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  1. #1
    New Lounger
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    Emailing Outlook Calendar (XP)

    How do I email my Outlook calendar to someone? My secretary and I both use Outlook, and it seems like it would be easier to email my calendar than to remember to print it off every so often. I know there's probably a way we can share over the network, but I'm out of the office most of the time, and not connected to the network.

    I know I probably just have to save it as a file. Of the options listed, I don't know what to choose.

    Thanks for your help.

    Jeanny

  2. #2
    Plutonium Lounger
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    Re: Emailing Outlook Calendar (XP)

    Select File | Import and Export... to start the Import and Export Wizard.
    In the first step, select Export to a File.
    In the second step, select Personal Folders (*.pst)
    In the third step, select your Calendar.
    Click Filter... to narrow down the selection to be exported (otherwise, your entire calendar will be exported). For instance, you can select only appointments in the month to come.
    In the fourth step, enter a path and a descriptive file name (you can use Browse... to locate a convenient folder).
    The options you see here are only relevant if you export to an existing .pst file (if so, the first option is the most appropriate one).
    Click Finish.

    You can attach the exported .pst file to an e-mail; you secretary can save the attachment to disk, then open it in Outlook using File | Open | Outlook Data File...

  3. #3
    Plutonium Lounger Leif's Avatar
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    Re: Emailing Outlook Calendar (XP)

    Further to Hans' tutorial, you can easily email individual appointments by simply dragging them from Calendar into a new email. When received, you simply drag them from the email and drop them anywhere in the Calendar view.

  4. #4
    Uranium Lounger
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    Re: Emailing Outlook Calendar (XP)

    In addition to the good advice you have received from Hans & Leif, if you are on an Exchange Server can I recommend that you look into providing your Assistant with access to your Calendar, and look into the Delegation Features in Calendar?

    You can set your Assistant as a delegate with various ability levels of view, create and respond to items, and also have your assistant be copied on meeting requests to you. Attached is a screen shot of the Permissions you can set (my settings with my Assistant, censored). Get to this dialog by right-clicking your Calendar, selecting Properties | Permissions. To get your Assistant to receive copied of meeting requests, go to Tools | Options | Delegates | select your Assistant (add your Assistant if not already there), click Permissions, and check the box "Delegate Receives copies of Meeting Related messages Sent to Me. Then your Assistant can open a copy of your calendar in a separate window each day, and help you manage your Calendar.

    You may want to discuss with your Assistant before setting this all up!
    -John ... I float in liquid gardens
    UTC -7ąDS

  5. #5
    3 Star Lounger
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    Re: Emailing Outlook Calendar (XP)

    There is also a real cool Word Add-In which grabs the selected Outlook calendar and populates the schedule into a Word document... it's a template and found on the Microsoft site... http://support.microsoft.com/default.aspx?...kb;en-us;290614

  6. #6
    4 Star Lounger pccoyle's Avatar
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    Re: Emailing Outlook Calendar (XP)

    I see John has provided the information on making your secretary a delegate. IMHO this is the best option as it provides continual access to updated information.
    Paul Coyle
    Approach love and cooking with reckless abandon

  7. #7
    5 Star Lounger
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    Re: Emailing Outlook Calendar (XP)

    Wow! Lots of great ideas... To round out the pot, below is a VB Code solution. It lets you select a day, then it builds a summary in the body of an email item. Anyone interested can copy the code below into Tools | Macros | Visual Basic Editor.

    Sub MailTodaysAppts()
    Dim strAns As String
    Dim dteAns As Date
    Dim strDefaultDate

    strDefaultDate = Date + 1
    strAns = InputBox("Enter the date to report MM/DD/YY): ", "Date Input", strDefaultDate)

    If strAns <> "" Then ' Cancel was clicked so do nothing
    If IsDate(strAns) Then
    dteAns = strAns
    Else
    dteAns = Date ' Didn't enter a valid date so assume today
    End If
    End If

    Call MailAnyDaysAppts(dteAns)

    End Sub

    Sub MailAnyDaysAppts(dteDate As Date)
    Dim objApp As Outlook.Application
    Dim objNS As Outlook.NameSpace
    Dim colCal As Outlook.Items
    Dim strFind As String
    Dim colMyAppts As Outlook.Items
    Dim objAppt As Outlook.AppointmentItem
    Dim objMsg As Outlook.MailItem
    Dim strHTML As String

    ' start HTML for message
    strHTML = "

    Here are my appointments for " & _
    FormatDateTime(dteDate, vbLongDate) & _
    ":</p><table>"

    Set objApp = CreateObject("Outlook.Application")
    Set objNS = Application.GetNamespace("MAPI")
    Set colCal = objNS.GetDefaultFolder(olFolderCalendar).Items
    colCal.Sort "[Start]"
    colCal.IncludeRecurrences = True

    ' get appointments spanning date
    strFind = "[Start] < " & _
    Quote(Format(dteDate, "dd mmm yyyy") & " 12:00 AM") & _
    " AND [End] > " & _
    Quote(Format(dteDate, "dd mmm yyyy") & " 12:00 AM")
    Debug.Print strFind
    Set colMyAppts = colCal.Restrict(strFind)
    For Each objAppt In colMyAppts
    strHTML = strHTML & AddApptRow(objAppt)
    Next
    Set colMyAppts = Nothing

    ' get appointments starting on date
    strFind = "[Start] >= " & _
    Quote(Format(dteDate, "dd mmm yyyy") & " 12:00 AM") & _
    " AND [Start] < " & _
    Quote(Format(dteDate + 1, "dd mmm yyyy") & " 12:00 AM")
    Debug.Print strFind
    Set colMyAppts = colCal.Restrict(strFind)
    For Each objAppt In colMyAppts
    strHTML = strHTML & AddApptRow(objAppt)
    Next

    ' create new message
    Set objMsg = objApp.CreateItem(olMailItem)
    With objMsg
    .Subject = "Appointments for " & _
    FormatDateTime(dteDate, vbLongDate)
    .HTMLBody = strHTML & "</table>"
    .Display
    End With

    Set objApp = Nothing
    Set objNS = Nothing
    Set colCal = Nothing
    Set colMyAppts = Nothing
    Set objAppt = Nothing
    End Sub

    Function AddApptRow(objAppt As Outlook.AppointmentItem) As String
    Dim strRow As String
    strRow = "<tr><td valign=" & Quote("top") & _
    "width=" & Quote("100") & ">"
    If objAppt.AllDayEvent = True Then
    strRow = strRow & "All day"
    Else
    strRow = strRow & _
    FormatDateTime(objAppt.Start, vbShortTime) & _
    " - " & FormatDateTime(objAppt.End, vbShortTime)
    End If
    strRow = strRow & "</td><td valign=" & Quote("top") & ">" & _
    objAppt.Subject
    If objAppt.Location <> "" Then
    strRow = strRow & " (" & _
    objAppt.Location & ")"
    End If
    strRow = strRow & "

    "
    If objAppt.Body <> "" Then
    strRow = strRow & objAppt.Body & "

    "
    End If
    strRow = strRow & "</td>"
    AddApptRow = strRow
    End Function

    Function Quote(MyText)
    Quote = Chr(34) & MyText & Chr(34)
    End Function

  8. #8
    5 Star Lounger
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    Re: Emailing Outlook Calendar (XP)

    Just did a search on emailing calendars and found your post. Just what I was looking for. And it works fine on OL 2003.
    Thanks,
    Howard

  9. #9
    3 Star Lounger
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    Re: Emailing Outlook Calendar (XP)

    Glad to hear this option works for you!

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