It is often useful to have more than one Outlook calendar, and it’s easy to create secondary calendars.
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 want to display a team project calendar in addition to your own calendar, or you might have separate business and personal calendars and want to view them together.
With Outlook 2007, 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 appointments and events from one calendar to another, and copy items between calendars by dragging with the right mouse button and then clicking Copy on the shortcut 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.
Note
BE SURE TO display your calendar and complete the previous exercise, "Linking to an Internet Calendar," before beginning this exercise.
In the Navigation Pane, in the My Calendars or Other Calendars list, select the check box for at least one other calendar.
By default, Outlook displays multiple calendars next to each other. Each calendar is a different color.
In Side-By-Side mode, the title bar tab of each calendar other than your own calendar displays a View In Overlay Mode button.
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; those on the top calendar appear normally.
Click the Calendar tab to display your calendar on top of the Internet calendar.
On either of the overlaid calendars, click the View in Side-By-Side Mode button to return to the standard display.
Note
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 your calendar (or any other Outlook module) to a coworker so that he or she can create and respond to meeting requests on your behalf. To do so:
On the Tools menu, click Options.
On the Delegates tab of the Options dialog box, click Add.
In the Add Users dialog box, click the person you want to delegate control to, click Add, and then click OK.
You can delegate control to multiple people.
In the Delegate Permissions dialog box, click the Calendar arrow, and then in the list, click the level of permission you want to delegate.
Select any other permissions you want to delegate.
Select the Automatically send a message to delegate summarizing these permissions check box, and then click OK.
In the Options dialog box, select whether you would like to receive copies of meeting requests and responses. Then click OK.
From this time forward, meeting requests sent to you are automatically 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 to meeting requests. Your delegate can create meeting requests on your behalf (that is, they appear to come from you).