![Course contents ,[object Object],[object Object],[object Object],Share a calendar: Outlook and Windows SharePoint Services Each lesson includes a list of suggested tasks and a set of test questions.](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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Share Calendar
- 1. Microsoft Ā® Office Outlook Ā® 2003 Training Share a calendar using Outlook and Windows SharePoint Ā® Services Peace River Distributing presents:
- 5. Lesson 1 Start with an events list on a SharePoint site
- 21. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services SharePoint can link to Outlook 2003. The resulting calendar in Outlook will show the list of events in Outlook calendar format, but these events will not be editable from Outlook.
- 23. Make the calendar visible in Outlook Share a calendar: Outlook and Windows SharePoint Services 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.
- 31. Lesson 2 Use the calendar from within Outlook
- 36. See both calendars side-by-side Share a calendar: Outlook and Windows SharePoint Services 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.
- 53. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.
Editor's Notes
- [ Note to trainer: To do the practice sessions in this course, you must have access to a Web site based on Microsoft Windows SharePoint Services (a SharePoint site), and you must have permissions to add and edit items in an events list. If you're not sure whether you have these things, ask your systems administrator. If you don't have a server running Windows SharePoint Services but you do have Internet access, you can sign up for the Windows SharePoint Services trial version, which will allow you do the practice sessions. The trial is at http://www.microsoft.com/windowsserver2003/techinfo/sharepoint/trial.mspx. You can try out SharePoint for a month without having to set up your own Windows Server environment. For detailed help in customizing this template, see the last slide. Also, look for additional lesson text in the notes pane of some slides.]
- If you're using a Web site based on Windows SharePoint Services, sharing this type of information may be just a few mouse clicks away. Even better, with one more click of the mouse, you can see and access that shared information right from Outlook 2003. This course will show you how.
- With Outlook 2003, you can view a SharePoint list side-by-side with your personal calendar.
- Think of it as a storage location that you can use to collaborate on documents and share information with the people on your team who also have access to the site. With the correct permissions and a few mouse clicks, you can use the site to store lists and documents. While many of the sharing features in Outlook require that you have a Microsoft Exchange Server e-mail account, Windows SharePoint Services gives you a way to share information even if you don't have this. To learn more, see the "Getting started: Take a tour of your SharePoint site" article.
- You don't need to be a server administrator or a technical guru to take advantage of what a SharePoint site has to offer ā you just need access to the site and the correct permissions.
- Events are items in the list.
- If, for example, you were keeping track of sales events in an events list, each person on your team could go to the events list on the Web site to see the latest information about those events.
- [ Note to trainer : Steps āgiven in either numbered or bulleted listsāare always shown in yellow text.] If you don't already have an events list to work with, you can create one as long as you have the correct permissions for the site. You'll need to contact an administrator for the site if you don't have permissions or if you aren't sure.
- It's also useful to view events in a calendar.
- When you click Alert me on the SharePoint site and fill out the New Alert form (not shown), you'll be notified automatically if existing items change or when items are added to or removed from the list. The notification will be delivered to your inbox.
- People who have access to the calendar on the site and who also use Outlook 2003 can create a personal copy of the shared calendar in their Outlook calendar.
- In the following lesson, you'll hear more about the Outlook version of the calendar.
- If you want to update the shared schedule or add new events, you need to go to the SharePoint site. More on this in the next lesson, "Use the calendar from within Outlook."
- With an automatic synchronization, the Outlook calendar refreshes to match SharePoint approximately every 20 minutes. A manual synchronization is convenient when you update the shared schedule and want to synchronize your Outlook version immediately. We'll show you how in the practice session for the next lesson.
- [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook with instructions to guide you. Important: If you donāt have Outlook 2003, you wonāt be able to access the practice instructions.]
- In this lesson you'll get a quick glance at what goes on behind the scenes when you link a SharePoint calendar to Outlook. You'll also take a closer look at how to use the two calendars side-by-side, and you'll see how to make sure that your personal calendar and the events list stay in sync.
- These copies are automatically updated every 20 minutes or whenever you manually refresh. To see the new folder in the Folder list, click Folder List in the Navigation pane. To switch from e-mail to the calendar, click Calendar in the Navigation pane. Although this calendar will be separate from your personal calendar, you'll be able to view the two side-by-side.
- Remember that the two calendars are completely separate ā SharePoint doesn't modify your personal calendar, and Outlook does not link the two calendars in any way.
- Note: If you're interested in learning more about side-by-side calendars in Outlook 2003, see the course āSee and share multiple calendars .ā
- To modify or update events in the shared calendar, you'll need to switch back to the list on the SharePoint site and make the changes from there.
- Modify a single event: Open the event from within Outlook, and click the link to the site from within the event. Take a look at the picture to see more detailed steps about how you would do this. View the entire events list: To quickly get back to the events list on the SharePoint site, you can right-click the name of the SharePoint calendar under Other Calendars , and click Open in Web Browser .
- Remember that the two calendars are completely separate and that Outlook does not link the two calendars in any way.
- You can't create reminders directly in the SharePoint calendar.
- With either method, you'll create a copy of the item in your own calendar. Think of it as a copy of a copy. This copy is not linked to the original item, and it won't be updated when the events list changes ā not even when the SharePoint calendar is refreshed.
- You can receive instant notification of changes by using the Alert feature in SharePoint that was discussed earlier in this course.
- [ Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook with instructions to guide you. Important: If you donāt have Outlook 2003, you wonāt be able to access the practice instructions.]
- Using This Template This Microsoft PowerPoint Ā® template has training content about using Outlook 2003 and Windows SharePoint Services to share a calendar. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course āShare a calendar using Outlook and Windows SharePoint Services.ā Features of the template Title slide: On the first slide, there are empty brackets over which you should type the name of your company. You can delete the text box if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Important: You must have Outlook 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).