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Outlook Online - Sharing your calendar in Outlook Online Tutorial

In this video, you will learn how to share your calendar in Outlook Online.
The video covers the steps to share your calendar with colleagues within your company and external collaborators.
You can grant different levels of access, from simple reading to full editing capabilities.
Sharing with external collaborators is also possible, ensuring they can view the information without the ability to modify it.
After making your selections, your co-worker or collaborator will receive an email with a link to access your calendar.
They can also download a file containing your calendar to open in a calendar management program.
It's important to note that any changes you make to your calendar after sending it won't be reflected in the copy shared via email.
This tutorial will help you seamlessly and efficiently share your calendar, whether it's within your company or with external partners.
Microsoft Outlook Online is a valuable tool for staying connected and organized in your e-learning journey.

1:37
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Available in Microsoft365

Description

Objectifs :

Learn how to share your calendar in Outlook Online with colleagues and external collaborators, including setting permissions and understanding the limitations of shared calendar copies.

Chapitres :

Introduction to Calendar Sharing in Outlook Online
Sharing your calendar in Outlook Online is a straightforward process, whether you're collaborating with a colleague from your company or an external partner. This guide will walk you through the steps to share your calendar effectively.
Sharing Your Calendar with Colleagues
To share your calendar with a fellow employee within the same organization, follow these steps: 1. Navigate to your Outlook calendar. 2. Click on the 'Share' button. 3. Enter your colleague's name. 4. Select the level of detail you wish to share, ranging from simple reading access to full editing capabilities. This flexibility allows you to control how much information your colleague can see and modify.
Collaborating with External Partners
When you need to collaborate with individuals outside your organization, Outlook Online provides an easy solution: 1. Click the 'Share' button again. 2. Enter the name or email address of your external collaborator. 3. Choose the level of detail you want to share, ensuring they can view the information without the ability to modify it. Remember, you can adjust these permissions at any time as needed.
Sending Calendar Access
After making your selections, click 'Share.' Your coworker or external collaborator will receive an email with a link to access your calendar. Additionally, they have the option to download a file containing your calendar, which can be opened in a calendar management program, such as the Outlook desktop application.
Understanding Calendar Snapshots
It's important to note that when you email a copy of your calendar, it is just a snapshot. Any changes made to your calendar after sending the email will not be reflected in this copy. Therefore, your collaborators will not see any updates made after the email is sent.
Conclusion
With these collaboration tips in mind, you are now equipped to share your calendar seamlessly and efficiently, whether within your company or with external partners. Microsoft Outlook Online is a valuable tool that helps you stay connected and organized throughout your e-learning journey.

FAQ :

How do I share my calendar in Outlook Online?

To share your calendar in Outlook Online, go to your calendar, click on the Share button, enter the name or email address of the person you want to share with, and select the level of detail you wish to share. Then click Share.

Can I share my calendar with someone outside my organization?

Yes, you can share your calendar with external collaborators by using the Share button and entering their email address. You can choose the level of detail they can view.

What happens if I make changes to my calendar after sharing it?

If you email a copy of your calendar, it will be a snapshot of that moment in time. Any changes made after sending the email will not be reflected in the copy received by your collaborators.

What types of permissions can I grant when sharing my calendar?

You can grant permissions ranging from simple reading access, where the person can only view your calendar, to full editing capabilities, where they can modify your calendar events.

How can my collaborators access my shared calendar?

Your collaborators will receive an email with a link to access your calendar. They also have the option to download a file containing your calendar to open in a calendar management program.

Quelques cas d'usages :

Collaborating with Team Members

A project manager can share their calendar with team members to coordinate meeting times and deadlines, ensuring everyone is aware of important dates and can plan accordingly.

Working with External Clients

A sales representative can share their calendar with clients to schedule meetings without the back-and-forth of emails, allowing clients to see available times and book appointments directly.

Event Planning

An event coordinator can share their calendar with vendors and partners to keep everyone informed about key dates and deadlines, facilitating smoother collaboration and communication.

Managing Personal and Professional Appointments

A freelancer can share their calendar with clients to manage appointments effectively, ensuring that both parties are aware of scheduled meetings and availability.

Adjusting Permissions for Ongoing Projects

A team leader can adjust calendar sharing permissions as project roles change, allowing new team members to access necessary information while maintaining control over who can edit the calendar.

Glossaire :

Outlook Online

A web-based version of Microsoft Outlook that allows users to manage their emails, calendars, and contacts from any device with internet access.

Share button

A feature in Outlook Online that allows users to share their calendar with others by sending an invitation or link.

Permissions

Settings that determine the level of access others have to your calendar, ranging from viewing only to full editing rights.

Calendar management program

Software applications, such as the Outlook desktop application, that help users organize and manage their calendar events and appointments.

Snapshot

A static copy of your calendar at a specific point in time, which does not update with any changes made after it is sent.

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