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Help: Sharing Outlook Calendar using Exchange - 6.Sep.2002 1:30:00 AM

vurve

Posts: 1
Joined: 6.Sep.2002
From: San Jose
Status: offline

Hi,

I am a newcomer to the world of exchange and Windows 2000 and need some help setting up calendar sharing using Exchange.

The place where I work has around 20 people, almost every one using Windows XP on their desktops, and some using Windows 2000. So far, there was no Active directory setup on the network. Everyone was using Outlook 2000, 2002 or Outlook express version 6 to access their POP mail from the ISPs mail server. I recently setup an Active Directory Server, created a domain, created user (with exchange mailboxes) and computer accounts in active directory, and moved all systems to the domain. So far I have not changed anything in their outlook settings, they still get POP3 mail as earlier.

Now the next task is to enable them to do the following:

1. Share Outlook calendar information with each other
2. Share Task information
3. Have a common (global) address book

I have searched a lot, but not been able to find much info to know how to go about setting these up. I believe I'll have to start by setting up public folders using the Exchange manager, but do not have more details apart from this. I am confused as to how to create a public folder of a particular type (for example, how do I create a public folder that becomes the outlook global address book). Also, I will need to add their exchange email accounts to their mail clients (Outlook, Outlook express) to enable them to start sharing calendar and other folders. Exchange account will cureently not be used for actual email, but only as a collaboration tool for sharing calendar, tasks, contacts etc.

Apart from exchange, will I need some other tool or software to do the calendar/task sharing? Will OWA be needed to accomplish this sharing? I am quite confused regarding what direction to proceed in. Please share your experience if you have done something similar, or point me to some good resource on the net that can help. I have been given 2 days to accomplish this task.

Thanks a lot for all your help!

Vivek

Post #: 1

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RE: Help: Sharing Outlook Calendar using Exchange - 6.Sep.2002 12:13:00 PM

koggen

Posts: 980
Joined: 31.Oct.2001
From: G�teborg - Sweden
Status: offline

Hi Vivek!

Some quick answers so you can get started:

First, make sure that your users connect to the Exchange server. Go to Tools->E-mail Accounts and add an Exchange server account.

Next, return to the E-mail Accounts page and decide where email should be stored (i.e. the local pst file or on the server - I definitely recommend storage on the server)

To Share calendars, right-click the Calendar in your Exchange mailbox and choose Properties. Go to the Permissions tab. Add any users you like and give them appropriate rights.

If you give users rights to read your calendar then they can open it and view it in the same way as you view your calendar by File->Open->Other User's Folder.

Otherwise you can schedule an appointment and invite other users to the meeting and check their availability by creating a new Meeting Request.

To create a shared contact folder browse the Folder list in Outlook (to activate go to View->Folder list), right-click e.g. Public Folders->All public folders and choose New. Give the folder a name, e.g. Shared Contacts, and set Folder Contains to Contact Items. Add contacts to this folder as you like. To use this folder as a contact folder, right-click the newly created folder->Properties->Outlook Address Book and make sure Show this folder as an e-mail Address Book is checked. You will have to do this for each and every user.

OWA is not needed at all for the purpose of sharing calendars etc. I would also consider implementing a solution where the server downloads email instead of each and every user. Also I definitely recommend storing email on the server. It is *so* much easier to take backups of important information if it is stored centrally.

Regards,

Johan

(in reply to vurve)

Post #: 2