Help with Outlook Calendar

January 24, 2007 1:28 PM

How do I see who booked an appointment on a shared Outlook Calendar (Office 2003)?

I am the receptionist for a financial institution and I am responsible for booking most of the appointments for our staff. The staff have shared their calendars with me and I do have publishing authority. I work for a fairly large company and we are all on a shared intranet. The problem is that other people seem to be booking appointments for the staff here, from other locations and there have been time conflicts resulting from this. I know there is a way to see who booked the appointment, but I don't know how to do it? Any help would be greatly appreciated.

posted by shemacg to Computers & Internet (7 answers total)

Errrmmm... double click on the appointment, then look at the responses. I think--I use Outlook at work, and am currently at home.

Or, just open the appointment, and you should see who sent it.
posted by dirtynumbangelboy at 1:58 PM on January 24, 2007

Are you using Exchange? I can't exactly tell from your post. This should work, but I think it's only with Exchange:

- Open up the meeting from the shared calendar
- Go to the "Scheduling" tab
- On the list of attendees on the left, the first one is the organizer. You can tell that they're the organizer because instead of a red circle, or green house, or blue circle with an arrow in it, there's a black circle with what looks like a chat bubble. Ah, icons.
posted by pazazygeek at 1:59 PM on January 24, 2007

Response by poster: Unfortunately the scheduling tab only tells me who the attendees are, and not who originally set up the appointment or meeting. I know there is a way because I've seen other people in my office do it, but I can't remember how. Technical aptitude is not my greatest strength....
posted by shemacg at 2:22 PM on January 24, 2007

Even under the "scheduling" tab I believe it should say who the organizer is, as pazazygeek said. Maybe ask people to look in their sent items folder if they sent responses to those appointments?
posted by midatlanticwanderer at 2:36 PM on January 24, 2007

In my company we send appointments via e-mail invitations (rather than making them directly on someone else's shared calendar), but I just had a look at one of those and it says "Organiser:" up the top of the General tab and, as mentioned, also gives that person a different icon in the Scheduling tab (with a speech bubble thing).

Even in the calendar items I make myself, if I go to the scheduling tab, it highlights "me" as the guy with the funky icon.
posted by ranglin at 3:40 PM on January 24, 2007

Response by poster: I found what I was looking for. If you open the appointment, click on "invite attendees" and hit control F, it will tell you who booked the appointment. Now I can see who's messing up the staff's calendar and giving me all kinds of grief.
Thanks for the help!
posted by shemacg at 4:48 PM on January 25, 2007

I am pretty sure that you can also set who can see and edit the shared calendar. For example, I can see my boss's calendar and he can see mine, but nobody else can see either one.
posted by rcavett at 10:49 PM on January 25, 2007