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You can share calendar information with other people by using Microsoft Office Outlook 2007 in many ways.

In Calendar, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), there are several links to help you quickly get started with calendar sharing.

This article describes the ways to share calendar information by using the links in the Calendar Navigation Pane.

The links you see will vary, depending upon the accounts you have configured in your Outlook profile. For example, this illustration is what a person with a Microsoft Exchange account would see.

• Open a shared Exchange Calendar

• Search Calendars Online

• Share your calendar with other Exchange users

• Send calendars in e-mail messages

• Publish your calendar to Microsoft Office Online

• Add a new calendar group

Open a shared Exchange Calendar

You can quickly view another person's shared default Exchange Calendar from the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.).

1. In Calendar, click Open a Shared Calendar.

   

2. Type a name in the Name box, or click Name to select a name from the Address Book.
3. Click OK.

   The shared Calendar appears next to any calendar that is already in the view.

   

   After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane.

   If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission you need. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.

   

 Tip   You can quickly schedule a meeting with people whose calendars you can view. On the Actions menu, point to New Meeting Request With, and then click All or the names that you want from the list.

 Notes 

• You can open only the default Calendar. Even if a person has created an additional calendar, you can open only the default Calendar.
• To remove a calendar from the Other Calendars list, right-click the calendar, and then click Remove from Other Calendars.
• The owner of the calendar items controls who can view the items and change them.
• You can view up to 30 calendars in side-by-side mode in Calendar view. However, custom view settings on your calendar may not be displayed correctly if you use this mode. To ensure that your custom view settings are displayed, right-click any calendar in the list of shared calendars, and then click Open on the shortcut menu. The calendar will open, and any other open calendars will close. The view settings for the selected calendar will be in effect for the current calendar and for any additional calendars that you view subsequently in side-by-side mode.

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Search Calendars Online

You can search Microsoft Office Online for Internet Calendars that you can view and subscribe to in Office Outlook 2007.

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Share your Calendar with other Exchange users

When you use an Exchange account, you can share your Exchange Calendar. The recipient receives an e-mail notification that you have shared your Calendar. Also, you can request that the recipient share his or her Exchange Calendar with you.

1. In Calendar, in the Navigation Pane, click Share My Calendar.

    Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click Navigation Pane, and then click Share My Calendar.

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     Enter the name of the person to whom you want to grant access to view your Calendar.
   
   
     Type a subject for your e-mail message.
   
   
     Select this check box to grant the recipient permission to view your Calendar.
   
   
     Select this check box to ask the recipient to share his or her Calendar with you. This is optional.

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2. In the To box, enter the name of the recipient for the sharing invitation message.
3. In the Subject box, type a subject for the e-mail message.
4. You can request permissions to view the recipient's default Calendar. To do so, select the Request permission to view recipient's Calendar check box.

    Note   If you want to request access to a calendar other than the default Calendar, you must send an e-mail message asking for permissions to that particular calendar. This option requests access to the recipient's default Calendar only.

5. In the message body, type any information that you want to include.
6. Click Send.
7. Review the confirmation dialog box, and then, if it is correct, click OK.

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Send calendars in e-mail messages

You can send any of the calendars that you own to another person in an e-mail message. This is a type of Internet Calendar called a Calendar Snapshot. The calendar appears within the body of an e-mail message. However, an Office Outlook 2007 user who receives the Calendar Snapshot can choose to open the calendar as an Outlook calendar. Doing so can display the Calendar Snapshot and the current calendar in side-by-side mode or calendar overlay mode.

Recipients of Calendar Snapshots do not receive the changes that you make to your calendar unless you send them a new Calendar Snapshot. For calendars that need to be updated, consider using Exchange calendar sharing, publishing your calendar to Microsoft Office Online, or using a Web server that supports calendar publishing.

1. In Calendar, in the Navigation Pane, click Send Calendar via E-mail.

    Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click Navigation Pane, right-click the calendar that you want to share, and then click Send Calendar via E-mail.

2. In the To box, enter the name of the person to whom you want to send the subscription information.
3. From the Calendar list, choose the calendar to send. By default, your default Calendar is selected. This is the Outlook calendar that is used to display your free/busy information to others and where meeting requests are accepted.
4. From the Date Range list, choose the amount of calendar data to include in your e-mail message, or click Specify dates to enter a custom date range.

    Tip   If you choose a large date range or click Whole calendar, you might create a large e-mail message.

5. In the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items that are marked private — unless you change the privacy option in Advanced options.
6. Optionally, you can restrict the information that is included in the e-mail message to your working hours by selecting the Only show time within my working hours check box. To change your working hours, click Set working hours.
7. Optionally, click Show to see the following Advanced options:
   • Include details of items marked private   This option requires Detail to be set to Limited Details or Full Details. The existence of private items will be included, but no further information will be shared.
   • Include attachments within calendar items   This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included.

      Note   This might increase the size of the e-mail message significantly.

   • E-mail Layout   You can click Daily schedule or List of events to include your schedule or a list of events.
8. Optionally, you can request permissions to view the recipient's default calendar. To do so, select the Request permission to view recipient's Calendar check box.

    Note   If you want access to an additional calendar that the recipient has created, for example, a personal calendar, you must send an e-mail message asking for permissions to that particular calendar. This option requests access only to the recipient's default calendar.

9. Click Send.
10. Review the confirmation dialog box, and then, if it is correct, click OK.

    If your calendar contains no items, a dialog box appears to provide you the option to cancel the e-mail message.

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Publish your calendar to Microsoft Office Online

You can publish your default Office Outlook 2007  Calendar to Microsoft Office Online and control who can access your Calendar. Publishing your Calendar requires neither the publisher nor the user to use an Exchange account.

 Tip   If you have access to a Web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can choose to publish your Calendar to that server instead. However, publishing to Office Online provides improved control over who can access your Calendar. For more information, see Share your calendar on a Web server.

1. In Calendar, in the Navigation Pane, click Publish My Calendar.

    Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click Navigation Pane, and then click Publish My Calendar.

2. If this is the first time you are publishing a Calendar to Office Online, you must register for Office Online by using your Microsoft Windows Live ID account. If you do not have a free Windows Live ID account, you can create one. Follow the instructions on your screen.
3. Next to Time Span, select the number of days for which you want to share your Calendar.

   

4. Next to Detail, click the arrow and then click an option for the amount of detail to share. If you want, select the Show time within my working hours only check box to restrict the shared details to your working hours as specified in Outlook.

   

5. Next to Permissions, choose whether your calendar information can be viewed only by specified people or searched and viewed by anyone using Office Online.
• Only invited users can view this calendar   If you click this option, an Outlook sharing e-mail message opens after the calendar is published to Office Online. You can send the sharing e-mail message to each person who you want to grant access to your calendar. The sharing message automatically includes a link to the calendar and you can type a message if you want to.
• Anyone can view and search for this calendar on Office Online   If you click this option, anyone who knows the link to your calendar can view it. People do not need a Windows Live ID account to log on or sign in to a service. In addition, Office Online users can find this calendar when searching for calendars.
6. If you are publishing a calendar that anyone can view and search, type a description of your calendar in the Description box. This information helps other Office Online users find your calendar.

By default, this calendar will be periodically updated. Changes to the calendar are published to Office Online during the next manual or automatic send/receive. By default, there is a 30 minute interval between each send/receive for each Send/Receive group. If you change the automatic send/receive interval to less than 20 minutes, calendar updates to Office Online are sent at a minimum 20 minute interval.

To upload this calendar and then never provide updates, click Advanced, and then click Single Upload: Updates will not be uploaded.

7. Click OK.

After you share your Calendar, the calendar icon in the Navigation Pane changes as shown.

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Add a new calendar group

By default, in the Navigation Pane, Office Outlook 2007 organizes your calendars into three groups — My Calendars, People's Calendars, and Other Calendars. You can rename these groups or create additional calendar groups to organize your calendars in a way that fits your work style better.

1. In Calendar, in the Navigation Pane, click Add New Group.

    Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click Navigation Pane, and then click Add New Group.

2. Type a name for the new calendar group, and then press ENTER.

   You can click and drag any of the calendars in the Navigation Pane to the new calendar group. Release the mouse button over the name of the calendar group.

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