Entourage 2004
Shared Calendars: An Overview
One of the benefits of Entourage is the ability to share Calendars with others. Calendars can be shared to allow others to view your Calendar but not make any changes. Access can also allow 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 as a visual cue for the Calendar owner 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
Entourage supports two methods for sharing Calendars (and other Entourage resources).
Few Individuals
If you are sharing to only a few users, the best way to share your Calendar would be to establish the appropriate permissions on your calendar and then have the user use the File » Open Other User's Folder command. This command adds your calendar to their Calendars list for quick access in the future.
In order for others to access your Calendar through the File » Open Other User's Folder command, you need to grant them access to your calendar.
For instructions on how to setup and access a shared Calendar, refer to Opening Shared Calendars.
Wide Group of Individuals
If you are sharing with several people or do not know the specific people that will need access, the easiest way to share a Calendar would be to use public folders. Like the other options, you can set permissions per user or for groups.
For instructions on how to setup and access public Calendars, refer to Creating a Public Calendar.
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 Events.
