Sharing Information with Others in MOS Outlook

Key Concepts

Sharing information with others in Microsoft Outlook involves several key concepts:

• Sharing Calendars
• Sharing Contacts
• Sharing Tasks
• Sharing Notes
• Using Public Folders
• Collaborating with Shared Mailboxes
• Using OneDrive for Sharing Files
• Setting Permissions for Shared Items
• Managing Shared Information

Sharing Calendars

Sharing calendars allows you to give others access to your schedule. To share a calendar:

• Open the "Calendar" module in Outlook.
• Right-click on the calendar you want to share and select "Share Calendar."
• Enter the email addresses of the people you want to share with.
• Set the permissions (e.g., View Only, Edit) and click "Send."

For example, if you are planning a team meeting, you can share your calendar with team members to find a suitable time.

Sharing Contacts

Sharing contacts allows you to provide others with important contact information. To share contacts:

• Open the "People" module in Outlook.
• Select the contact(s) you want to share.
• Click on the "Share" button and enter the recipient's email address.
• Click "Send" to share the contact information.

Imagine sharing contacts as giving someone a phone book. Just as you would share a phone book with a colleague, you can share contacts in Outlook.

Sharing Tasks

Sharing tasks allows you to assign and track responsibilities with others. To share tasks:

• Open the "Tasks" module in Outlook.
• Select the task you want to share.
• Click on the "Assign Task" button.
• Enter the recipient's email address and set the task details.
• Click "Send" to assign the task.

Think of sharing tasks as delegating responsibilities. Just as you would assign tasks in a project, you can share tasks in Outlook.

Sharing Notes

Sharing notes allows you to collaborate on ideas and information. To share notes:

• Open the "Notes" module in Outlook.
• Right-click on the note you want to share and select "Share Note."
• Enter the recipient's email address and click "Send."

Imagine sharing notes as passing around a notepad. Just as you would share a notepad during a meeting, you can share notes in Outlook.

Using Public Folders

Public folders allow you to share information with a group of people. To use public folders:

• Open the "Folder Pane" in Outlook.
• Navigate to the "Public Folders" section.
• Create or select a public folder and add items (e.g., emails, contacts, tasks).
• Set permissions for who can access and modify the folder.

Think of public folders as bulletin boards. Just as you would post information on a bulletin board, you can use public folders to share information in Outlook.

Collaborating with Shared Mailboxes

Shared mailboxes allow multiple users to access the same inbox. To collaborate with shared mailboxes:

• Open the "Folder Pane" in Outlook.
• Navigate to the "Shared Mailboxes" section.
• Select the shared mailbox you want to access.
• Manage emails, contacts, and tasks as needed.

Imagine collaborating with shared mailboxes as working on a joint email account. Just as you would share an email account with colleagues, you can collaborate with shared mailboxes in Outlook.

Using OneDrive for Sharing Files

Using OneDrive allows you to share files with others without attaching them to emails. To use OneDrive:

• Upload the file to OneDrive.
• Right-click the file and select "Share."
• Enter the email addresses of the people you want to share with.
• Set the permissions (e.g., View Only, Edit) and click "Share."

Think of using OneDrive as sharing a cloud storage locker. Just as you would share access to a locker, you can share files via OneDrive in Outlook.

Setting Permissions for Shared Items

Setting permissions ensures that shared information is accessed appropriately. To set permissions:

• Open the item you want to share (e.g., calendar, contact, task).
• Click on the "Share" button.
• Set the permissions (e.g., View Only, Edit) for each recipient.
• Click "Send" to share the item with the specified permissions.

Imagine setting permissions as defining roles in a team. Just as you would assign roles in a team, you can set permissions for shared items in Outlook.

Managing Shared Information

Managing shared information involves keeping track of who has access and ensuring updates are made. To manage shared information:

• Regularly review shared items to see updates and changes.
• Communicate with collaborators to ensure everyone is informed.
• Update shared items with new information as needed.

Think of managing shared information as maintaining a shared to-do list. Just as you would keep a shared list updated, you can manage shared information in Outlook.