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Shared Calender In Outllok 2003

Posted on 2006-11-14
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Last Modified: 2010-04-08
Hi

Please can you let me know how i go about creating a shared group calendar in outlook 2003 (The office is running Exchange 2003), so that each person in the office can have access and duplicate meetings so there is a central location. I am assuming that this will not give them reminders, but it is more a means of letting everyone know where each other is at any point in time.
 

Thanks
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Question by:LFC1980
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8 Comments
 
LVL 18

Expert Comment

by:kjanicke
ID: 17938291
Greetings:

You could do this with a public folder ...

or ...

And it's a bit more to set-up but you wouldn't need to duplicate the calendars ...

Set up a group schedule ...  Have evrybody share their calendar if they want other people to view the details of events.

In Calendar, on the Actions menu, click View Group Schedules.

Create a group schedule
Click New.
Type a name for the new group schedule, and then click OK.
Click Add Others, and then click either Add from Address Book or Add Public Folder.
Select the names or the public folder, and then click OK.

View a group schedule
Select the group schedule you want to view, and then click Open.

Delete a group schedule
Select the group schedule you want to delete, and then click Delete.

Note  To refresh the free/busy data on the calendar, click Options, and then click Refresh Free/Busy.
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LVL 18

Expert Comment

by:kjanicke
ID: 17938301
Customize a group schedule  

In Calendar, on the Actions menu, click View Group Schedules.
Click the group schedule you want, and then click Open.
Click Options, and then click any of the following:
Show Only Working Hours By default, the group calendar displays the working hours you have specified in the Start time and End time boxes in the Calendar Options dialog box (Tools menu, Options command). If you clear the check box next to Show Only Working Hours, you will see all 24 hours of each day when you look at the group calendar.
Show Calendar Details By default, the group calendar displays details of all calendar items, unless an item has been marked private by its owner. If you clear the check box next to this option, the calendar will not include any details.
AutoPick Finds available times for all group members.
Refresh Free/Busy Connects to the free/busy server and obtain the latest free/busy information for all group members.
 
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LVL 18

Expert Comment

by:kjanicke
ID: 17938309
Here's a link for your users how to share a folder, and open somebody else's folders.

http://office.microsoft.com/en-us/outlook/HA011134811033.aspx?pid=CL100626971033
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Author Comment

by:LFC1980
ID: 17939050
If i did it with Public Fodlers, i guess that would be the easiest wya.

But once im in the public folder, what do i do to get a new calendar up. i.e. I can see options for New Folder..etc, but not calendar...Or am i just approaching this the wrong way?
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LVL 18

Expert Comment

by:kjanicke
ID: 17939100
Greetings:

Create a new folder and make sure it is make with appointment items instead of emails.

You have to do this in outlook.  You can't create a calendar in exchange.

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Author Comment

by:LFC1980
ID: 17939319
Im sorry, but i'm having a bit of trouble understading....So do i highlight The public fodlers first, then go to File---> new--> folder. Then in the new folder make an appointment?

Or is there a way of making a calendar in the new folder
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LVL 18

Accepted Solution

by:
kjanicke earned 500 total points
ID: 17939587
Greetings:
To create a public folder  Important

To create a public folder, you must have permission to create folders in an existing public folder. For information about how to obtain permission, see the person responsible for your network.

Open Outlook 2003.
On the File menu, point to New, and then click Folder.
In the Name box, type a name for the folder.
In the Folder Contains box, click the type of folder that you want to create. -- This is where you specify Calendar items.  (Appointments in earlier versions of outlook)
In the Select where to place the folder list, click the location for the folder.
To quickly create a public folder that contains existing items

In the Folder List, click the private folder you want to copy.
On the File menu, point to Folder, and then click Copy folder name.
In the list, click the public folder that you want the private folder copied to.
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Author Comment

by:LFC1980
ID: 17939661
ah ok.

The day is almost over, so i dont want to attemp it today, also the user is away for a couple days now.

But answer looks excellently explained. Points are yours, but just dont want to Accept just yet incase i have a follow up.

If i forget to accept or follow up, just bump this thread so i get a reminder and i'll reply/accept

Thanks again mate.
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