In some offices your colleagues have ready access to your Outlook calendar and can quickly check for your availability for staff meetings and the like. However, for those who do not have access, it can be problematic to accomplish the same thing, i.e., an agreeable date for both of you to meet. This can result if a lot of lost time and productivity and you all know how I feel about saving time and keystrokes!
Fortunately, in the latest versions of Outlook (2007 and 2010) it is fairly easy to share your calendar using e-mail. You can actually embed your schedule in an e-mail message.
Follow the steps below to learn how:
- Launch Outlook.
- Create a new message by clicking on CTRL + N.
- Click the Insert tab.
- In the Include group, click Calendar.
The Send A Calendar Via E-mail dialog will offer you a number of ways to customize exactly how much or how little recipients will see in your embedded calendar.
- From the Date Range control, select a specific date, a predefined range or specify specific dates you are available. In that way, you send only the days relevant to the meeting or event you are trying to schedule.
- From the Detail section, you will probably want to retain the default Availability Only. You can sen more information if the situation calls for it.
- Depending upon your need, you may want to check the Show Time Within My Working Hours Only option. You may not care to share non-work related activities with others. Outlook’s default working hours are 8:00 a.m. to 5:00 p.m. Click the Set Working Hours link to customize your work hours if your situation warrants.
- Click the Show Advanced button for more customization.
- Click OK when you are finished and Outlook will embed your Calendar, showing events and other information of your choosing.
- Finish your message and click Send.
Recipients can now readily see the times and dates when you are both available for your event/meeting without wasting time e-mailing each other back and forth!