendar from any person of your organization

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or at least from the global address list of the different organizations

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on the different accounts that you may have in Outlook.

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So that's the way to easily add new calendars.

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You have a large list of calendars

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and by checking them you can easily add new calendars.

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You can overlay them to have them together

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and, with the colors, see which time is available for a meeting.

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The new option is to add calendars from your colleagues in your own calendar.

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That's a way to add calendars from people in your organization.

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Now we will discuss and see the way to share your calendar with someone inside or outside your organization.

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For that, select your calendar, right-click,

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and at the bottom of the menu, you find "Share".

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Don't forget the right-click which gives you access to a lot of actions wherever you are in Office 365.

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It's very helpful.

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In Share, you have 2 possibilities.

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We will first discover the first one, which is "Share Calendar"

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the normal sharing, I would say,

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which is a real sharing which in fact is an email

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that you can send to someone inside your organization.

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Be careful to select the right one.

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Here, for example.

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In this email with a predefined subject,

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"Sharing invitation Trainer",

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you will send the possibility to the recipient here,

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one of my colleagues,

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to see the details of your calendar.

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Here for example, by default my colleague will only see my availability:

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available, tentative or busy.

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if I select "Limited details",

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my colleague will be able to see some more details added to the information, the availability.

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And "Full details" will display all the information displayed in my calendar

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in terms of availability, place

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in terms of content of the meeting or appointment, etc.

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In the same email,

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you may request the recipient to also share his or her calendar with you.

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Check "Request permission to view recipient's calendar"

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for that and in this case, they will give you permission to see also their calendar.

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There is also a mail, so you may leave a message to your colleague.

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And if you send the email,

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you will give full details access to your calendar to your colleague in this case.

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This way, they will be able to see all the complete details of your whole calendar.

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That's the way to share your calendar internally, inside your own organization.

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I don't save

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and I will show you how to do the same with someone external to your organization.

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A person which is external to your organization, by definition, will not get access to your mailbox nor to your calendar

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because there is no relationship between another person and your organization if the permissions are not given and by default they are not.

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So what you can do to share your calendar

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is a kind of sharing which is not the same category.

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If you right-click and select Share,

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you get "E-mail Calendar"

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and in this case there is another pop-up like what happened before.

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Now there is a pop-up where you will decide which calendar among the one(s) in your own calendar

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which one(s) you want to share.

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You will select a date range:

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will you share today only?

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just tomorrow?

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the next 7 days?

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the next 30 days?

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the whole calendar?

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(meaning from now until the end of your of time)

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Or specified dates, for example from the 23rd, today, to the 23rd of February.

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Then, you also need to decide which kind of details you are going to share with this external person:

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Availability only (free, busy or tentative,

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working elsewhere or out of office).

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That's related to your calendar.

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Limited details (availability and subjects of calendar items only).

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Or Full details (availability and full details of calendar items),

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everything which is in your calendar will be also showed and seen by the external person

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that will receive this email because it's an email.

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If you select Advanced, you can also include in your calendar private marked items.

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In this case the recipients will be able to see the full details of your calendar.

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You decide when you want to share: daily schedule or a list of events.

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Let's have "Daily schedule"

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because it's visually more interesting.

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I click on OK.

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Instead of giving access your calendar, which is not possible because the recipient is external to your organization,

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in this email, the content of your email appears

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which is directly copied in the body of the email itself,

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so it's kind of a screenshot of your calendar,

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that you can now send to anybody outside your organization.

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It's not a way to share your calendar since it's not possible with someone external

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but a way to nevertheless send your calendar

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for example, to decide with this recipient together for a time range for a meeting or an appointment.

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Send the email

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and the recipient will get an exact view of when you are available or not.

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That is the way to share your calendar with someone externally

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which is quite helpful in certain cases to decide on a time range for a meeting.

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Here we have seen and discussed the way to share calendars.

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Now we will see how you can delegate you calendar to someone.

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We will start inside your organization.

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For this, you have to be in the calendar part of Outlook

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and from your calendar, in the ribbon,

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in the Home tab,

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you have Calendar Permissions.

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By clicking on the Calendar Permissions,

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you will get access to the full details of the permissions regarding the calendar.

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You can see that, by default, the selection is put on "Permission Level: Free/Busy time"

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meaning that anybody in your organization can see that you are free or busy.

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That's by default.

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Anybody in your organization can see if you are free or busy

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but you can change this permission for all users in your organization,

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which is not recommended.

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You can give free/busy time.

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What you can do, it's a possibility which may be very helpful for a group of people

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or if you want someone to be able to take your own mailbox and manage it

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you can find an email address and add someone

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and give more permissions than the default ones.

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Here for example, your colleague will see the free/busy times, but also the subject and the location of your meetings.

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That's in terms of reading.

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If you want your colleague to be able to write something in your calendar,

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you may decide what they will be able to write.

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For example, to create items,

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to create subfolders,

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to edit own

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and edit all.

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Edit own to edit their own added items.

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Edit all so they will be able to edit anything that is in your calendar.

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So be very careful with that.

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If you select "Full details" in "Read",

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they will see full details.

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Write: they will be able in this case, for example, to create subfolders but not items.

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In this subfolder, it is the same for the delete section: by default there is no possibility to delete an item,

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but you can decide to give them the possibility to delete their own items

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or all items if you prefer.

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By clicking on OK, it gives this person the possibility to manage your own calendar with different permissions

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with other permissions than those which are by default given by the system.

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which is to see only the free/busy time.

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