• Emailing Outlook Calendar (XP)

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    #387002

    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

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    • #673688

      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…

    • #673689

      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.

    • #673708

      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!

    • #673714

      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

      • #1130898

        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

    • #673753

      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.

    • #673759

      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) & _
      “:

      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”)
      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 & "


      .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 = “


      If objAppt.AllDayEvent = True Then
      strRow = strRow & “All day”
      Else
      strRow = strRow & _
      FormatDateTime(objAppt.Start, vbShortTime) & _
      ” – ” & FormatDateTime(objAppt.End, vbShortTime)
      End If
      strRow = strRow & “ ” & _
      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 & “


      AddApptRow = strRow
      End Function

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

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