Outlook Calendar is our Company Electronic appointment and work scheduler. We use Calendar to schedule the following:

• Internal Meetings
• Clients' Meetings
• Clients' Work
• Clients' Training & Advisory
• Time Off and Leave

Share your Calendar

The first time you log into MS Office Calendar you will need to share your calendar with the other Team Members

1. Log into Office Calendar from the Practice Protect Portal
   
   è  MS Office Calendar 
   
   
   
   
2. Click on Share > Calendar
   
   è  The Sharing and permissions screen opens
   
   
   
   
3. Type the email address of one of your team members and click on [Share]
   
   è  The Sharing and permissions screen
   
   
   
   
4. Select the permission option: Can view all details
   Note: this option will still allow you to book private appointments
   
   è  The Sharing and permissions screen
   
   
   
   
5. Repeat the above steps to share your Calendar with all other Team Members
   
   è  Your Team member will receive an email request to accept the Calendar invite
   
   
6. Once they click on [Accept and view calendar] their Calendar will be listed in your Office Calendar under the People's Calendar Heading
   Note: the above steps will allow you to view other Team Members' calendars, for them to view your Calendar instead, they will need to send a share request to you.

Set up your Activity Categories

1. From your Office Calendar, click on the Settings icon  then at the bottom of the Settings Pane click on View all Outlook settings
   
   è  The Outlook Settings screen opens
   
   
   
   
2. Click on the [General] Tab and then [Categories]
3. Click on Create category
   
   è  The Create new category screen opens
   
   
   
4. Type the Category Name and select the relevant colour
   Note: hover the mouse on the colour palette and the colour name will display
5. Click on [Save]
6. Repeat the above steps for all Categories

List of Categories

• BKP - Advanced > Dark Blue
• BKP - BAS/IAS > Light Teal
• BKP - Client Meetings > Steel Gray
• BKP - General Bookkeeping > Blue
• CNS - Training on site > Red
• CNS - Training Remote > Dark Red
• INT - L&D On Site > Dark Olive
• INT - L&D Remote > Dark Teal
• PAY - EOPY > Dark Orange
• PAY - Payroll > Orange
• PAY - Superannuation > Peach
• PVT - Personal Appt > Dark Purple
• PVT - Time Off/Leave > Dark Magenta
• SUP - Support Desk > Yellow
• SUP - Support Work > Dark Yellow

Create Calendar views

Once your Team Members have accepted your share calendar requests, you can then view their calendars.

1. To view one or more Team Members' Calendar on your Office Calendar, go to People's calendars and click on their names
   Note: the calendars will show left to right in the order that you have selected each of your Team Members
2. You can then choose a number of Calendar View options:
   • Split or Merged > Split shows a calendar column for each team member, merged shows one calendar with all Team Members' appointments overlapping
   • Period > You can choose between: Day, Week, Work Week or Month
3. Once you have set a view suitable to your work preferences, you can save it as a Custom View
   
   è  MS Office Calendar 
   
   
   
   
4. Click on the current view (i.e. Week) and select the period and view type
5. Click on Save current view
   
   è  The Save current view screen opens
   
   
   
   
6. Give a name to the new Custom View and click on [Save]
   
   è  The new Custom View is listed under the Period options
   
   
7. You can now switch from one view to another