How To Set Up A Shared Calendar In Outlook 2007
Crash grade on Microsoft Outlook 2007 calendar sharing
Microsoft Outlook 2007'south agenda is a great way to keep tabs on your schedule and let co-workers know when you lot're gratis. Learn how to share your calendar and access other user's calendars.
Substitution administrators frequently receive questions from users about managing Outlook calendars and calendar sharing capabilities. Fortunately, sharing individual Microsoft Outlook 2007 calendars is very easy -- and users tin can set up it upwards themselves. Here are the steps you tin share with your users, helping them to to share their calendars, customize personal calendars and view multiple Outlook calendars in overlay mode.
Sharing an Outlook 2007 calendar
To share a default calendar, open your calendar and select Share My Calendar from the taskbar on the left. Outlook will create a new email message with the subject line -- Sharing Invitation: <your name> - Calendar.
This message contains 2 check boxes (Figure 1, the first of which allows the selected recipient to view your agenda. The second check box lets you transport a request to view someone else's calendar.
Figure 1. Share your calendar and send a request to view some other user's Outlook agenda.
Setting your Outlook agenda permissions
When you share your calendar, Reviewer permissions by are assigned default. This means that the recipient is given read-only access to your calendar. You tin can easily alter this setting.
Right-click on the list for your shared calendar in Outlook's All Calendar Items section, then cull the Alter Sharing Permissions command. Outlook will display the Permissions tab (Figure 2).
Figure two. The Permissions tab displays a list of all people allowed to view your Microsoft Outlook 2007 calendar.
This tab lists everyone with permission to view your calendar; use this tab to add or remove calendar admission or modify permissions. Outlook 2007 provides several pre-defined permissions schemes, or you tin can create a custom set of permissions.
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Sharing custom Outlook calendars
Outlook users can also create multiple calendars. A user will often create a personal calendar or a calendar related to a specific projection. If y'all await at Figure 3, y'all'll see that not-default (custom) calendars are listed in the Other Calendars section of the taskbar on the left.
Effigy 3. Outlook 2007 lets users create and customize multiple calendars.
When a user shares his calendar, only the default calendar is shared. When someone else views your calendar, that person cannot run into the free/decorated information listed on your other calendars. If your default agenda shows you are free during a sure time, then other users volition run into yous as costless at that time, regardless of what is scheduled on your other calendars.
You can also share your alternate calendars by right-clicking on the agenda you'd similar to share and choosing Share.
Opening another user'due south Outlook calendar
If you await back at Figure 3, you'll discover that the Calendar taskbar contains the selection to open up a shared agenda. This option displays a dialog box that asks for the name of the recipient whose calendar you want to open up.
Y'all tin can either enter the recipient'due south name manually or yous click the Name push button and select the recipient from the Global Address Listing. After specifying the recipient's name, click OK to open up his or her calendar.
Once you open up the calendar, Outlook volition display it adjacent to yours (Figure iv). A tab at the top of each agenda identifies whose calendar you're looking at. It should be unproblematic to figure out which calendar is yours and which is another user's, just without identifying labels information technology can get disruptive when you open up more than two calendars. Outlook will open up upwards to thirty calendars at a time.
Figure 4. Outlook displays calendars next.
Viewing Outlook calendars in overlay fashion
If yous're viewing multiple Outlook calendars, manually comparing schedules tin become tricky. 1 solution is to use Overlay mode, which allows you to view anybody's free/busy information on a mutual calendar.
To use this feature, right-click on a calendar and choose the View in Overlay Mode option. Effigy five shows out Outlook combines appointments onto one agenda and colour codes them.
Figure 5. Overlay mode combines all of the appointments onto a unmarried calendar.
About the author: Brien M. Posey, MCSE, is a five-time recipient of Microsoft's Almost Valuable Professional (MVP) award for his piece of work with Exchange Server, Windows Server, Net Information Services (IIS), and File Systems and Storage. Brien has served as CIO for a nationwide concatenation of hospitals and was once responsible for the Section of Data Direction at Fort Knox. As a freelance technical author, Brien has written for Microsoft, TechTarget, CNET, ZDNet, MSD2D, Relevant Technologies and other technology companies. You tin can visit Brien's personal website at world wide web.brienposey.com.
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