Microsoft Office Reference Guide

Mar 26, 2004

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I suspect that the Calendar is the least used part of Outlook; email is what most people use it for and the Contacts database would be next.

Many people just find it too cumbersome to figure out the differences between an all day event and an appointment. (We covered this in our introduction to MS Outlook.)

I use the calendar to see how my month or week shapes up, but sometimes a particular segment in an Outlook calendar gets too involved.

Or else a special project (which you might want to share with others) would work best in a separate calendar. So I thought I would explore how multiple calendars might be helpful.

First I right-clicked on my Calendar folder and created a New Folder (which will be a new calendar).

Figure 973

I decided to name it for my European trip and keep those events separate as I add appointments and possibly even meetings (perish the thought) to my vacation. So I rename the Calendar subfolder for the task at hand.

Figure 974

When I click OK there is a new Calendar folder named for the new project with a checkbox. When I click to activate it, both calendars are available side by side.

Figure 975

I want to copy the stuff from my old Calendar to my new one, but when I highlight the portion I cannot drag and drop it, and even right-clicking offers no options that would help.

Figure 976

But I don't give up easily. Instead I use the Export to a File utility and choose my old favorite the Comma Delimited (Windows) *.CSV file.

Figure 977

I make sure I am exporting my original calendar.

Figure 978

And name it OLDCALENDAR.CSV and prepare to save it to my Desktop.

Figure 979

Just before pulling the trigger I get a chance to put in the exact duration of the trip.

Figure 980

Now it's just a matter of importing the file into my new Calendar.

Figure 981

And presto — the events are imported.

Figure 982

Well almost — in a chapter for Outlook Annoyances, the color-coded Labels don't transfer — everything is white. To concentrate on the new calendar all I need to do is uncheck my regular calendar and keep the new one active in the Navigation Pane.

Figure 983

But now I can begin to use the new calendar independently, and potentially export it to share with others.

What About Sharing Calendars?

You can share calendars using the SharePoint Services we described last month along with an MS Exchange Server, which is beyond the scope of this section.

However, there are third party solutions that can let you do this sort of thing including the HyperOffice that we covered in a recent update.

Publishing Your Calendar Online

An alternative to the Exchange Server scenario is to save it as a web page.

Figure 984

The next dialog box lets me focus on the dates I want and determine where I want the resulting HTML file saved (My Documents is the default).

Figure 985

The result is a very presentable but static calendar that I can view in a web browser. The only problem is that some tiny supporting files are needed to display it properly, so you're better off saving it directly to a Web Location that you set up beforehand. (Unfortunately saving to MHR is not an option).

Figure 986

As we saw earlier the only real export option for a Calendar file the Windows comma delimited CSV file.

The problem is getting an Outlook calendar to work with online calendars like Yahoo and Google. (Google just released a beta of its online calendar).

In most cases this involves downloading a synch utility rather than just uploading a CSV file. This gets messy and complex and generally forces you to choose between Outlook and the online app as your main planning tool.

But the new Google beta does let you import the CSV file that you can export from Outlook, thereby letting you start with your basic Outlook calendar and continue online in Google. This poses a problem if you need to continue to also work in Outlook.

In my case, I intend to upload my calendar to Google when I hit the road, and continue working in Outlook when I'm at home.

Posting the Outlook calendar as a static web page, however, also lets you refer to it during your travels by simply opening a web browser.

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