Microsoft Outlook 2007
Shared Calendars: An Overview
One of the benefits of Outlook is the ability to share Calendars with others. Calendars can be shared to provide access for others to view but not make any changes. Access can also be provided for others to make appointments on your Calendar. Access is based on permissions established with appropriate department personnel.
General Etiquette Tips
The following etiquette tips are recommended when you are scheduling an appointment on someone else's Calendar. Individual departments may also have guidelines for creating appointments on someone else's Calendar.
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Set the time as tentative so the Calendar owner can tell at a glance that the Calendar has changed.
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Use the Appointment dialog box and include a brief note about the appointment (as you would in a phone message). Including contact information as part of this note may be appropriate if the Calendar owner needs to contact the person prior to the meeting.
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Sign the note with your initials or your name.
Sharing Options
Outlook supports two methods for sharing Calendars (and other Outlook resources). These include:
- sharing to a few users outside your department
- sharing to members of your department
Few Users
If you are sharing to only a few users outside of your department, the best way to share your Calendar would be to establish the appropriate permissions on your calendar. Then from the menu, have the user select the File » Open » Other Users Folder command.
To allow others access to your Calendar through the Open » Other Users Folder command, you need to grant them access to your calendar.
Members of Your Department or Other Group
When sharing Calendars within your department, or other group, from the menu select File » Open » Other Users Folder command. Permissions can still be set per user and not all members of the department have to be able to see the Calendar.
For instructions on how to setup and access shared Calendar, refer to Sharing Your Calendar with Department Members.
Appointments and Shared Calendars
When making an appointment on someone else's Calendar, the process is the same as making an appointment on your Calendar. It is recommended that you use the New Appointment dialog box so you can add a note about the appointment. When making an appointment on your Calendar, you can set it as private so others viewing your Calendar cannot see the details of the appointment. For more instruction on making appointments, refer to Scheduling Appointments.
