36. Sharing Calendars
by Doug Sheresh, Beth Sheresh, Jim Boyce
Microsoft® Office Outlook® 2007 Inside Out
- Microsoft® Office Outlook® 2007 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Acknowledgments
- We’d Like to Hear from You!
- Introduction
- Who This Book Is For
- How This Book Is Organized
- Part 1—Working with Outlook
- Part 2—E-Mail and Other Messaging
- Part 3—Working with Contacts
- Part 4—Managing Your Time and Tasks
- Part 5—Customizing Outlook
- Part 6—Managing and Securing Outlook
- Part 7—Collaboration
- Part 8—Working with Office Server and SharePoint Services
- Part 9—Using Outlook with Exchange Server
- Part 10—Mobility
- Companion CD
- About the CD
- Conventions and Features Used in This Book
- 1. Working with Outlook
- 1. What’s New in Outlook 2007
- 2. Outlook Overview and Startup
- 3. Configuring Outlook Profiles and Accounts
- 4. Working in and Configuring Outlook
- Understanding the Outlook Folders
- Working with the Standard Outlook Views
- Using Other Outlook Features
- Configuring Outlook Options
- Using Outlook on the Web
- Accessing Your Mail Through a Browser
- Configuring Windows Settings for Outlook
- Using Add-Ins
- Using Outlook Effectively
- 5. Creating and Using Categories
- 2. E-Mail and Other Messaging
- 6. Managing Address Books and Distribution Lists
- Understanding Address Books
- Configuring Address Books and Addressing Options
- Finding People in the Address Book
- Using AutoComplete for Addresses
- Using Distribution Lists
- Automatically Adding Addresses to the Address Book
- Using the Mobile Address Book
- 7. Using Internet Mail Accounts
- 8. Sending and Receiving Messages
- Working with Messages
- Opening a Standard Message Form
- Addressing Messages
- Including Carbon Copies and Blind Carbon Copies
- Copying Someone on All Messages
- Using Templates and Custom Forms for Addressing
- Specifying Message Priority and Sensitivity
- Saving a Message to Send Later
- Setting Sending Options
- Controlling When Messages Are Sent
- Requesting Delivery and Read Receipts
- Using Message Tracking and Receipts Options
- Sending a Message for Review
- Replying to Messages
- Forwarding Messages
- Using Other Reply and Forwarding Options
- Deleting Messages
- Controlling Synchronization and Send/Receive Times
- Configuring Other Messaging Options
- Managing Messages and Attachments
- Working with Messages
- 9. Beyond Simple Text Messages
- 10. Finding and Organizing Messages
- 11. Processing Messages Automatically
- 12. Managing Junk E-Mail
- 13. Automatically Responding to Messages
- 14. Securing Your System, Messages, and Identity
- Configuring HTML Message Handling
- Protecting Messages with Digital Signatures
- Signing Messages
- Understanding S/MIME and Clear-Text Options
- Adding Your Digital Signature
- Setting Global Security Options
- Creating and Using Security Profiles
- Reading Signed Messages
- Changing Certificate Trust Relationships
- Configuring CA Trust
- Configuring CA Trust for Multiple Computers
- Viewing and Validating a Digital Signature
- Encrypting Messages
- Protecting Data with Information Rights Management
- 15. Receiving Messages Selectively
- 16. Using RSS Feeds
- 17. Using LDAP Directory Services
- 6. Managing Address Books and Distribution Lists
- 3. Working with Contacts
- 18. Creating and Managing Your Contacts
- Working with the Contacts Folder
- Creating a Contact Entry
- Creating Other Contacts Folders
- Working with Contacts
- Associating a Contact with Other Items and Documents
- Assigning Categories to Contacts
- Resolving Duplicate Contacts
- Phoning a Contact
- Sending an E-Mail Message to a Contact
- Connecting to a Contact’s Web Site
- Scheduling Appointments and Meetings with Contacts
- Assigning a Task to a Contact
- Flagging a Contact for Follow-Up
- Finding Contacts
- Making a Common Change to Multiple Contacts
- Viewing Contacts
- Printing Contacts
- Working with Distribution Lists
- Sharing Contacts
- Setting Contact Options
- Using Contacts Effectively
- 19. Using Microsoft Business Contact Manager
- Understanding What Business Contact Manager Can Do
- Using the Business Contact Manager Interface
- Working with Business Contacts
- Creating and Using Accounts
- Creating and Using Business Projects
- Working with Project Tasks
- Creating and Using Opportunities
- Creating Marketing Campaigns
- Tracking Item History
- Attaching Items
- Creating Reports
- Importing and Exporting Information
- Managing Your Business Contact Manager Data
- 18. Creating and Managing Your Contacts
- 4. Managing Your Time and Tasks
- 20. Scheduling Appointments
- Calendar Basics
- Working with One-Time Appointments
- Working with One-Time Events
- Creating a Recurring Appointment or Event
- Modifying an Appointment or Event
- Using Categories and Colors
- Printing Calendar Items
- Customizing the Current Calendar View
- Creating a Custom View
- Backing Up Your Schedule
- Managing Time Zones
- Managing Your Calendar Effectively
- 21. Scheduling Meetings and Resources
- 22. Managing Your Tasks
- 23. Tracking Documents and Activities with the Journal
- Understanding the Outlook Journal
- Using Automatic Journaling
- Adding Journal Items Manually
- Creating and Using Custom Entry Types
- Changing Journal Entries
- Connecting Journal Activities to Individual Contacts
- Viewing the Journal
- Printing Journal Items
- Sharing Journal Information
- Using the Journal Effectively
- 24. Making Notes
- Understanding Outlook Notes
- Configuring Note Options
- Working with Notes
- Viewing Notes
- Creating New Notes Folders
- 20. Scheduling Appointments
- 5. Customizing Outlook
- 25. Using Templates
- 26. Customizing the Outlook Interface
- Customizing the Navigation Pane
- A Quick Tour of the Navigation Pane
- Showing and Hiding the Navigation Pane
- Changing the Number of Buttons on the Navigation Pane
- Adding a Shortcut to an Outlook Folder or a Public Folder
- Adding a File Folder or Document to the Navigation Pane
- Adding a Web Site to the Navigation Pane
- Removing a Shortcut from the Navigation Pane
- Renaming a Shortcut in the Navigation Pane
- Working with Groups in the Navigation Pane
- Customizing the To-Do Bar
- Customizing Toolbars
- Working with Toolbars
- Creating Custom Toolbars
- Adding Items
- Removing Items
- Reorganizing Items
- Modifying Toolbar Items
- Changing the Width of the Drop-Down List
- Changing the Button Size
- Resetting Individual Toolbars
- Renaming a Custom Toolbar
- Deleting a Custom Toolbar
- Sharing a Custom Toolbar
- Recovering the Default Toolbars
- Controlling Toolbar Appearance and Behavior
- Customizing Outlook Today View
- Customizing the Navigation Pane
- 27. Creating Custom Views and Print Styles
- 28. Designing and Using Forms
- Overview of Standard Forms, Item Types, and Message Classes
- Creating Custom Forms from Standard Forms
- Creating Custom Forms from Scratch
- Creating Multipage Forms
- Adding and Arranging Controls
- Adding Graphics to Forms
- Adding User-Defined Fields
- Using Office Documents to Create Outlook Forms
- Publishing and Sharing Forms
- Using Forms Effectively
- 29. Automating Common Tasks
- 6. Managing and Securing Outlook
- 30. Managing Outlook Folders and Data
- Understanding Outlook Folders
- Working with the Folder List
- Using and Managing Folders
- Using a Folder
- Creating a Folder
- Adding a Folder Shortcut to the Navigation Pane
- Working with Favorite Folders
- Renaming a Folder
- Copying and Moving a Folder
- Deleting a Folder
- Setting Folder Properties
- Configuring General Folder Properties
- Configuring Home Page Properties for a Folder
- Configuring AutoArchive Properties for a Folder
- Configuring Administration Properties for a Folder
- Configuring Form Properties for a Folder
- Configuring Permissions for a Folder
- Configuring Synchronization Properties for a Folder
- Configuring Properties for a Contacts Folder
- Using Web Views with Folders
- Using Multiple Personal Folders
- Managing Data
- 31. Archiving, Backing Up, and Restoring Outlook Data
- 32. Moving Data in and out of Outlook with Import/Export
- 33. Finding and Organizing Outlook Data
- 34. Security and Virus Protection
- Providing Virus Protection
- Protecting Against Viruses in Attachments
- Configuring Blocked Attachments
- Opening Blocked Attachments
- Protecting Against Office Macro Viruses
- Enabling Applications to Send E-Mail with Outlook
- Tips for Securing Your System
- 30. Managing Outlook Folders and Data
- 7. Collaboration
- 35. Delegating Responsibilities to an Assistant
- 36. Sharing Calendars
- Sharing Your Calendar
- Managing Your Shared Calendar Information
- Working with Group Schedules
- Creating Your Own Free/Busy Server
- Publishing Your Calendar as a Web Page
- 37. Integrating Outlook with Other Office Applications
- 38. Integrating Microsoft Outlook and Microsoft Project
- 39. Collaborating Online with Office
- New Collaboration Features: Beyond Microsoft Office Outlook 2007
- Using the Correct Collaboration Tools
- Using Microsoft Office Live Communications Server
- Using Microsoft Office Communicator
- Using Microsoft Office Live Meeting
- The Microsoft Office Live Services
- 8. Working with Office Server and SharePoint Services
- 40. Collaboration with Outlook and Windows SharePoint Services
- Understanding Windows SharePoint Services Collaboration
- Setting Up Alerts
- Working with Shared Documents
- Working with Shared Contacts
- Linking a Team Calendar to Outlook
- Configuring Alerts in Outlook
- Using Outlook to Work with SharePoint Libraries and Files
- Connecting a SharePoint Library to Outlook
- Downloading Files from a SharePoint Library to Outlook
- Opening Files from a SharePoint Site in Outlook
- Editing Files from a SharePoint Site in Outlook
- Removing SharePoint Files in Outlook
- Removing SharePoint Folders in Outlook
- Using E-Mail to Add a File to a SharePoint Library
- 40. Collaboration with Outlook and Windows SharePoint Services
- 9. Using Outlook with Exchange Server
- 41. Configuring the Exchange Server Client
- 42. Using Outlook with Exchange Server
- 43. Working Offline and Remotely
- 10. Mobility
- 44. Accessing Your Outlook Items Through a Web Browser
- Overview of Outlook Web Access
- Using Outlook Web Access
- Connecting to the Server
- Sending and Receiving Messages
- Sorting Messages
- Copying and Moving Messages
- Deleting Messages
- Working with Other Folders
- Working with Calendar, Contacts, and Other Items
- Configuring the Out Of Office Assistant in Outlook Web Access
- Configuring Other Options for Outlook Web Access
- 45. Making Outlook Mobile
- Why Mobility Is Important
- Overview of Mobility Features in Exchange Server
- Using Outlook Anywhere for Remote Access to Exchange Server
- Using Outlook Mobile Service Accounts
- 44. Accessing Your Outlook Items Through a Web Browser
- A. Index to Troubleshooting Topics
- B. About the Authors
- C. Choose the Right Book for You
- Index
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Microsoft® Office Outlook® 2007 provides a number of ways for you to share your calendar information with others. In addition to using Microsoft Exchange Server to share your calendar with other Exchange Server users, you can also publish your calendar to the Web and invite others to share access to it. You can publish your calendar to Microsoft Office Online or to any Web Distributed Authoring and Versioning (WebDAV) server. You can also send your calendar to someone else via e-mail, save the calendar as a Web page and then send it, or post the calendar to a Web server.
If you use Exchange Server, you can allow other users to access your entire calendar or selected calendar items. To share your calendar and its items, you must set permission levels for various users. In most cases, permissions are set by using built-in roles, as described in Table 36-1, but you can also set custom permissions for the rare cases when the built-in role does not fit the situation. Some permissions allow users only to view your calendar; others allow users to add or even edit items.
Table 36-1. Folder Permissions
Permission | Description |
|---|---|
Owner | The Owner role gives full control of the calendar. An Owner can create, modify, delete, and read folder items; create subfolders; and change permissions on the folder. |
Publishing Editor | The Publishing Editor role has all rights granted to an Owner except the right to change permissions. A Publishing Editor can create, modify, delete, and read folder items and create subfolders. |
Editor | The Editor role has all rights granted to a Publishing Editor except the right to create subfolders. An Editor can create, modify, delete, and read folder items. |
A Publishing Author can create and read folder items and create subfolders but can modify and delete only folder items that he or she creates, not items created by other users. | |
Author | An Author has all rights granted to a Publishing Author but cannot create subfolders. An Author can create and read folder items and modify and delete items that he or she creates. |
Nonediting Author | A Nonediting Author can create and read folder items but cannot modify or delete any items, including those that he or she creates. |
Reviewer | A Reviewer can read folder items but nothing else. |
Contributor | A Contributor can create folder items but cannot delete items. |
Free/Busy Time, Subject, Location | A user with these access rights can view the free/busy information as well as the subject and location. |
Free/Busy Time | A user with these access rights can view only the free/busy information. |
None | The None role has no access to the folder. |
The first step in sharing a calendar is to right-click it in the Navigation Pane and then choose Properties. Click the Permissions tab to view the current permissions for the folder. Figure 36-1 shows the Permissions tab with the Calendar folder’s default permissions.
To allow all users to view details of the calendar, you need to assign Reviewer permission to the default user. A default user is any user who is logged in. (An anonymous user is any user, whether or not he or she is logged in. Default users are a subgroup of anonymous users.) Select Default in the Name column, and then change the permission level by selecting Reviewer in the Permission Level drop-down list.
Inside Out: Quickly share your calendar for review
You can also right-click the calendar and then click Share "Calendar." An e-mail is generated that grants permission, and you can add people that you want to share the calendar with to the To line. Reviewer (read-only) status is granted using this method. This approach not only shares the calendar but also automatically generates the e-mail message to inform the recipients that you have made the calendar available to them.
You might assign a permission of Publishing Author to users if they are colleagues who need to be able to schedule items for you as well as view your calendar.
To give users Publishing Author access to the calendar, follow these steps:
On the Permissions tab in the Calendar Properties dialog box, click Add to open the Add Users dialog box, shown in Figure 36-2. Alternatively, you can right-click the calendar in the Navigation Pane and then choose Change Sharing Permissions.
Select a user or distribution list in the Add Users dialog box (hold down Shift and click to select a range of users, or hold down Ctrl and click to select multiple users), and then click Add. After you have selected all the users you want to add, click OK.
By default, Office Outlook 2007 adds users to the Permissions tab with Reviewer permission. To change the permission of a newly added user to Publishing Author, select the user’s name, and then select the permission in the Permission Level drop-down list. Figure 36-3 shows the Permissions tab after these changes have been made.
As you can see in Figure 36-3, the permissions granted to a user can be configured manually using the check boxes in the bottom half of the Permissions tab. However, this is usually unnecessary because you can set most combinations of settings using the Permission Level drop-down list.
You can configure your Free/Busy settings by clicking the Other Free/Busy button. The Free/Busy Options dialog box is displayed, as shown in Figure 36-4, allowing you to set the amount of free/busy information you publish on the computer running Exchange Server and specify the frequency of updates. You can also configure your Internet free/busy publishing and search locations to set custom Internet addresses for your free/busy publishing and search locations.
Inside Out: Permissions and delegation are different
Giving someone permission to view or modify your Calendar folder is not the same as assigning them as a delegate. Delegate permission gives the person the ability to send and receive meeting notices on your behalf. See Chapter 35, for details on assigning delegate permissions.
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