1. Microsoft ® Office SharePoint ® Server 2007 Training SharePoint calendars I: Make the most of your team calendar Jim Taliaferro Community Mental Health Center

3. Overview: Know your group’s whereabouts SharePoint calendars I: Make the most of your team calendar Does your company use Microsoft Windows ® SharePoint Services 3.0 or Microsoft Office SharePoint Server 2007? Now’s the time to learn to use a SharePoint calendar to share information with your coworkers. With a calendar on the SharePoint site, you and your colleagues will have easy access to common schedules and dates.

5. Lesson Use a calendar on a SharePoint site

6. Use a calendar on a SharePoint site SharePoint calendars I: Make the most of your team calendar Why use a calendar on a SharePoint site? Because it’s a great way to share information using the familiar context of a calendar. A calendar on a SharePoint site is similar to a whiteboard calendar that you might put up in your building’s hallway or break room. Like that whiteboard, the SharePoint calendar is in a public place — the SharePoint site, where anyone with access to the site can see and use it.

7. See the calendar SharePoint calendars I: Make the most of your team calendar So, you’re ready to try using a calendar on your company’s SharePoint site. With many standard deployments of a SharePoint site, a calendar is already in place. If that’s the case for you, all you’ll need to do to access the calendar is click Calendar under Lists on the Quick Launch, as shown in the picture.

8. Get around in the calendar SharePoint calendars I: Make the most of your team calendar Once you find your calendar, you’ll need to know how to get around in it. You’ll do that by clicking the different controls on the page. You can move from month to month, week to week, or day to day by using the arrows. And you can look at a day, a week, or a month at a time by using the buttons. To quickly move to different years or months, use the small calendar above the Quick Launch. Animation: Right-click, and click Play .

9. Get around in the calendar SharePoint calendars I: Make the most of your team calendar Once you find your calendar, you’ll need to know how to get around in it. You’ll do that by clicking the different controls on the page. You can move from month to month, week to week, or day to day by using the arrows. And you can look at a day, a week, or a month at a time by using the buttons of the same name. To quickly move to different years or months, use the small calendar above the Quick Launch.

10. Enter items SharePoint calendars I: Make the most of your team calendar Now you’ll add calendar entries one at a time by clicking New Item on the New menu. Then you’ll enter the item’s details in a form. It’s easy to create recurring items, such as a weekly staff meeting. Just elect the Make this a repeating event check box and then set the item’s recurrence pattern. Animation: Right-click, and click Play .

11. Enter items SharePoint calendars I: Make the most of your team calendar Now you’ll add calendar entries one at a time by clicking New Item on the New menu. Then you’ll enter the item’s details in a form. It’s easy to create both one-time items and recurring items, such as a weekly staff meeting. For recurrence, select the Make this a repeating event check box and then set the item’s recurrence pattern.

12. Change in plans? Edit or delete an entry SharePoint calendars I: Make the most of your team calendar Schedules change; you want to be able to update existing calendar entries to reflect those changes. To modify an item in the calendar, click its link to open it. Then change the details by clicking Edit Item . To completely remove an item from the calendar, click its link to open it, and then click Delete Item . Animation: Right-click, and click Play .

13. Change in plans? Edit or delete an entry SharePoint calendars I: Make the most of your team calendar Schedules change; you want to be able to update existing calendar entries to reflect those changes. To modify an item in the calendar, click its link to open it. Then change the details by clicking Edit Item , as shown in the picture. To completely remove an item from the calendar, click its link to open it, and then click Delete Item .

14. Let others know about it SharePoint calendars I: Make the most of your team calendar The benefit of using a calendar on a SharePoint site is that others will be able to see it and add to it — but first they’ll need to know that the calendar exists. An easy way to let others know of the calendar’s existence is to send them a link. You’ll see the URL for the calendar at the top of your Web browser in the address bar. You can copy this URL and paste it into an e-mail message.

15. Let others know about it SharePoint calendars I: Make the most of your team calendar Another method, if you’re using the Windows Internet Explorer ® browser, is to follow these steps. In Internet Explorer, click the File menu. Point to Send , and then click Link by E-mail .

16. Let others know about it SharePoint calendars I: Make the most of your team calendar When you click Link by E-mail , you’ll create an e-mail message that contains a link to the calendar. Then all that’s left for you to do is to address the message and send it. You may also want to include a bit of explanatory text about the calendar.