Working with Multiple Calendars

It is often useful to have more than one Outlook calendar. The process of creating a secondary calendar is the same as that of creating an address book or mail folder-you simply create a folder designated to hold calendar items.

You can display calendars individually, or you can display more than one calendar at a time. For instance, you might have separate business and personal calendars and want to view them together.

You can view multiple calendars next to each other, or you can overlay them to display a composite view of the separate calendars. When you view and scroll multiple calendars, they all display the same date or time period.

You can drag items from one calendar to another, and copy items between calendars by dragging with the right mouse button and then clicking Copy on the context menu.

In this exercise, you will view multiple calendars next to each other and then as a composite. There are no practice files for this exercise.

BE SURE TO display your calendar and complete the previous exercise, "Linking to an Internet Calendar," before beginning this exercise.

1. In the Navigation Pane, in the My Calendars or Other Calendars list, select the check box for at least one other calendar.

   Tip 

   If you just completed the previous exercise, a second calendar is already visible.

   By default, Outlook displays the calendars side by side and in different colors.

   

   In Side-By-Side mode, the title bar tab of each calendar other than your own displays a View In Overlay Mode button.

2. On the title bar tab of the NY Theatre calendar (or any other secondary calendar), click the View in Overlay Mode button.

   The secondary calendar overlaps your own calendar (or whichever calendar is active). Appointments on the overlapped calendar appear in a muted font.

   

3. Click the Calendar tab to display your calendar on top of the Internet calendar.

4. On either of the overlaid calendars, click the View in Side-By-Side Mode button to return to the standard display.

BE SURE TO clear the Internet Calendar check box in the Other Calendars list to display only your own calendar, before continuing to the next exercise.

Delegating Control of Your Calendar

You can delegate control of any Outlook module to a co-worker so that he or she can create and respond to meeting requests on your behalf. Then meeting requests sent to you are delivered to your delegate rather than to you. You receive copies of the meeting requests and copies of your delegate's responses, but you don't have to respond. Your delegate can create meeting requests on your behalf (that is, they appear to come from you)

To delegate control:

1. On the Tools menu, click Options.

2. On the Delegates tab of the Options dialog box, click Add.

3. In the Add Users dialog box, click the person you want to delegate control to, click Add, and then click OK.

   

4. In the Delegate Permissions dialog box, click the Calendar arrow, and then in the list, click the level of permission you want to delegate.

5. Select any other permissions you want to delegate.

6. Select the Automatically send a message to delegate summarizing these permissions check box, and then click OK.

7. In the Options dialog box, select whether you would like to receive copies of meeting requests and responses. Then click OK.