How to Create a Conference Room Calendar in Outlook 2003
One of the most valuable features of Microsoft Exchange is the ability to share information with team members. A single calendar or contact lists can be accessed through Microsoft's email and personal information manager, Outlook, by multiple people throughout a company or organization. The availability of a high demand resource such as a conference room can also be tracked in Outlook with a shared calendar, allowing the resource to be scheduled with the click of a mouse.
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Instructions
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Create a Shared Calendar
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Open Microsoft Outlook. Click on the Folder View icon at the bottom of the shortcut list. Click the Plus symbol next to Public Folders at the bottom of the list. Click the Plus symbol next to All Public Folders to expand the container.
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Right-click on All Public Folders. Select New Folder from the menu, then type a name for the new calendar, such as the workgroup name for which you are creating the calendar. Select Calendar Items from the drop down selection. Click OK to save the new calendar.
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3
Right-click on the new calendar and select Properties from the menu. Switch to the Permissions tab, then use the Add button on the Permissions tab to choose the people you wish to share the calendar with. Double-click on each, or highlight each entry and click Add.
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Select each name, then change the Permissions Level drop down box to the access level you wish to set. Click Apply and OK after you have set the appropriate permissions for each entry.
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Visit the workstation for each individual you wish to have access to your calendar. Open Outlook, then click the Calendar shortcut on the left side. Select the Open a Shared Calendar link. Use the Name button on the small box to select the person with the shared calendar. Click OK, then click OK again.
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Tips & Warnings
Use a shared calendar to schedule the use of company resources, such as tools, rooms, computers, and cars.
Set permissions carefully to prevent unauthorized access to sensitive information.
