Share Calendar

Microsoft® Office Outlook® 2003 Training

Share a calendar using Outlook and Windows SharePoint ® Services

Peace River Distributing presents:

Share a calendar: Outlook and Windows SharePoint Services

Course contents

• Overview: Sharing calendars and data

• Lesson 1: Start with an events list on a SharePoint site

• Lesson 2: Use the calendar from within Outlook

Each lesson includes a list of suggested tasks and a set of test questions.


Wondering if there's an easy way to share a calendar with your coworkers? Wouldn't it be nice to have a central location for tracking corporate events, conferences, business travel, or even vacations?

Overview: Sharing calendars and data

Collaborate and track team events using Microsoft Windows® SharePoint® Services and Microsoft Office Outlook®

2003 together.


Course goals

• Share dates and calendar details using a SharePoint site.

• Use Outlook to view the dates and events as a calendar (and view your own calendar side-by-side with the SharePoint calendar).

• Quickly switch from Outlook to the SharePoint site to add or update appointments in the SharePoint list.

Lesson 1

Start with an events list on a SharePoint site



Suppose you're in charge of organizing sales and marketing events at your company.

The rest of the sales team needs to know when these events will occur so that they can plan to attend.

Share event information using an events list.



You could send out individual Outlook meeting requests to your colleagues, which they would then have to accept one by one.


That could be time-consuming for them and for you.



However, if your workplace is using Windows SharePoint Services, you could create an events list on a SharePoint site to keep track of events.


• Your colleagues could access that list on the site.

• They could view it as a calendar.

• They could even download the information to a computer running Outlook 2003.


What is a SharePoint site?

A SharePoint site is any site based on Windows SharePoint Services.

You can use a site based on Windows SharePoint Services to share information with your coworkers.

Share information with a Windows SharePoint Services site.


What is a SharePoint site?

Windows SharePoint Services is a component of Windows Server™ 2003 that allows users to collaborate on projects.

For example, you can view calendars and contact lists stored on SharePoint sites using Microsoft Office Outlook.

Share information with a Windows SharePoint Services site.


Think of an events list as a calendar

With a SharePoint site events list, you can keep track of important dates and information:

• Shared meetings

• Deadlines

• Important events in an events listA SharePoint events

list



With the right permissions, you and your coworkers can create an events list and add items to the list.

A SharePoint events list

Anyone with access to the site can look to this single source to get the latest information.



To create an events list:

Creating a SharePoint events list

1. On the site's top Link bar, click Create.

2. Under Lists, click Events.

3. In the Name box, type a title for the new list.

4. Click Create.


View the list as a calendar

By default, an events list displays items as a list because it's easy to see the details regarding each of the events.

You can quickly scan an event's details, such as its title, description, location, and start and end time.

The All Events view


View the list as a calendar

1. The All Events view is selected by default, and the events list is displayed as a list.

2. To view an events list as a calendar, click Calendar under Select a View.

3. To see the details of an item in the calendar, click the link for that item.

The All Events view

See the illustration at left.


Know when things change

Plans can and do change. This is one of the challenges about maintaining any kind of schedule, including a group schedule.

One of the great things about an events list is that you can choose to be alerted when any changes are made to the list.A SharePoint alert

sent by e-mail.


Know when things change

1. Display the list on the team site. Under Actions, click the Alert me link.

2. Then fill out a form specifying the lists or items for which you want to receive alerts and how often.

3. Once you've filled out the form and clicked OK, notifications will be sent to you through e-mail.

A SharePoint alert sent by e-mail.

To be alerted of event changes:


Make the calendar visible in Outlook

If you don't like the idea of always having to go to the SharePoint site to view the events list, you have another option.

You can track the events from a more familiar location: your Outlook calendar.

SharePoint can link to Outlook 2003.



You can add the SharePoint events list to Outlook 2003 and see it in Calendar view.


1. Click the Link to Outlook button.

2. Click Yes when you receive a message that a Windows SharePoint Services folder is being created for Outlook.

You can even see the calendar side-by-side with your personal calendar.




The copy of the calendar that you create is specific to a single computer.

If you use Outlook on different computers, you'll need to click the button from each computer on which you would like to see the events list in Outlook.




The resulting calendar in Outlook will show the list of events in Outlook calendar format, but these events will not be editable from Outlook.



After changes have been made to the SharePoint calendar, you'll want to make sure your Outlook version stays current.

• Automatically

• ManuallySharePoint can link to Outlook 2003.

You have two ways to keep the calendars in sync:



Automatically: As long as you remain online, the calendar in Outlook is refreshed to match its counterpart on the SharePoint site. Manually: You can refresh the Outlook version of the calendar at any time by right-clicking it in the Navigation pane, and clicking Refresh.SharePoint can link to

Outlook 2003.


Suggestions for practice

1. Create an events list.

2. Add an event to the list.

3. See the list on the site in Calendar view.

4. Link the events list to Outlook.

5. Remove the events list from SharePoint.

6. Remove the copy of the calendar from Outlook.

Online practice (requires Outlook 2003)

http://office.microsoft.com/training/training.aspx?AssetID=RP011187131033&CTT=6&Origin=RP011187081033


Test 1, question 1

Once you've linked a SharePoint calendar to Outlook, you can edit the events in that calendar directly from Outlook. (Pick one answer.)

1. True.

2. False.


Test 1, question 1: Answer

False.

If you want to make changes to the events, you need to go to the SharePoint events list.


Test 1, question 2

To create a SharePoint events list, at a minimum, you need this level of permission: (Pick one answer.)

1. Administrator.

2. Read-only.

3. Manage Lists.



Manage Lists.

Get this permission from your systems administrator or from someone with Administrator permissions on the SharePoint site.


Test 1, question 3

To link an events list to Outlook, you need to do the following: (Pick one answer.)

1. Specify that the calendar will be linked when you first create the events list on which it's based.

2. Click Link to Outlook when you view the list on the SharePoint site.

3. Use the Open a Shared Calendar command in Outlook.



Click Link to Outlook when you view the list on the SharePoint site.

It's really just a click away.

Lesson 2

Use the calendar from within Outlook


Use the calendar from within Outlook

Suppose you're a sales representative who needs to know when your company’s sales and marketing events occur.

Since you keep track of your own schedule in Outlook 2003, with one click, you can track these two schedules simultaneously from Outlook.

Click Link to Outlook; what really happens?


What goes on in Outlook

When you link a SharePoint calendar to Outlook, a new folder is created and a new calendar appears in Outlook.

A SharePoint calendar linked to Outlook.

1. To see the new folder, Click Folder List in the Navigation pane.

2. To see the newly added calendar, click Calendar in the Navigation pane.


What goes on in Outlook

When you click Link to Outlook, two things happen:

A SharePoint calendar linked to Outlook.

• A new Outlook folder is added to your Folder list. The folder is used to store copies of the SharePoint calendar on your own computer.

• A new calendar becomes available under Other Calendars in the Navigation pane.


See both calendars side-by-side

Click Calendar in the Navigation pane to switch to the Calendar pane. You can display the new SharePoint calendar that appears next to your personal calendar.

SharePoint and personal calendar alongside.


See both calendars side-by-side

SharePoint and personal calendar alongside.

To see both calendars side-by-side, select the relevant SharePoint calendar check box under Other Calendars (in this case, Team Web Site), and click the Calendar check box under My Calendars.To hide a calendar from view, click its check box to clear it.


Remember: In Outlook it's read-only

You can always view the entries in the calendar from Outlook and be confident that they reflect changes made through the SharePoint site.

The shared calendar links to SharePoint.

Remember, you cannot change events in the shared calendar directly from Outlook.



To make this process more convenient for you, there are a couple of quick ways to switch back to the events list right from Outlook:

The shared calendar links to SharePoint.

• Modify a single event.

• View the entire events list.



See the picture at left.

1. In Outlook, locate and double-click the event in the shared calendar.

2. In the event window that opens, click the link to go directly to the version of the event on the SharePoint site.The shared calendar

links to SharePoint.


Block out time in your own schedule

Suppose you linked a SharePoint calendar listing sales events to your Outlook calendar.

You know for certain that you will attend a specific sales event.

Shared and personal calendars alongside.



It’s a good idea to block that time out of your personal schedule to avoid a double booking, and perhaps even set up a reminder in Outlook so that you don't forget about it.


To do that, you'll need to make a copy of the event in your personal calendar.



• Double-click the item in the shared calendar in Outlook to open it. On the Standard toolbar, click the Copy to Personal Calendar button.

Use either of the following methods:


• Display the two calendars side-by-side in Outlook. Then, drag the item from the shared calendar to your personal calendar, as shown in the picture.



Make sure you keep track of changes that occur with the original SharePoint event, and keep your personal calendar up-to-date with those changes.



Suggestions for practice

1. See the events list calendar side-by-side with your personal calendar.

2. Copy an appointment to your calendar and set a reminder.

3. Create an alert.

4. Make a change to an event.

(Continued on next slide.)


Suggestions for practice, cont’d.

5. Manually refresh the events list in your Outlook calendar.

6. Delete the practice calendar.

• Remove the events list from SharePoint.

• Remove the copy of the calendar from Outlook.

Online practice (requires Outlook 2003)



Test 2, question 1

You've associated a SharePoint events list with Outlook. To see this calendar side-by-side with your personal calendar: (Pick one answer.)

1. Select the check boxes for your calendar (under My Calendars) and the SharePoint calendar (under Other Calendars).

2. Have your systems administrator add you as a delegate for the shared calendar.

3. Click the Open a Shared Calendar link in the Navigation pane for the calendar.



Select the check boxes for your calendar (under My Calendars) and the SharePoint calendar (under Other Calendars).

Check the boxes and check them out.


Test 2, question 2

To modify an appointment on the SharePoint site, you need to close Outlook, open your Internet browser, and navigate to the SharePoint site. (Pick one answer.)

1. True.

2. False.



False.

By double-clicking an item in the shared calendar and clicking the link in the appointment window, you can edit the event on the site.


Test 2, question 3

To set a reminder for an item in a shared calendar, you need to first: (Pick one answer.)

1. Right-click the shared calendar in the Navigation pane, and then click Refresh.

2. Switch to the SharePoint site to modify the item.

3. Drag the item to your Outlook calendar.



Drag the item to your Outlook calendar.

You can receive reminders only from your default personal calendar in Outlook. If you want to be reminded about an event in an events list, the first step is to copy that event to your personal calendar. This creates a static copy of the event in your calendar. A good practice when you do this is to set up an alert on the SharePoint events list so that you're notified of event changes.


Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.


Date post:	08-May-2015
Category:	Technology
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