Outlook - Sharing the calendar Tutorial

In this video, you will learn about sharing the calendar in Microsoft 365. The video covers how to share your calendar with colleagues, choose the level of detail they can see, and configure access permissions.
This will help you effectively share your calendar information and collaborate with others in your organization.

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3559 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to share calendar information in Outlook, specifically within an organization using Office 365. It covers the different levels of detail available for sharing, how to set permissions, and the process of notifying recipients about shared calendars.

Chapitres :

Introduction to Calendar Sharing in Outlook
Outlook provides a convenient way to share calendar information with colleagues within your organization. By default, when using Outlook with Office 365, you can share your availability status, allowing others to see when you are free, busy, or away from the office.
Using the Scheduling Assistant
When creating a meeting, the Scheduling Assistant feature allows you to view the availability of your colleagues. However, this feature only shows whether they are available without providing additional details.
Steps to Share Your Calendar
To share your calendar, follow these steps: - Click on 'Share Calendar' in the ribbon. - Alternatively, right-click on the selected calendar. - Enter the names of the people you wish to share your calendar with. - Choose the level of detail they can view: - **Availability Only**: Shows if you are free, busy, or away. - **Limited Details**: Displays availability along with the subject of calendar items. - **Full Details**: Reveals all details of your calendar items.
Configuring Calendar Permissions
In addition to the basic sharing options, you can configure access to your calendar in more detail. This requires managing calendar permissions. In the permissions window, you can see who has access to your calendar and the different permission levels available. Key options include: - **Owner**: Allows a person to create or modify items on your calendar. - **Custom Permissions**: You can select specific options to tailor access for each individual.
Managing Shared Calendar Permissions
You can change permissions for existing shares by selecting a person from the list or create a new share using the 'Add' button. When you share your calendar, recipients will receive a notification via email, informing them of the shared access.
Conclusion
Sharing your calendar in Outlook enhances collaboration within your organization. By understanding the different levels of detail and permission settings, you can effectively manage your calendar sharing to suit your needs and those of your colleagues.

FAQ :

How do I share my calendar in Outlook?

To share your calendar in Outlook, click on 'Share Calendar' in the ribbon or right-click on the selected calendar. Enter the names of the people you want to share with and choose the level of detail they can see.

What are the different levels of calendar sharing in Outlook?

The three main levels of calendar sharing in Outlook are: Availability Only, which shows if you are free or busy; Limited Details, which includes availability and the subject of calendar items; and Full Details, which shows all details of your calendar items.

Can I customize permissions for calendar sharing?

Yes, you can customize permissions for calendar sharing in Outlook. You can define specific permissions for individuals, such as allowing them to edit or create items on your calendar.

What happens when I share my calendar?

When you share your calendar, the recipients will receive a notification by email informing them that you have shared your calendar with them.

What is the Scheduling Assistant in Outlook?

The Scheduling Assistant is a feature in Outlook that helps you find suitable meeting times by displaying the availability of your colleagues.

Quelques cas d'usages :

Team Collaboration

In a corporate environment, team members can share their calendars to coordinate meetings effectively. By using the Scheduling Assistant, they can quickly find times when everyone is available, improving collaboration and reducing scheduling conflicts.

Project Management

Project managers can share their calendars with team members to keep everyone informed about important deadlines and meetings. This transparency helps ensure that all team members are aligned and aware of project timelines.

Administrative Support

Administrative assistants can be granted Owner Permissions on their manager's calendar, allowing them to schedule meetings and manage appointments on their behalf. This streamlines the scheduling process and ensures that the manager's time is utilized effectively.

Remote Work Coordination

In a remote work setting, sharing calendars can help team members understand each other's availability, making it easier to schedule virtual meetings and collaborate on projects without confusion.

Customizing Access for External Partners

Businesses can share their calendars with external partners or clients by customizing permissions. This allows external parties to see relevant availability without exposing sensitive internal details, facilitating smoother collaboration.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used for email, calendar, task management, and contact management.

Office 365

A subscription service offered by Microsoft that includes access to Office applications and other productive tools through the cloud.

Scheduling Assistant

A feature in Outlook that helps users find suitable meeting times by showing the availability of participants.

Calendar Sharing

The process of allowing others to view or manage your calendar information in Outlook.

Availability Only

A sharing option that allows others to see if you are free, busy, or away from the office without revealing any details about your calendar items.

Limited Details

A sharing option that allows others to see your availability along with the subject of your calendar items.

Full Details

A sharing option that allows others to see all details of your calendar items.

Calendar Permissions

Settings that determine what others can see or do with your calendar, including viewing, editing, or creating items.

Owner Permissions

A level of calendar permission that allows a person to create or modify items on your calendar.

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Calendar information with other people

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in you organization.

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If you use Outlook with Office 365,

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by default you share the availability information

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for your colleagues.

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When you create a meeting, for example,

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the Scheduling Assistant allows you to view

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this information.

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Without sharing, you see that the availability

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or not of your colleagues without any other details.

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However, if you want to share more information,

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you should or you can share your calendar.

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To do this, click on Share Calendar in the ribbon.

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You can also do a right click on the selected calendar.

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Enter the name of the people with whom you want

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to share in this field.

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And choose the level of detail that they can display.

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Availability Only will only show if you're free,

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busy or away from the office.

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Limited Details will include availability

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but also the object of your calendar items.

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Full Details will include all details of calendar items.

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These three levels are the most commonly used,

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but you can configure Access to your calendar in more depth.

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This requires access to calendar permissions.

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In the window that opens, you will find people

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who benefit from a share on your calendar,

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with below the different permissions that are many.

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Notably the opportunity to write down permissions

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in addition to reading Writes permissions.

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For example, you can define a person as Owner

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to allow him to create or modify items

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in your place on your calendar.

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Or even apply custom permissions

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by choosing yourself options to check in these lists.

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Here you can either change the permissions

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for the current shares by selecting

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a person from the list or create your share

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by using the Add button.

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You saw the possibilities to create a calendar share.

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In two cases sharing recipients received

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a notification by email.

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Let's see this in the next video.

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