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If you want to keep everyone updated on each other’s assignments or improve your team’s productivity, sharing your calendar on Microsoft 365 is a must. In this article, we’ll take a look at how you can sync your schedules on different versions of Outlook.

Outlook on the web

If you have Microsoft 365 or another email service based on Microsoft Exchange Online, follow these steps to share your calendar:

  1. Open the Calendar by clicking on the calendar icon at the bottom of the page.
  2. Once you’re in Calendar, go to the toolbar at the top of the page. Click on Share and choose which calendar you want to share. Keep in mind that you can only share calendars you own and not other people’s.
  3. Indicate whom you want to share your calendar with by entering their email address or name.
  4. Select which activities recipients are permitted to perform on your calendar. You can choose from the following:
    • Can view when I’m busy ⁠– if you want the calendar to show when you’re busy but hide certain details
    • Can view titles and locations ⁠– if you want the calendar to indicate when you’re busy, as well as key details like an event’s title or location
    • Can view all details ⁠– if you want the calendar to reveal all details about an event
    • Can edit ⁠– if you want recipients to be able to modify your calendar
    • Delegate ⁠– if you want recipients to be able to alter your calendar and share it with other users
  5. To proceed, click on Share. If you change your mind, click on the Trash icon to cancel sharing your calendar.

Alternatively, you can publish your calendar and share it with others using a URL. Here’s how you do it:

  1. In Calendar, go to Settings and click View all Outlook settings.
  2. Select Shared calendars.
  3. Go to Publish a calendar and choose which calendar you want to publish and how much information is revealed to recipients.
  4. Click Publish.
  5. You will be given the choice between using an HTML or an ICS link. The HTML link can be used to view your calendar using a browser like Firefox or Google Chrome. An ICS link allows recipients to import your calendar and view it on their own Outlook calendar.

Outlook.com

Like Outlook on the web, Outlook.com allows you to share your calendar directly or publish it. The steps for sharing are exactly like those used in Outlook on the web, too, except you only have two options for how recipients can use your calendar. These are “Can view all details” and “Can edit.

Publishing your calendar on Outlook.com requires you to::

  1. Click on the calendar icon to open the Calendar view.
  2. In Calendar, go to Settings and click View all Outlook settings.
  3. Go to Calendar and select Shared calendars.
  4. In “Publish a calendar,” select which calendar you’re publishing and how much information it contains.
  5. Click Publish and choose to use either an HTML or ICS link.

Outlook on iOS and Android

If you’re using a mobile version of Outlook, these are the steps for sharing your calendar:

  1. On your Outlook app, click the hamburger button at the top-left corner and select Calendar.
  2. Go to Share and tap on Add People to indicate your calendar’s recipients.
  3. Input each recipient’s name or email address. Once you’re done, tap on the Check button at the top-right corner of the page.
  4. You will see a list of recipients. Tap on a name to edit their permissions and how much information they’re allowed to see. As with Outlook on the web, available options are “Can View,” “Can Edit,” “Delegate,” “Only When I’m Busy,” “Only Titles and Locations,” and “All Details.”
  5. To remove a user from your recipients, tap on Remove at the bottom of the page.
  6. After you’ve set permissions, tap on the Check button at the top-right corner of the page.

The Outlook calendar is an excellent feature for managing your team’s events and workflows and can help boost your efficiency and productivity. If you have other questions and concerns about Microsoft 365, get in touch with us today.

To learn more about how to safeguard your business, or if you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment.

Published with consideration from TechAdvisory.org SOURCE

Microsoft Teams

If you’re like most people, you only use your office chat applications for simple, everyday use — to ask someone a question or to touch base with colleagues. But wouldn’t it be great if you could do more things at once in these apps, such as completing tasks and chatting with colleagues all in a single window? Perhaps you’ve already heard of Microsoft Teams’ robust features to accomplish this, but how do you get the most out of the program?

The convenience of chat apps has enabled workers to cut time spent chatting with colleagues and spend more time doing their tasks. What’s more, work-related software is increasingly becoming more mobile- and user-friendly, with apps like Microsoft Teams bringing together several different platforms. Here’s how you can use that to your advantage:

Use SharePoint to store and share files

You might already be using SharePoint to store files and collaborate with your teammates. But did you know that in every Teams channel, you can click the Files tab to share files from SharePoint with team members? You can also access SharePoint files already shared in the channel and use Office Online or Office Desktop to collaborate on those files.

Forward emails into a channel

You get countless emails every day, many of which might be buried in your inboxes. Fortunately, Microsoft makes it easy to forward any email message from Outlook to a Teams channel so they show up in both platforms.

To do this, click the ellipsis (…) next to any channel name and select Get email address. This generates an email address for the channel, which you can copy and use to forward files, documents, and messages.

Stick with a few groups

While you can create as many groups within your organization as you like, going overboard can result in a cluttered messaging interface that overwhelms team members. Instead, you can create groups based on the number of projects and team members involved ー you can always add more if necessary.

Set up audio conferencing

Teams lets you host voice meetings with groups or with just one team member. This is particularly useful when communicating with remote workers or clients, in which case you can give them guest access to your Teams channel. Guest access ensures they’re able to communicate with someone but unable to view private information.

Test communication strategies

Just because some of the features in Teams overlap with other Microsoft platforms, such as Yammer and Skype for Business, doesn’t mean they’re all redundant. Think of it as a chance to test different communication strategies to find out what works best for you. For instance, if most of your clients have a Skype ID, you can use Skype for client calls.

Share conversations with new team members

Teams makes onboarding new hires easy. Rather than forwarding numerous emails and documents to new employees, use Teams to share past conversations and projects with them. This enables everyone to catch up without having to deal with cumbersome documents.

Microsoft Teams and other Office solutions are equipped with plenty of useful features that can take some time to master. But by taking advantage of these tools, you’ll be able to save time and maximize efficiency without having to spend a dime. If you have any questions about Microsoft Office and how it can benefit your business, don’t hesitate to give us a call.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE