Outlook Tutorials How To Series: How To Create And Manage Group Calendars In Microsoft Outlook

Microsoft Outlook Group Calendars allow you to combine the schedules of several individuals, resources and even public folders developed in Outlook. You can even schedule meetings with a group of people and individual members of a group with group calendars.

Group Schedules can be created in the Calendar folder or Calendar public folder on your Microsoft Exchange Server. Group Schedules in Outlook allows you to build an Exchange public folder that can be used by other people that are allowed access to the public folder as well.

One downside to using Group Schedules, even if you do have an Exchange Server, is that this function does not work with Microsoft ActiveSync 3.1. When you attempt to synchronize your Windows Mobile device using the ActiveSync software, your group schedules will not be synchronized with your device.

If you are unable to use a Calendar public folder, then you have a couple of options. However, you must use an Exchange Server to take advantage of these Outlook add-ins. Symprex’s Look is one alternative that may consider. This is a group calendar feature that allows you to integrate with Outlook for building your group calendars. Look will work with Windows Vista, Office 2007 and Exchange 2007. It will also function with older versions of Outlook as well as Windows.

RB Schedule is another option that you have when it comes to managing your group calendars on an Exchange Server. This is a free add-in and it does not require that you purchase a license to use. However, this add-in only works for Outlook 2000. If you have upgraded to 2007, then you are sorryout- of-luck with this free add-in. This add-in also only uses information that is already stored in Exchange Server private mailboxes. Another disadvantage to this management system is that it does not have the simple usability that is offered by other options. Plus, you still have to have that darn Exchange Server.

If you don’t have an Exchange Server and you still want to take advantage of an Outlook group calendars feature, then you do have one more option in OfficeCalendar. OfficeCalendar is a unique tool that allows you to share your Microsoft Outlook calendars, contacts and even tasks. OfficeCalendar also makes it easy to share group calendars as it allows you to interact with colleagues and employees without the use of a Microsoft Exchange Server.

OfficeCalendar is also an excellent tool for small businesses and if you have employees or colleagues who work from home. Because OfficeCalendar doesn’t require an Exchange Server, you are able to share Outlook Group Calendars without individuals being on the same server. It also makes Outlook Group Calendaring more affordable because you don’t need special hardware or an expert to set it up for you.

OfficeCalendar allows you to manage your Outlook Group Calendars from your personal folders from your own version of Outlook. You are also able to set up Outlook Group Calendar security to decide who can see the group calendars and who cannot. OfficeCalendar has a variety of other features that also help you to synchronize your PDA and other mobile devices so that you are on schedule no matter where you travel. All you need to begin managing OfficeCalendar Group Calendars is a copy of Microsoft Outlook 2000 or higher on each user’s computer, a Windows-based computer network and you will be Outlook Group Calendaring with your team,
colleagues, employees, friends and family in no time.

Outlook Group Calendars are excellent for keeping your team on the same page, on schedule and you don’t need an IT department to get you up and running.