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Scheduling a group meeting on Public Calendars in Outlook
Our office has begun using Exchange Server and Outlook
(including its Public Calendars) as our contact management system. We have had Outlook on our PC's for years and are comfortable using it, but we have been unable to schedule a group meeting. We have established a defined distribution group so that when I try to schedule a meeting by clicking the 'Schedules' tab in my 'Public' calendar and open the 'group schedules' box for that team, I get a dialog box that shows the public calendars of each of the team members as a list of horizontal schedules by hour for the date selected with any existing appointments noted. When I select an available slot for all the members and click on the "Make Meeting" tab, I select the 'new appointment' tab, which brings up an appointment form. I then select the 'Scheduling' tab and add the team members' names. Once that form is filled out, sent and saved, it appears on my public calendar, but on the 'private' calendar of the other members. There must be a way either to synchronize the public and private calendars in Outlook; or to have the scheduling function point to the 'public' calendars of all of us; or to delete the private calendars altogether so that the public calendar is all any of us uses. We need to be able not only to have access to each other's calendars for information purposes, but to be able to schedule appointments for each other when necessary. Any ideas? Thanks in advance for any help you can provide. |
#2
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Scheduling a group meeting on Public Calendars in Outlook
Do you mean that each person has a calendar folder in Public Folders? You
should be creating appointments in your Calendar folder in your Exchange mailbox (and your mailbox should be your default information store). -- Sue Mosher, Outlook MVP Author of Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx "Russ Bishop" wrote in message ... Our office has begun using Exchange Server and Outlook (including its Public Calendars) as our contact management system. We have had Outlook on our PC's for years and are comfortable using it, but we have been unable to schedule a group meeting. We have established a defined distribution group so that when I try to schedule a meeting by clicking the 'Schedules' tab in my 'Public' calendar and open the 'group schedules' box for that team, I get a dialog box that shows the public calendars of each of the team members as a list of horizontal schedules by hour for the date selected with any existing appointments noted. When I select an available slot for all the members and click on the "Make Meeting" tab, I select the 'new appointment' tab, which brings up an appointment form. I then select the 'Scheduling' tab and add the team members' names. Once that form is filled out, sent and saved, it appears on my public calendar, but on the 'private' calendar of the other members. There must be a way either to synchronize the public and private calendars in Outlook; or to have the scheduling function point to the 'public' calendars of all of us; or to delete the private calendars altogether so that the public calendar is all any of us uses. We need to be able not only to have access to each other's calendars for information purposes, but to be able to schedule appointments for each other when necessary. Any ideas? Thanks in advance for any help you can provide. |
#3
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Scheduling a group meeting on Public Calendars in Outlook
Dear Sue,
Thanks for your prompt response!! I tried to reply directly to you by email yesterday, but probably should have used this method instead. In answer to your question, each person does have a calendar folder in Public Folders, and that is where we are trying to create the group appointments. However, the Public Folders/calendars have not been set as the default folders or calendars and we have not been working through the Exchange mailbox (at least I don't think we have) so I don't think that's been set as our default information store. How would we do that? Should we move our individual public folders up the Explore Exchange "tree" to the "branches" where our individual mailboxes reside? Is there any way to copy appts automatically from our private calendars to our public ones or to synchronize them manually? Alternatively, can we replace our private calendars with our public ones and solve the problem that way? There doesn't seem to be any "Help" for any of these possiblities in the Exchange Help Index. Any place else we can look for it? Thanks again for your help, Russ Bishop -----Original Message----- Do you mean that each person has a calendar folder in Public Folders? You should be creating appointments in your Calendar folder in your Exchange mailbox (and your mailbox should be your default information store). -- Sue Mosher, Outlook MVP Author of Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx "Russ Bishop" wrote in message ... Our office has begun using Exchange Server and Outlook (including its Public Calendars) as our contact management system. We have had Outlook on our PC's for years and are comfortable using it, but we have been unable to schedule a group meeting. We have established a defined distribution group so that when I try to schedule a meeting by clicking the 'Schedules' tab in my 'Public' calendar and open the 'group schedules' box for that team, I get a dialog box that shows the public calendars of each of the team members as a list of horizontal schedules by hour for the date selected with any existing appointments noted. When I select an available slot for all the members and click on the "Make Meeting" tab, I select the 'new appointment' tab, which brings up an appointment form. I then select the 'Scheduling' tab and add the team members' names. Once that form is filled out, sent and saved, it appears on my public calendar, but on the 'private' calendar of the other members. There must be a way either to synchronize the public and private calendars in Outlook; or to have the scheduling function point to the 'public' calendars of all of us; or to delete the private calendars altogether so that the public calendar is all any of us uses. We need to be able not only to have access to each other's calendars for information purposes, but to be able to schedule appointments for each other when necessary. Any ideas? Thanks in advance for any help you can provide. . |
#4
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Scheduling a group meeting on Public Calendars in Outlook
The best procedure would be to get rid of the individual public calendars,
and use the Calendar folder in each mailbox for creating appointments. The mailbox Calendar folder publishes free/busy information that you can access from any Outlook appointment, without going through Group Schedules (and you can see it in a Group Schedule, too). Unless you have PST files in the profile, the mailbox is already the default store. If you want to check, choose Tools | Email Accounts | View or change existing e-mail accounts | Deliver new mail to the following location. For tools to copy appointments between folders, see http://www.slipstick.com/outlook/sync.htm#exssync -- Sue Mosher, Outlook MVP Author of Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx "Russ Bishop" wrote in message ... Dear Sue, Thanks for your prompt response!! I tried to reply directly to you by email yesterday, but probably should have used this method instead. In answer to your question, each person does have a calendar folder in Public Folders, and that is where we are trying to create the group appointments. However, the Public Folders/calendars have not been set as the default folders or calendars and we have not been working through the Exchange mailbox (at least I don't think we have) so I don't think that's been set as our default information store. How would we do that? Should we move our individual public folders up the Explore Exchange "tree" to the "branches" where our individual mailboxes reside? Is there any way to copy appts automatically from our private calendars to our public ones or to synchronize them manually? Alternatively, can we replace our private calendars with our public ones and solve the problem that way? -----Original Message----- Do you mean that each person has a calendar folder in Public Folders? You should be creating appointments in your Calendar folder in your Exchange mailbox (and your mailbox should be your default information store). "Russ Bishop" wrote in message ... Our office has begun using Exchange Server and Outlook (including its Public Calendars) as our contact management system. We have had Outlook on our PC's for years and are comfortable using it, but we have been unable to schedule a group meeting. We have established a defined distribution group so that when I try to schedule a meeting by clicking the 'Schedules' tab in my 'Public' calendar and open the 'group schedules' box for that team, I get a dialog box that shows the public calendars of each of the team members as a list of horizontal schedules by hour for the date selected with any existing appointments noted. When I select an available slot for all the members and click on the "Make Meeting" tab, I select the 'new appointment' tab, which brings up an appointment form. I then select the 'Scheduling' tab and add the team members' names. Once that form is filled out, sent and saved, it appears on my public calendar, but on the 'private' calendar of the other members. There must be a way either to synchronize the public and private calendars in Outlook; or to have the scheduling function point to the 'public' calendars of all of us; or to delete the private calendars altogether so that the public calendar is all any of us uses. We need to be able not only to have access to each other's calendars for information purposes, but to be able to schedule appointments for each other when necessary. Any ideas? |
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