How to Create a Group Calendar With Exchange

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One of the most productive and valuable tools built into Microsoft Exchange is the ability to share information between users. Calendars, contacts, and in-boxes can all be shared to individual users or entire groups at the access security level you choose. Read and Write access or just Read access can be given to all, or just to an administrator to keep unauthorized changes under control. A group calendar can give your organization a great central location for schedules and other shared event information.

Things You'll Need

  • Microsoft Exchange Server
  • Microsoft Outlook

Set Up a Group Calendar

  • Open Microsoft Outlook on your workstation computer. Click the Folder view icon at the bottom of the shortcut list to enable the full folder list to be visible. Click the Plus symbol to expand the Public Folders container.

  • Right click on the All Public Folders to open the menu. Click New Public Folder on the menu. Enter the desired folder name on the Create New Folder window. Select Calendar Items in the drop down list, then click OK. Ensure the new Calendar is visible in the Public Folder list.

  • Right click on the new Public Calendar you have created, then select Properties. Click the Permissions tab on the Properties window. Click Add to select the user or group accounts you wish to add access levels for, hold down Ctrl to select multiple accounts. Click Add, then OK.

  • Ensure the accounts are selected in the permissions window. Change the permission levels for the accounts as needed for Read, or Read and Write permissions. Click Apply, and then OK.

  • Open Outlook on each users workstation. Click the Folder view icon at the bottom of the shortcut list to enable the full folder list is visible. Click the Plus symbol to expand the Public Folders container. Ensure the new public calendar is visible and accessible at the security level desired for each user.

Tips & Warnings

  • Additional security and options can be set in the Exchange System Manager console.
  • Group Contact Lists and Mailboxes can also be set up using these instructions.
  • Ensure you have set at least one user as an Owner for the public calendar so that they can modify settings and permissions as needed.

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