Using shared/team calendars in Outlook 2010.
February 13, 2012 9:42 AM Subscribe
Have you used Outlook 2010 to create/manage shared group calendars at your job? How did you do it? Is it working out?
posted by DulcineaX to Computers & Internet (1 answer total) 2 users marked this as a favorite
I'm working on a project right now to help streamline the workflow of my company's event planning team, particularly their calendars. Right now they have 9 different calendar systems - including one that is handmade in Powerpoint on a weekly basis. This is one of the biggest difficulties the team has, as it causes miscommunication and duplicated work. In trying to find a way to consolidate all of these calendars into one system, I came across some mentions of shared calendars in Outlook 2010 (we have an Exchange server). This would be awesome if it could work for them - they've all just received new laptops with Windows 7 and Office 2010, so they're on the same version of Outlook, and e-mail is their primary method of communication so they're always in Outlook anyway and are familiar with it.
As the person tasked with finding a solution, I'm trying to get a feel for how shared or team calendars in 2010 work. I'm on a Mac using Outlook 2011, so I can't really test it out myself, and it's not feasible for me to get ahold of someone else's laptop to play around with. I've Googled around a bunch trying to get a sense of how the system works, but I'm looking to get some info on how well it actually works in action (and how to implement it with a group that's not that tech-savvy).
Some things about the team that could be relevant:
- There are 3 sub-groups within the team, with not a lot of crossover. However, the team manager needs to be able to see the schedules for all 3 groups on one page (or screen).
- They don't want to have to enter information in multiple places. However, they don't want every single thing on their personal calendars to be included in the shared calendar. For example they want to be able to enter an event on their personal calendar, have that automatically show up on the shared one, but then also enter a doctor's appointment and have that not be shared.
- As mentioned, the group isn't terribly tech-savvy, so I'll be creating a user guide to help them get started and maintain the calendar. Any links or other info that could be useful for this would be appreciated.
I'm totally open to other suggestions as well!