Microsoft Entourage 2008

Working with Shared Calendars

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
Opening a Shared Calendar
Removing Shared Calendars
Appointments and Shared Calendars

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.

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.
Sign the note with your initials or your name so that the Calendar owner can see that the Appointment was made by you.

Opening a Shared Calendar

Once a person has set permissions, you can open their shared calendar and view it from your Calendar folder list. 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.

From the toolbar, click CALENDAR
The Calendar view appears.
From the File menu, select Open Other User's Folder...
The Open Other User's Folder dialog box appears.
In the User text box, type the username of the person whose Calendar you would like to view
OR
To select the name from the campus directory, click FIND USER
NOTE: For more information on using the address directory, refer to Locating UW-Eau Claire Recipients.
Click OK
NOTE: The person's Calendar is displayed in your Calendar Folder List.
Click their Calendar
Their Calendar is displayed.

Removing Shared Calendars

You can easily remove shared calendars from your Calendar Folder List. To do so, use the following steps:

From the toolbar, click CALENDAR
The Calendar view appears.
In the Calendar Folder List, press [] and click the person's Calendar you want to remove » select Remove from View
A confirmation dialog box appears.
Click REMOVE

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.