Sending calendar information with a message can be useful to let colleagues know when you are and are not available for a meeting. To send calendar information with an e-mail message, click the Calendar button in the Include section of the Message tab on the Ribbon. Outlook displays the Send a Calendar via E-Mail dialog box, shown in Figure 27-40. You make entries in this dialog box to specify the calendar information that will be sent, as follows:

1. If you have more than one calendar, select the calendar to use from the Calendar list.
2. Select the date range from the Date range list. Predefined ranges include today, tomorrow, and the next 7 days. Select Specify Dates from the list to enter a custom date range.
3. From the Detail list, select the level of calendar detail that you want included in the message. The choices are the following:
   • Availability Only: Time is shown as Free, Busy, Tentative, or Out of Office.
   • Limited Details: In addition to availability, this option includes the subjects of calendar items.
   • Full Details: In addition to availability, this option includes the full detail of calendar items.
4. Select the Show Time Within My Working Hours Only option to limit the sent calendar information to these hours. By default, they are 8:00 a.m. to 5:00 p.m. Monday–Friday. Click the Set Working Hours link to change this setting.
5. Click the Show button to display three additional options. Two of them relate to what information is included in the message. These options are relevant only if you selected Limited Details or Full Details. The third option determines the format of the sent calendar: Daily Schedule or List of Events. See the main text for information on these two layouts.
6. Click OK to close the dialog box and insert the calendar information in the message.

FIGURE 27-40
Sending calendar information in an e-mail message.

When calendar information is inserted in an e-mail message, at the top is a calendar of the month or months involved with the relevant days highlighted and underlined, as shown for July 13–19 in Figure 27-41. The recipient can click these days to go to the detail section for that day.

FIGURE 27-41
This part of the calendar information includes links to individual days.

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