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Sharing/Viewing Calendars

Share Your Calendar

There is an easy way to share your calendar with your entire association using a reference group.  Using this method, you will not have to one-by-one share your calendar with each staff person in your office.  The best part:  As staff changes, the reference group is automatically updated for you (because it's based on the HR list for your association).

  • Here is a quick how-to clip on how to allow all of your co-workers in your county office to view the details in your calendar (except the events you mark as private):  http://screencast.com/t/isQiYFXK
    • Please Note:  if you do a search for "rg.ext" (and select "More Columns"), as I did in the video, you will get a list of all extension offices to choose from.

View A Co-Worker's Calendar

Once your co-worker has gone through the steps above, you can now view his/her calendar by doing the following:

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Import Contacts From Excel

Part 1 - Import into Contact Folder:  http://screencast.com/t/aMHpwVyYO6uP

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  • Select your main contacts folder (ex. "Contacts - netid@cornell.edu") under My Contacts
  • Click on "New Contact Group" and give it a name
  • Click on "Add Members" -> "From Address Book"
  • Select your contact folder under Address Book
  • To select all contacts in the folder:  Select the first contact in the list, scroll down, hold down the CTrl key and click on the last contact
  • Click on Members button to add them all, click "OK"
  • Click "Save and Close"
  • You can now select that group and click on the "E-mail" button to e-mail everyone in that group

Copy E-mails Directly Into E-mail

Now that I've explained how to import those contacts into your Outlook address book, please keep in mind that if it's just a one-time e-mail to those contacts, then I suggest not cluttering your address book if you don't need to.   

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  • Select and copy all e-mails in the column from your excel file.
  • Open new e-mail message
  • Click on the "To..." button
  • Paste the e-mails into the bcc textbox and click ok
    (I use the bcc option for privacy, it sends the e-mail out in a way that each person cannot see the other e-mail addresses that you are sending out to)

Forward A Contact or Contact Group To Another Outlook User

How To Video:  http://screencast.com/t/JX61t4vcJv

  • Open Contact or Contact Group
  • Click on "Forward"...Select as "As An Outlook Contact"
    • This will open a new e-mail with the contact as an attachment that can easily be saved into another person's Outlook contacts.

Forward A Contact or Contact Group to A Non-Outlook User

How To Forward: http://screencast.com/t/Io9WuPeR4oTB
How To Open .txt file in Excel:  http://screencast.com/t/euMiMdiXq8OI

  • Open Contact or Contact Group
  • Click on "Forward"...Select as "In Internet Format (vCard)"
    • This will open a new e-mail with the contact information as an attachment in a tab delimited text file which can be opened in Notepad or in Excel.

Save A Contact or Contact Group

How To Video: http://screencast.com/t/djRooGRkWSBU

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                Saving: http://screencast.com/t/bLYXaIt0GL OR http://screencast.com/t/H7oqTOkgY2

Share All of Your Contacts

Are you looking to be able to share all of your contacts with another person?  Or are you looking for a way to share your contact information in such a way that the other person can immediately view any changes made?  Or if you allow it, make changes to your contacts for you? 

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