Outlook - Share and view your calendar Use Case

In this video, you will learn how to share and view your calendar using Microsoft 365. The video covers the steps to share your calendar with colleagues, including how to choose the level of detail they can see.
It also explains how to configure access to your calendar in more depth by setting permissions.
Sharing recipients will receive a notification by email.
This tutorial will help you effectively share and manage your calendar in Microsoft 365, improving collaboration and productivity.

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Available in Microsoft365

Objectifs :

This video aims to demonstrate how a salesman, Benjamin, can effectively manage his calendar and appointments using the Outlook app on his smartphone, especially when faced with technical difficulties on his computer.

Chapitres :

Introduction
In today's fast-paced work environment, sales professionals like Benjamin often find themselves on the road, juggling multiple appointments and schedules. This video addresses a common challenge: how to manage your calendar effectively when your primary device fails. By utilizing the Outlook app on his smartphone, Benjamin can stay organized and ensure he never misses an important meeting.
Setting Up the Appointment
Benjamin's first step is to set up an appointment with his manager. However, he encounters a problem: his computer has no power. Instead of panicking, he turns to his smartphone, which allows him to access the Outlook app. This app is essential for managing his calendar and viewing his manager's schedule.
Sharing Calendars
To effectively coordinate with his manager, Benjamin needs to share his calendar. The process involves a few key steps: - **Share Calendar**: Benjamin selects the option to share his calendar within the Outlook app. - **Select Permissions**: He then chooses the appropriate permissions, determining what his manager can see and do with his calendar. - **Type of Sharing**: Benjamin selects the type of sharing that best suits their working relationship, ensuring clarity and efficiency.
Viewing Both Calendars
Once the calendars are shared, Benjamin can add his manager's calendar to his view. This feature allows him to see both calendars simultaneously, which is crucial for scheduling appointments without conflicts. He can also customize the appearance of the calendars: - **Add Shared Calendar**: Benjamin adds his manager's calendar to his Outlook app. - **Choose Colors**: To differentiate between his calendar and his manager's, he selects distinct colors for each calendar. This visual distinction helps him quickly identify appointments.
Benefits of Using the Outlook App
Thanks to the features available in the Outlook app, Benjamin can manage his field appointments with ease. The ability to view both calendars at once ensures he can make informed decisions about scheduling and avoid double-booking. This flexibility is essential for maintaining productivity while on the go.
Conclusion
In conclusion, the video illustrates how Benjamin effectively navigates a common challenge faced by sales professionals. By leveraging the Outlook app on his smartphone, he can share calendars, set permissions, and view multiple schedules simultaneously. This approach not only enhances his productivity but also ensures he remains organized and prepared for his appointments, regardless of technical difficulties.

FAQ :

How can I share my calendar using the Outlook app?

To share your calendar in the Outlook app, open the app, go to your calendar, select the option to share, and choose the permissions you want to grant to the person you are sharing with.

What are the benefits of sharing my calendar?

Sharing your calendar allows others to see your availability, which helps in scheduling meetings and appointments more efficiently. It also enables better collaboration among team members.

Can I view multiple calendars at the same time?

Yes, in the Outlook app, you can add shared calendars and view them simultaneously alongside your own calendar, which helps in managing appointments more effectively.

What should I do if my computer is not working?

If your computer is not working, you can use your smartphone and the Outlook app to manage your calendar and appointments, ensuring you stay organized while on the go.

How do I choose the right permissions when sharing my calendar?

When sharing your calendar, you can select permissions that allow others to view only, edit, or manage your calendar. Choose based on how much access you want to provide.

Quelques cas d'usages :

Managing Appointments on the Go

Sales professionals like Benjamin can use the Outlook app on their smartphones to manage appointments while traveling. By sharing their calendar with their manager, they can ensure that both parties are aware of each other's availability, making scheduling easier.

Collaborative Scheduling

In a team environment, members can share their calendars using the Outlook app to coordinate meetings. This allows for better planning and reduces the chances of double-booking appointments.

Color-Coding for Clarity

By using color coding for different calendars in the Outlook app, users can quickly identify which appointments belong to them and which belong to their colleagues, enhancing organization and efficiency.

Remote Work Coordination

For remote teams, sharing calendars through the Outlook app can facilitate better communication and scheduling, ensuring that all team members are aligned on meeting times and project deadlines.

Glossaire :

Salesman

A person whose job is to sell products or services, often working directly with customers to understand their needs and provide solutions.

Appointment

A scheduled meeting or arrangement to meet with someone at a specific time.

Outlook App

A mobile application developed by Microsoft that allows users to manage their emails, calendars, contacts, and tasks.

Calendar Sharing

The process of allowing others to view or manage your calendar, enabling better coordination and scheduling of events.

Permissions

Settings that determine what actions a user can perform on shared content, such as viewing, editing, or managing.

Shared Calendar

A calendar that multiple users can access and manage, allowing for collaborative scheduling and visibility of events.

Color Coding

The practice of assigning different colors to different calendars or events to easily distinguish between them.

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most of his time on the road.

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Today he has to set up an appointment

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with his manager, but his computer no

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longer has power. How to go ahead?

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Using his smartphone and outlook app.

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He can manage and view his

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calendar an his managers. 1st. He

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has to share his calendar.

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Then select the right permissions.

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As well as the type of sharing.

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Then to get a global view of both calendars.

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He can add a shared calendar.

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And even choose the color to dissociate

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his calendar from his managers.

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Depending on the permissions selected.

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Details of his managers calendar will appear.

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He can therefore view both

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calendars simultaneously.

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Thanks to these features,

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Benjamin can easily manage his field

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appointments with his own mobile.

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