Ms Office Tune Up

In a business environment, it’s often useful to share your Outlook data with other users. For example, if you have an assistant, you might want him to view your Outlook Calendar or Contacts. Similarly, the members of a team might need to see each other’s Calendar or Tasks.

TIP

If you want to share one of your contacts with another person, it’s often easier to email the contact information to that person.To do this,open the contact and choose Contact,Send (in the Actions group). If the recipient has Outlook, select In Outlook Format; if the recipient doesn’t have Outlook, select In Internet Format (vCard).

Sharing a Folder via Email

For the Calendar folder, an easy way to share is to email some or all of the Calendar details to another user. The other user receives an HTML message that includes the Calendar data. He can also open the attached calendar file to open the calendar in Outlook. Here are the steps to follow to email your Calendar:

1. In the Calendar folder’s Navigation Pane, click the Send a Calendar Via E-mail link. Outlook displays the Send a Calendar Via E-mail dialog box, shown in Figure 1.


Figure 1 Use the Send a Calendar Via E-mail dialog box to specify how much of your Calendar you want to send.

2. If you have more than one Calendar, use the Calendar list to select the one you want to send.
3. Use the Date Range list to select the dates you want to send (Today, Tomorrow, Next 7 Days, Next 30 Days, Whole Calendar, or Specify Dates).
4. Use the Detail list to select how much appointment detail you want the other user to see:
   • Availability Only-Outlook shows only your time as Free, Busy, Out of Office, and so on. No appointment details display in the Calendar.
   • Limited Details-Outlook includes your availability as well as the Subject line of each appointment.
   • Full Details-Outlook includes your availability, the Subject line of each appointment, and appointment details such as the Location.
5. If you choose Availability only in Step 4, you can also click to activate the Show time within my working hours only to limit the Calendar to the hours between 8 AM and 5 PM.

TIP

To change your default working hours, choose Tools, Options, and then click Calendar Options to open the Calendar Options dialog box. Use the Start Time list to select the start of your working day, use the End Time list to select the end of your working day, and then click OK in the open dia­log boxes.

6. Click Show to display the advanced options.
7. If you selected either Limited Details or Full Details in Step 4, you can click to acti­vate the Include Details of Items Marked Private check box to include private appoint­ments in the Calendar.
   • Daily Schedule-Shows your complete daily schedule, include unscheduled time.
   • List of Events-Shows only your appointments.
8. If you selected Full Details in Step 4, you can click to activate the Include Attachments Within Calendar Items check box to include appointment attachments in the Calendar.
9. Use the E-mail Layout list to select how you want the Calendar items to display in the message:

TIP

To mark an appointment as private, open it and then choose Appointment, Private (in the Options group).

10. Click OK. Outlook gathers the Calendar data, and then it creates a new HTML email message with the Calendar data attached as an iCalendar file and displayed within the body of the message.
11. Address the message, add any body text you think is necessary, and then send the message.

Figure 2 shows Calendar data received in a message.

Figure 2 Calendar data sent via email.

Technorati Tags: Sharing folder other users, outlook 2007

Popularity: 10% [?]