SharePoint calendars IV: Tips and tricks Tips for working in a SharePoint calendar If you’re taking this course, you’re probably already familiar with SharePoint calendar basics. Now you’re ready to try a few more advanced features and get the full benefit of a SharePoint calendar, such as finding calendar items, controlling the look of you calendar, using reminders, and more.

SharePoint calendars IV: Tips and tricks Receive alerts and learn of changes It’s annoying to have to keep checking the team calendar to see updates. Did vacation dates change? Was the conference rescheduled? With a calendar on a SharePoint site, you can use e- mail alerts so that you’ll be notified of changes as they occur. You’ll set up alerts from the SharePoint site: Start from the calendar that you want to receive alerts for, and then click Alert Me on the Actions menu.

SharePoint calendars IV: Tips and tricks See everything in the calendar at once Because the calendar is a list of events, you can look at everything in it all at once. Click All Events in the View box in the upper- right region of the site. When you do that, you’ll see the calendar as a simple, easy-to-sort list. This can be handy if you want to scan calendar entries without having to navigate between months or weeks, for example.

SharePoint calendars IV: Tips and tricks See only what you want to see with a custom view Suppose your work group uses a calendar to track schedules, including when people will be on vacation. You could create a special view that showed just vacations. You’d start by clicking Create View in the View box in the upper-right region of the site, and then create your custom view from there.

SharePoint calendars IV: Tips and tricks Search for a specific item (method 1) Looking for something? Sometimes you can only remember a few details of a calendar entry. In that case, you can use the Search box to search the whole calendar by using the information that you do remember for the search criteria.

SharePoint calendars IV: Tips and tricks Search for a specific item (method 1) The picture provides an example. In the Search box, type the search criteria (the picture uses “seminar” to find the calendar entries about the seminar. Click the Go search button. The results are returned in a search results page.

SharePoint calendars IV: Tips and tricks Search for a specific item (method 2) What if you’re looking at the shared calendar from Outlook? It’s also possible to search for items in the SharePoint calendar right from Outlook. If you’re already familiar with searching in Outlook, there’s just one extra step you’ll need to remember: Click the name of the shared calendar in the Navigation Pane. Doing that will limit your search to the shared calendar only.

SharePoint calendars IV: Tips and tricks Search for a specific item (method 2) In case you’re new to search in Outlook, the picture shows a summary. Click the name of the shared calendar. In the Search box, type your criteria. Your search results will appear in the Search Results pane.

SharePoint calendars IV: Tips and tricks Tell people about it from Outlook Once your shared calendar is connected to Outlook, you can let people know about it, right from Outlook. Click Share “SharePoint Calendar Name” (where SharePoint Calendar Name is the name of the shared calendar). The recipient will be able to connect to the shared calendar, again right from Outlook.