MicrosoftMicrosoft®® Office Office SharePointSharePoint®®

TrainingTraining

Sharjah Higher Colleges of Technology presents:

Course contentsCourse contents

•Overview: Know your group’s whereabouts

•Lesson: Use a calendar on a SharePoint site

The lesson concludes with a short set of questions to test your understanding of the material.

Overview: Know your Overview: Know your group’s whereaboutsgroup’s whereabouts

Now’s the time to learn to use a SharePoint calendar to share

information with your coworkers.

With a calendar on the SharePoint site, you and your colleagues will

have easy access to common schedules and dates.

Course goalsCourse goals

•Share schedule information by entering it in a shared calendar on the SharePoint site.

•Easily move around in the shared calendar on the SharePoint site.

•Update or delete entries in the shared calendar.

LessonLessonUse a calendar on a

SharePoint site

Use a calendar on a SharePoint siteUse a calendar on a SharePoint siteWhy use a calendar

on a SharePoint site?

Because it’s a great way to share

information using the familiar context

of a calendar.

A calendar on a SharePoint site is similar to a whiteboard calendar that you might put up in your building’s hallway or break room.

Like that whiteboard, the SharePoint calendar is in a public place — the SharePoint site, where anyone with access to the site can see and use it.

See the calendarSee the calendarSo, you’re ready to try using a calendar on SharePoint site.

With many standard deployments of a SharePoint site, a calendar is already in place.

If that’s the case for you, all you’ll need to do to access the calendar is click Calendar under Lists on the Quick Launch, as shown in the picture.

Get around in the calendarGet around in the calendarOnce you find your

calendar, you’ll need to know how to get

around in it.

You’ll do that by clicking the different

controls on the page.

You can move from month to month, week to week, or day to day by using the arrows. And you can look at a day, a week, or a month at a time by using the buttons.

To quickly move to different years or months, use the small calendar above the Quick Launch.

Get around in the calendarGet around in the calendarOnce you find your

calendar, you’ll need to know how to get

around in it.

You’ll do that by clicking the different

controls on the page.

You can move from month to month, week to week, or day to day by using the arrows. And you can look at a day, a week, or a month at a time by using the buttons of the same name.

To quickly move to different years or months, use the small calendar above the Quick Launch.

Enter itemsEnter itemsNow you’ll add

calendar entries one at a time by clicking New Item on the

New menu.

Then you’ll enter the item’s details in a

form.

It’s easy to create recurring items, such as a weekly staff meeting.

Just elect the Make this a repeating event check box and then set the item’s recurrence pattern.

Enter itemsEnter itemsNow you’ll add

calendar entries one at a time by clicking New Item on the

New menu.

Then you’ll enter the item’s details in a

form.

It’s easy to create both one-time items and recurring items, such as a weekly staff meeting.

For recurrence, select the Make this a repeating event check box and then set the item’s recurrence pattern.

Change in plans? Edit or delete an Change in plans? Edit or delete an entryentry Schedules change;

you want to be able to update existing calendar entries to

reflect those changes.

To modify an item in the calendar, click its link to open it. Then change the details by clicking Edit Item.

To completely remove an item from the calendar, click its link to open it, and then click Delete Item.

Change in plans? Edit or delete an Change in plans? Edit or delete an entryentry Schedules change;

you want to be able to update existing calendar entries to

reflect those changes.

To modify an item in the calendar, click its link to open it. Then change the details by clicking Edit Item, as shown in the picture.

To completely remove an item from the calendar, click its link to open it, and then click Delete Item.

Let others know about itLet others know about itThe benefit of using

a calendar on a SharePoint site is that others will be able to see it and

add to it — but first they’ll need to know

that the calendar exists.

An easy way to let others know of the calendar’s existence is to send them a link.

You’ll see the URL for the calendar at the top of your Web browser in the address bar. You can copy this URL and paste it into an e-mail message.

Let others know about itLet others know about itAnother method, if you’re using the Windows Internet

Explorer® browser, is to follow these

steps.

In Internet Explorer, click the File menu.

Point to Send, and then click Link by E-mail.

Let others know about itLet others know about itWhen you click Link

by E-mail, you’ll create an e-mail

message that contains a link to the

calendar.

Then all that’s left for you to do is to address the message and send it.

You may also want to include a bit of explanatory text about the calendar.

Test question 1Test question 1• Using a calendar on a SharePoint site allows you

to share information with anyone who has access to the site. (Pick one answer.)

1. True.

2. False.

Test question 1: Test question 1: AnswerAnswer

• True.

Test question 2Test question 2• To edit an item in a SharePoint calendar, you do

which of the following? (Pick one answer.)

1. Find the day in the calendar and start typing.

2. Delete the item and start over.

• Open the item by clicking its link on the SharePoint site.

Test question 2: Test question 2: AnswerAnswer

• Open the item by clicking its link on the SharePoint site.

You would do this by clicking the link to the item in the calendar. Then use the Edit button to open the item for editing.

Test question 3Test question 3• You’ve found the calendar on your company’s

SharePoint site, but only you seem to be using it. What’s a good way to get others involved? (Pick one answer.)

1. Tell them about it.

2. Have your site administrator send an announcement.

• Just wait — other people will catch on eventually.

Test question 3: Test question 3: AnswerAnswer

• Tell them about it.

A great way to broadcast the calendar’s availability and to make it easy for others to find it is to use Internet Explorer to send a link, as shown in the course.