How to push company events and holidays to the Outlook calendar of all Exchange users.
Exchange Group Calendar has a number of interesting features, one of them being the ability for users with administrative permissions to distribute items from a group calendar to a personal user calendar in Outlook. As such it can be a great tool for corporate event management without anyone having to accept an invitation. Simply push the events and holiday that you want people to see in Outlook directly to their calendar (with or without a reminder).
For this to work, the Outlook calendars of the
users must be set up as a member of at least one group calendar. To distribute a
holiday date or (company wide) event to all the users' personal calendars one
only has to create a new item in the group calendar with in the subject an astrix
(press shift and 8 : *)
Even while multiple users will see the event
item / holiday date in their Outlook calendar, in the group calendar there will
only be one item visible.
Once you have the event publishing going and a new user is added to the software for whom you want the already published events to apear in their calendar do this:
- add the new user as a member to the group
Dedicated group calendars for events or holidays
Although not required, it can be quite useful to create separate Group Calendars for event scheduling and corporate holidays. Because users can be a member of multiple group calendars this is a great way to structure the different types of items in your group calendars. By setting filters on other group calendars one can prevent holidays and events to show up in other calendars where they are not needed keeping things well structured.