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How to create a shared calendar in Outlook/Exchange that requires approval before displaying events

Posted on 2014-02-26
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Last Modified: 2014-05-05
I am trying to create a company calendar where the few people in the company can enter their vacation days, sick time, travel days, etc. My problem is that I want each person in the company to be able to request the time without it showing up on the calendar until it has been approved. I have setup a shared calendar where it works except as soon as I request a day off, everyone sees it before it's approved. I don't want it to be visible on the calendar until it has been approved. Is this possible? I am running Exchange 2010 and Outlook 2010/2013.
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Question by:G27
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Assisted Solution

by:Adam Brown
Adam Brown earned 500 total points
ID: 39888947
You need to enable calendar processing and set up someone to act as a moderator for the calendar. http://exchangemaster.wordpress.com/2011/11/03/moderated-calendar-in-exchange-2010-using-a-resource-mailbox-for-calendars/ should give you a good explanation on what you need to do.
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Author Comment

by:G27
ID: 39889041
Based on the link, it looks like I have to create a room. I would think this would get confusing for a user who is just trying to add some vacation days. I can hear them saying "What does a room have to do with my taking time off?". Is this the only way to do it?
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LVL 39

Accepted Solution

by:
Adam Brown earned 500 total points
ID: 39889526
Room or Equipment mailboxes are the only type of mailboxes that have the moderation functionality available to them. The fact that it's a room mailbox isn't really displayed to the person who adds things to it, it just adds the moderation functionality to the mailbox and allows it to be selected as a meeting place in meeting invites. If you use the Equipment option, it wouldn't show up as a room in meeting invites.
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LVL 39

Assisted Solution

by:Adam Brown
Adam Brown earned 500 total points
ID: 39889539
An alternative would be to set up a regular mailbox that someone maintains and have end users send meeting invites to the mailbox denoting what time they are going on vacation, then have someone periodically check and approve those meeting events. Just make it so no one but the person who is managing that mailbox has write access on the calendar folder.
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Author Closing Comment

by:G27
ID: 40042775
Thanks for the help.
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