Outlook Online - Setting up and managing calendar shares Tutorial

In this video, you will learn about setting up and managing calendar shares in Microsoft Outlook Online.
The video covers different sharing options, such as "Can View when I'm Busy," "Can View Titles and Locations," and "Can View All Details." It also explains how to adjust sharing permissions and delegate authority to a trusted partner.
By skillfully managing your calendar shares, you can ensure efficient collaboration and organization.
This tutorial will help you optimize your use of Microsoft 365 and improve your e-learning experience.

1:39
2082 views

Available in Microsoft365

Objectifs :

This video aims to guide users on how to fine-tune sharing permissions for their calendar in Microsoft Outlook, ensuring effective collaboration and organization.

Chapitres :

Introduction to Calendar Sharing
In our previous discussions, we covered the different ways to share your calendar with others. Now, let's explore how to fine-tune the sharing permissions to suit your needs.
Adjusting Sharing Permissions
To adjust the sharing permissions, simply select your calendar from the left panel, right-click on it, and choose 'Share and Permissions'. You will see a list of people you have already shared your calendar with.
Tailoring Access Options
Here’s where the magic happens. You can now tailor the access to your calendar based on three options: - **Can View When I’m Busy**: Your colleague can only view your availability without any specific details. They can see titles and locations, providing insight into the purpose of your meetings and their locations. - **Can View All Details**: Your coworker gets full access. They can open your appointments, view the content, reply, and even forward them from their mailbox. - **Can Edit**: This option allows your collaborator to make changes to your calendar, including creating, editing, or deleting items.
Delegate Option
If you want to give your colleague even more authority, opt for the delegate option. With this setting, they can handle meeting requests on your behalf, providing you with a trusted partner in managing your schedule.
Consistency Across Platforms
Keep in mind that all these sharing settings will also apply in your Outlook application if you have it installed on your computer. It’s consistent across platforms to ensure seamless collaboration.
Conclusion
By skillfully setting up and managing your calendar shares in Microsoft Outlook Online, you empower efficient collaboration and organization in your e-learning environment.

FAQ :

How do I share my calendar with others?

To share your calendar, select it from the left panel, right-click, and choose 'Share and Permissions'. You can then add people and set their access levels.

What are the different sharing permission levels available?

The sharing permission levels include 'Can View When I'm Busy', 'Can View All Details', 'Can Edit', and the 'Delegate Option' for managing your calendar.

Can others edit my calendar if I give them access?

Only if you select the 'Can Edit' permission level. This allows them to make changes to your calendar, including creating and deleting events.

What happens if I choose the Delegate Option?

Choosing the Delegate Option allows someone to manage your calendar on your behalf, including handling meeting requests and scheduling.

Are the sharing settings consistent across platforms?

Yes, the sharing settings you configure in Microsoft Outlook Online will also apply in the Outlook application installed on your computer.

Quelques cas d'usages :

Team Collaboration

In a team setting, sharing your calendar with colleagues using the 'Can View When I'm Busy' option allows for better scheduling of meetings without revealing sensitive details.

Project Management

Project managers can use the 'Can Edit' permission to allow team members to update project timelines and meetings directly on the shared calendar, improving project tracking.

Administrative Support

Executives can assign a trusted assistant as a delegate to manage their calendar, ensuring that all meeting requests are handled efficiently without direct involvement.

Remote Work Coordination

In a remote work environment, sharing calendars with 'Can View All Details' helps team members coordinate schedules and plan collaborative work sessions effectively.

Cross-Departmental Meetings

When scheduling cross-departmental meetings, using the 'Can View When I'm Busy' option allows participants to find suitable times without disclosing specific meeting details.

Glossaire :

Sharing Permissions

Settings that determine who can access your calendar and what level of access they have, such as viewing availability or editing events.

Can View When I'm Busy

A permission level that allows others to see when you are busy without revealing specific details about your appointments.

Can View All Details

A permission level that grants full access to your calendar, allowing others to see all appointment details, including titles and content.

Can Edit

A permission level that allows others to make changes to your calendar, including creating, editing, or deleting events.

Delegate Option

A permission setting that allows a trusted individual to manage your calendar on your behalf, including handling meeting requests.

Microsoft Outlook Online

A web-based version of Microsoft Outlook that allows users to manage their emails, calendars, and contacts online.

00:00:00

In our previous discussions,

00:00:01

we covered the different ways to

00:00:04

share your calendar with others.

00:00:06

Now let's explore how to fine tune the

00:00:09

sharing permissions to suit your needs.

00:00:11

To adjust the sharing permissions,

00:00:12

simply select your calendar from

00:00:14

the left panel, right click on it

00:00:16

and choose Share and Permissions.

00:00:18

You'll see a list of people you've

00:00:20

already shared your calendar with.

00:00:21

Here's where the magic happens.

00:00:23

You can now tailor the access to your

00:00:25

calendar based on three options.

00:00:27

Can View when I'm Busy.

00:00:29

Your colleague can only view your

00:00:31

availability without any specific details.

00:00:33

You can view titles and locations.

00:00:35

They'll have insight into the purpose

00:00:37

of your meetings and their locations,

00:00:39

can view all details.

00:00:40

Your coworker gets full access.

00:00:42

They can open your appointments,

00:00:44

view the content, reply,

00:00:45

and even forward them from their mailbox.

00:00:48

Rest assured,

00:00:49

these sharing options don't grant

00:00:51

your colleague the power to edit,

00:00:53

create or delete items in your calendar

00:00:55

for that level of collaboration

00:00:57

you need to choose can edit.

00:00:59

This will allow your collaborator

00:01:01

to make the changes mentioned.

00:01:03

Earlier on your calendar,

00:01:04

if you want to give your colleague

00:01:06

even more authority,

00:01:08

go for the delegate option.

00:01:10

With this setting,

00:01:11

they can handle meeting requests

00:01:12

on your behalf,

00:01:13

giving you a trusted partner

00:01:15

in managing your schedule.

00:01:17

Keep in mind that all these sharing

00:01:19

settings will also apply in your

00:01:21

Outlook application if you have

00:01:23

it installed on your computer.

00:01:25

It's consistent across platforms

00:01:26

to ensure seamless collaboration.

00:01:27

By skillfully setting up and

00:01:29

managing your calendar shares

00:01:30

in Microsoft Outlook Online,

00:01:32

you're empowering your elearning.

00:01:34

Bernie would efficient

00:01:35

collaboration and organization.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2290 Views

Microsoft Outlook Online Video Training – Discovery

Through a logical progression of video tutorials, discover the basic features of Microsoft Outlook: Discover email and calendar, Outlook on ...

ALL COURSES