Scheduling meetings can be tricky, especially when one or more of the attendees has a jam-packed schedule. Sending several emails back and forth suggesting meeting options is a waste of valuable time. Here’s how to ease the process of communicating schedule details.
Ease scheduling woes: Share your calendar via email
One way to simplify your scheduling process is to share your calendar information with an Outlook Calendar Snapshot. Because this sends a copy of your schedule as an attachment, a Calendar Snapshot is a great option when meeting attendees don’t have access to calendars shared via your Exchange server. It also allows you to specify what level of information you share.
How to share your calendar
Outlook 2013 makes it easy to send a designated copy of your calendar to the right people.
- On the navigation bar, select Calendar.
- On the Home tab, choose the E-mail Calendar option in the Share group. A new email will open along with a window to determine which parts of your calendar you want to share.
- Select the appropriate options for the intended recipient. You can specify which calendar the information comes from, the date range, and the level of detail.
- Once you’ve double checked the options you selected, click OK. Outlook will input the corresponding information into the body of the email and add an iCalendar attachment.
- Finish your email by designating the recipient(s) and making any other adjustments to the Subject or body of the email.
- Click Send to share your calendar.
Save time, and maybe even your sanity, by using this helpful tool to speed up the process of scheduling meetings.
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A version of this “how to” on sharing your calendar originally appeared in Microassist’s Training News, our monthly newsletter on productivity tips and trends and upcoming classes.
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