From Group Calendar (Public Folders) to private calendars. (Outlook user calendars)
Exchange GroupCalendar supports two methods for
creating items that sync. into the calendar of a group calendar user.
(without the need to be added to that user calendar as a delegate)
1- directly in outlook, in the GroupCalendar where you see other appointments of
that user
2- using the GridView tool.
This page provides instructions for the Outlook method (1).
Administrator instructions (click here for User instructions)
1: The GroupCalendar where any or all of your users should be allowed to create or change items for other users must be two way sync enabled. The toggle button for that is in gcadmin.exe (step 1) on the server, and you must log in as the gcadmin user to operate it.
2: The default user permission for
GroupCalendars is the Author role.
With that level of permissions, all users can
create new items in a GroupCalendar.
When they use the correct syntax, they
can create items for all other members of that Group Calendar.
The Author role is not sufficient to be able to change items in the
GroupCalendar.
The suggested setting for client permissions is:
- Default : Reviewer role
- Trustees: Either the Owner role or Custom role (picture
below)
Picture 2
To change the permission you can open Exchange
System Manager, go to
Folders> Public Folders> GroupCalendars> GC Name and right click it.
Click the Client Permissions button and adjust the settings.
User Instruction
1- To create a single item for one other user in the group calendar (and have it replicate back to that user's personal calendar)
- Find an existing item in the
groupcalendar to learn what the name is for that user. The names are displayed
in the subject of every item.
- Create a new item in the group calendar and type in the subject # followed by the name followed
again by #.
- Then type the subject and set all other properties (text, color etc.)
Example : #john# This is a test
- Save & close the item
2- To create a single item for multiple users (and have it replicate back to those users personal calendars)
- Open a new item and type in the subject #
followed by the name followed by | followed by the other name followed
again by #.
- Then type the subject and set all other properties (text, color etc.)
Example : #john|Alice|Jack|james# This is a test
- Save & close the item
3- To create a single item (event) for all users who are a member of a specific GroupCalendar (and have it replicate back to that user's personal calendar)
- Open a new item and type in the subject #
followed by * followed again by #.
- Then type the subject and set all other properties (text, color etc.)
Example : #*# This is a test
- In the groupcalendar it shows only one
item with [*] subject.
When one of the groupcalendar members changes the item in the personal calendar, the group item does not change along however it shows [*] ~!!!~ subject to indicate that one of the members is out of sync..
It logs the change in the body text of the group item body
The administrative person can reschedule/change the Event item in the group calendar and it will move/resync. in all user calendars.
The subject will reset back to [*] subject because now all group items are in sync again.
- The event can be deleted from all user calendars
and their groupcalendar by adding the special character
string #X# to the subject of the item in the groupcalendar.
4- To change an item for a user who's item is showing in the GroupCalendar (and have the change replicate back to that user's personal calendar item)
- Open / change / save the item in the GroupCalendar.(*)
(*) If you get an Outlook error message or question if you want to save it in the default folder of the item, you need more permission on the public folder
5- To create a Meeting for multiple attendees without them having to accept the meeting. (and have the meeting replicate back to the attendees personal calendars)
- Create a new normal item in the
GroupCalendar.
- Type the meeting attendees in the subject.
Example #Jack|James|John# Sales meeting
- On the planning tab add the attendees to the list ( Jack, James & John )
- Close the item using the X in the upper right corner
- Click YES on the question if you want to
save the item
- Click NO on the question if you want to send the item to the attendees
(*)
(*) Click NO or the attendees will get a duplicate meeting.
6- To change a Meeting item that is showing in the GroupCalendar. (and have the change replicate back to the attendees personal calendar items)
- Open / change / save the item in the GroupCalendar. (*)
(*) DO NOT USE THE SEND UPDATE BUTTON..
When a scheduled meeting is changed
in the GroupCalendar, the item will update automatically in the organizers personal calendar and the other users (attendees) will automatically receive an
update notice which seems to come from the organizer.