When organizing a meeting, it s helpful to be able to see when attendees are available without having to contact each person individually. With Outlook, you can see when people are free or busy by inviting them to a meeting, adding them to a group schedule, or viewing an Internet or intranet location where they publish their schedules.
A group schedule shows you the combined schedules of a number of people or resources at a glance. For example, you might create a group schedule containing all the people on your project team so you can quickly see when the entire team is available for a discussion.
If you are working on a network that uses Exchange Server, the free/busy information of other network users is available to you by default. In addition, if a person connected to your network has shared his or her Calendar, you can open that person s calendar directly.
In this exercise, you will create a group schedule and then create a meeting from that schedule.
USE the SBSMeetings data file in the practice file folder for this topic. This practice file is located in the My Documents\Microsoft Press\Office 2003 SBS\Meetings folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .
BE SURE TO open the SBSMeetings data file before beginning this exercise.
OPEN the practice Calendar in the SBS Meetings data file folder.
With the Calendar displayed, on the toolbar, click the View Group Schedules button.
The Group Schedules dialog box appears.
Click the New button.
The Create New Group Schedule dialog box appears.
In the Type a name for the new Group Schedule box, type Home Show Team , and then click OK .
The Home Show Team group schedule appears, with the current date and time slot selected.
Click the Add Others button, and then in the drop-down list click Add from Address Book .
The Select Members dialog box appears.
To complete this exercise using the fictitious employees of The Garden Company, click the down arrow to the right of the Show Names from the list, and then click Contacts .
You can complete this exercise with your own contacts. Simply select names from your Global Address List in place of the names given here.
In the Name box, click Kim Akers , hold down the [CONTROL] key, click David Ortiz , and then click the To button.
The names are added to the To list.
Click OK . If prompted to join the Microsoft Office Internet Free/Busy Service, click Cancel .
To see the most recent schedule information for the group members, click the Options button, and then click Refresh Free/Busy .
The Free/Busy area is updated. Outlook gathers information from wherever the free/busy information for your group members is stored ”your Microsoft Exchange Server, the Microsoft Office Internet Free/Busy Service, or the Internet or Intranet locations selected by group members.
Click the down arrow to the right of the Go to box, and then click the next Monday.
The Free/Busy area shows the data for the date you selected. However, only half the day is visible.
Click the down arrow to the right of the Zoom box, and then click 50% (Week View) on the drop-down list.
The Free/Busy area displays more of each person s schedule.
Click the Make Meeting button, and then click New Meeting with All in the drop- down list.
A new Meeting form appears, with the group members names in the To box.
Click the Close button, and when prompted to save your changes, click No .
The Meeting form closes , discarding the meeting request. If prompted to save your changes, click No.
In the Home Show Team group schedule, click the Cancel button.
The group schedule closes.
CLOSE the SBS Meetings data file and delete the Kim Akers and David Ortiz contacts from your Contacts folder.
You can share your Calendar with other network users just as you would any other folder. To share your Calendar with another network user :
In the Folder List , right-click the Calendar , and then click Sharing on the shortcut menu.
On the Permissions tab of the Calendar Properties dialog box, click Add .
Select the person or people with whom you want to share your Calendar, and then click OK .
In the Permissions area, indicate the permissions you want to give the other network users, and then click OK.
If another network user shares his or her Calendar with you, you can open it on your own computer (for instance, to view it side by side with your own). To view a shared Calendar:
On the File menu, point to Open , and click Other User s Folder .
The Open Other User s Folder dialog box appears.
Click the Name button, click the name of a person who has shared his or her Calendar, and then click OK .
In the Folder type box, click Calendar , and then click OK .
The other user s calendar is displayed.