Outlook

But why?

• sharing is caring
• reduces extra back-and-forth emails and missed opportunities
• facilitates faster meeting scheduling

But how?

Use the desktop client (i.e., not the web browser version).

1. Go to your calendar
2. Select the "Share Calendar" button
3. In the "Permissions" tab of the pop-up box, click "Add"
4. type their name or email address then click OK
5. Select the level of access this person should have to your calendar
6. Click OK

Let's Practice

Follow the instructions above to share your calendar with someone you often work with.

Can you find how to un-share your calendar with someone?

But why?

• you know why

But how?

Use the desktop client (i.e., not the web browser version). You have options!

Option 1 - i use this when i'm scheduling a meeting with someone for the very first time

1. Go to your Calendar
2. Click the "New Meeting" button
3. Select the "scheduling Assistant" tab in the new meeting pop-up
4. Type their name or email address into a blank field in the left-hand column, it should auto-populate their calendar unless they have intentionally blocked their calendar
5. Find a time that works for you and finish filling out the meeting form.

Option 2 - i use this because my brain needs to see a traditional calendar view, not a scheduler view.

1. Go to your calendar
2. Click the "Schedule View" button
3. Type their name or email address into the field labelled "Add a calendar" in the left-hand column, it should auto-populate their calendar unless they have intentionally blocked their calendar.
4. Select your preferred calendar view
5. Use the arrow to overlap the new calendar with yours and find open gaps
6. Click the "New Meeting" button and select "with all" when prompted.

Option 3 - use this if you've added someone's calendar already as described in Option 2

1. Go to your calendar
2. Find the name of the person you'd like to schedule a meeting with and click the box
3. Click the "New Meeting" button and select "with all" when prompted.

Let's Practice

Try all three options to schedule a meeting with the person sitting next to you. You can either cancel it later or the recipient can choose to decline the meeting.

But why?

• probably most often used by super busy folk

But how?

Use the desktop client (i.e., not the web browser version).

1. Go to your calendar
2. Select share.
3. Select the name of someone you've already shared your calendar with or share it with someone new.
4. Click "Permissions"
5. Select "Delegate

Let's Practice

Make someone you trust a delegate, ask them to create a meeting on your behalf.

But why?

• see who has or has not responded to your meeting invite
• enables you to send follow-up reminders to those who have not responded yet

But how?

Use the desktop client (i.e., not the web browser version).

1. Go to your calendar
2. Select a meeting you scheduled with someone else
3. Click the "Tracking" button

Let's Practice

Invite someone else in this workshop or friend willing to play along to a meeting. Give them time to choose to respond or not. Open tracking to find out whether they accepted or not.

But why?

• help you quickly recognize which projects have meetings in the coming week
• can be used to visualize student schedules

But how?

Use the desktop client (i.e., not the web browser version).

1. Go to your calendar
2. Open an existing meeting that you'd like to categorize or select "New Meeting"
3. Select "Categorize"
4. Rename, create a new category, or select and existing category

Let's Practice

Follow the directions above to categorize a meeting of your choice.

via GIPHY