Monday, March 31, 2008

Share an Outlook Calendar by using Net Folders

If you want to share information, such as a group events schedule, with people in different organizations, you can use Outlook 2000 Net Folders to share information with anyone who also uses Outlook. First, create a group calendar. Then send everyone you want to be a subscriber (member) a copy of the group calendar Net Folder. Each person in the group can enter events, activities, and other information if you've granted them the appropriate permission level. Each time an appointment or event is added or changed, each member's shared calendar will be updated automatically. To share a calendar, you must place the calendar folder in a personal folders file (.pst) that's stored on your computer. You cannot share folders stored on a Microsoft Exchange server.

First, create the group calendar

  1. On the File menu, point to New, and then click Folder.
  2. In the Name box, enter a name for the folder.
  3. In the Folder contains list, click Appointment items.
  4. In the Select where to place the folder list, click a location for the folder.

Next, publish a Net Folder

  1. In the Folder List, select the group calendar folder that you want to share.
  2. On the File menu, point to Share, and then click This folder.
  3. Click Next.
  4. Click Add.
  5. In the Type name or select from list box, enter the names of the people you want to share the folder.
    After you enter each name, click To. When you finish entering names, click OK.
  6. Click a name in the Member List list, click Permissions, and then assign a level of permission to that person. You can select multiple names to give them all the same level of permission.
  7. Click Next.
  8. If you want, type some text to describe the Calender folder to subscribers, and then click Finish.

An automatic invitation is sent to each of the potential subscribers. They must click the Accept button in the invitation in order to subscribe.

Tip If you want to place an item in a Net Folder that's viewable by you but isn't sent to other subscribers, after creating the item, select the Private check box.

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