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Group calendar for 2 home users.

Posted on 2005-04-18
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Last Modified: 2011-04-14
Hi all

I am interested in setting up a system whereby both me and my wife can log in to our laptop and be able to see what the other has scheduled for the day.

We have the laptop on a wireless network during the day and we have a desktop PC which is on a ALWAYS-ON connection. The desktop PC already has apache web server on it so maybe the web-based approach is the answer.

Please advise.




Leon

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Question by:Leon5178
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Expert Comment

by:traval
ID: 13807196
Just to verify, you have one laptop and the calendar will only be viewed by one person or the other at a time, you will not have both of you accessing the calendar from multiple machines simultaneously?  Correct?

If so you can add each other's PST files to the other person's profile, so that the calendar is viewable.

Reply back with the version of Outlook you are using and I will post the appropriate steps.
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Author Comment

by:Leon5178
ID: 13807266
Yes, we have one laptop. We could have multiple users on this if need be. We will not have both parties accessing from multiple machines because only the laptop will be used. However, each person's calendar needs to be individual.

Sounds good. Please post the steps.
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Expert Comment

by:traval
ID: 13807896
OK, the steps are quite different depending on the version of Outlook you are using, can you reply with that info?
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Author Comment

by:Leon5178
ID: 13813407
We have Office 2003 installed on the laptop.
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traval earned 2000 total points
ID: 13817141
OK, here's the gist.  Assuming there are two profiles, A and B.  With Outlook closed go to CONTROL PANEL->MAIL icon.  Click on SHOW PROFILES.

Highlight profile A and choose properties, then click DATA FILES.  Highlight your PST file here and choose SETTINGS, make note of the path and filename of the file, and change the name from "Personal Folder" to "Bob's Personal Folder" using whatever that person's name it.  Click OK.  Click CLOSE->CLOSE.

Highlight profile B and choose properties, then click DATA FILES.  Highlight your PST file here and choose SETTINGS, make note of the path and filename of the file, and change the name from "Personal Folder" to "Bob's Personal Folder" using whatever that person's name it.  Then click OPEN FOLDER and navigate to profile A's PST file to add it to profile B.  Click CLOSE->CLOSE.

Back to profile A's properties, click DATA FILES->OPEN FOLDER and navigate to profile B's pst file and add it to profile A.

Now start Outlook in either profile.  You will see that if you click on CALENDAR in the NAVIGATION PANEthat you still have your calendar there, but an option for the other person's calendar is there, you can display it by checking the box.  If you look in the FOLDER LIST you will actually see the other person's PST file, but it is not linked to your navigation bar, so you won't see anything form it by clicking MAIL, or CONTACT, or whatever from the NAGIVATION PANE.
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Author Comment

by:Leon5178
ID: 14058308
Hi there

This may be a dumb question but where better to ask eh ?  :-)

When I attempt to locate the other user's data files, I am unable to as it is under their LOCAL SETTINGS folder and this is normally not accessible to other windows users.

What am I doing wrong ?
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Assisted Solution

by:traval
traval earned 2000 total points
ID: 14060843
If you are logged in with administrative rights, then open Windows Explorer (right click start and choose explore) and then click TOOLS->FOLDER OPTIONS->VIEW tab.  Choose the option to show hidden files and folders.  Then you should be able to see it.

Another option is just to drag the PST file to a folder elsewhere on the computer, someplace that doesn't specifically "belong" to either user.  Then when yoiu open Outlook it is going to say "hey, I can't find the pst file, where is it?" and then you can use the browse button to show Outlook where it is not at and it will open from their instead.
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Author Comment

by:Leon5178
ID: 14061567
Hi there

Thanks again for your response. It has worked as you stated. I am going to allocate the points now but before I do, how can I stop the other user from seeing my emails ?

I only want to share my calendar ! :-)


Thanks

Leon
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Expert Comment

by:traval
ID: 14062398
Then it gets a bit more complicated.  You cannot assign permissions to specific folders in a PST file, if the user has access to the PST file they have access to all of it.  So you are going to need to create a new PST file, and you will end up with one PST file which has your email and another which has the calendar which you are sharing.

I would recommend doing the following:
1.  Add a new PST file to your profile (file->open->outlook data file), create a folder in it called whatever.
2.  Make a rule that moves email (don't specify any criteria and it will move all of them) coming in to a folder in the new PST file you just created
3.  do the same thing for the other profile

Now, when you are in your profile, any email that comes in is moved to the PST file which you are not sharing.  When in the other profile, your email won't come in (assuming it is not configured with your email account info) and the email isn't in the shared PST file, so it is not visible.

It's kind of complicated to explain, but the reason I suggest doing it per the steps above is that the shared file will remain the "default" pst file, meaning that appointments in your calendar can trigger pop up reminders.  While you could also put the calendar in the new folder you add via step 1 above, and leave your email in the "default" PST file, you wouldn't get pop up reminders for appointments.  Since you don't get pop-ups off of email I think this route would be best for you.

So just to recap:
1.  Each profile has it's default PST file set as the shared file with the calendar in it
2.  Each profile has another (non-shared) PST file that holds it's mail
3.  Each profile has a rule that moves any incoming email from the default inbox to the non-shared folder
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