Microsoft Outlook 2007

Working with Shared Calendars

One of the benefits of Outlook is the ability to share Calendars with others. Calendars can be shared to provide access for others to view but not make changes. Access can also be provided for others to make appointments on your Calendar. Access is based on permissions established with appropriate department personnel. For more information on permissions, refer to Sharing Your Calendar: Setting Permissions.

General Etiquette Tips
Opening a Shared Calendar
Viewing Shared Calendars
Removing a Shared Calendar

General Etiquette Tips

The following etiquette tips are recommended when you are scheduling an Appointment on someone else's Calendar. Individual departments may also have guidelines for creating Appointments on someone else's Calendar.

Set the Appointment time as tentative in order to provide the Calendar owner the opportunity to decide whether or not to make the time official.
Use the Appointment dialog box and include a brief note about the Appointment in the body of the message. Including contact information as part of this note may be appropriate if the Calendar owner needs to contact you before the meeting.
Sign the note with your initials or your name so that the Calendar owner can see that the Appointment was made by you.

Opening a Shared Calendar

Once a person has set permissions, you can open their shared calendar and view it from your People's Calendars list.

From the Navigation pane, click CALENDAR
The Calendar view appears.
In the Navigation pane, select Open a shared calendar...
The Open a Shared Calendar dialog box appears.
In the Name text box, type the username of the person whose Calendar you would like to view
OR
To select the name from the campus directory, click NAME...
NOTE: For more information on using the address directory, refer to Locating Recipients.
Click OK
NOTES:
The person's Calendar is displayed alongside your own, if you have permission to view it.
In the Navigation Pane, the person's name appears under People's Calendars.
A user's Calendar is selected if a checkmark appears.
If you do not have permission to view the selected user's Calendar, a dialog box will appear telling you so.
To request permission from the user,
1. Click YES
2. In the request window which appears, verify that Request permission to view recipient's Calendar is selected
  NOTE: The option is selected if a checkmark is displayed.
3. Complete the body of the message
4. Click SEND
  The request is sent.
To close the display of that Calendar, in the Navigation pane, under People's Calendars, deselect the person's Calendar
Repeat steps 2-6 for each member of your department who is sharing a Calendar

Viewing Shared Calendars

You can view shared calendars in one of two ways: side-by-side or overlaid.

Viewing Shared Calendars: Side by Side Option

Viewing shared calendars side by side simply splits your reading pane into equal divisions based on the number of calendars you are viewing. Calendars in this mode are aligned next to each other, stretching vertically.

From the Navigation pane, click CALENDAR
The Calendar view appears.
In the Navigation pane, under People's Calendars, select the Calendar of the person you would like to view
HINTS:
The calendars are displayed side by side.
A user's Calendar is selected if a checkmark appears.
You may display as many Calendars as desired by selecting or deselecting them. Screen size and resolution will determine readability.
When finished viewing a Shared Calendar, to close the display of that Calendar, deselect it on the People's Calendar list.

Viewing Shard Calendars: Overlay Option

Overlay mode allows you to see how another person's calendar lines up with your own. This can be especially helpful if you need to find a time to quickly plan something along with one or more other people.

From the Navigation pane, click CALENDAR
The Calendar view appears.
In the Navigation pane, under People's Calendars, select the Calendar of the person you would like to view
HINTS:
The calendars are displayed side by side.
A user's Calendar is selected if a checkmark appears.
You may display as many Calendars as desired by selecting or deselecting them. Screen size and resolution will determine readability.
From the View menu, click VIEW IN OVERLAY MODE
OR
On the calendar tab, click VIEW IN OVERLAY MODE
The view switches to Overlay mode.
To return to the side by side view, from the View menu click VIEW IN SIDE-BY-SIDE MODE
OR
On the calendar tab, click VIEW IN SIDE-BY-SIDE MODE
The view switches to Side-By-Side mode.
When finished viewing a Shared Calendar, to close the display of that Calendar, deselect it on the People's Calendar list

Removing a Shared Calendar

You can easily remove shared calendars from your People's Calendars list. To do so use the following steps:

From the Navigation pane, click CALENDAR
The Calendar view appears.
In the Navigation Pane, under People's Calendars, right click the person's Calendar you want to remove » select Delete (username)