Sharing Calendars, Task Lists, and Contact
lists
NOTE: To
share a schedule, contact list, or task list with a group, you must have
permission to read items.
Share a Calendar
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- Set up a public
folder.
If you create a new Calendar folder instead of copying an existing
Calendar folder, be sure to select “Appointment Items” as the type
of folder you want to create.
- Add meetings and events to
the Calendar.
- The calendar will now be
available to everybody that you gave permissions to.
- Send a shortcut to the
public folder in an e-mail message to those you gave permission to use the
folder.
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Tip If you set up
your calendar for delegate access or you are a delegate, open a calendar from
the network instead of your local machine to eliminate the chance of
appointment conflicts. To open a calendar from the network, click Options
on the Tools menu, click Calendar Options, and then clear the Always
use local calendar check box.
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Share
a contact list
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- Set up a public folder. If
you create a new Contacts folder instead of copying an existing Contacts
folder, be sure to select Contacts as the type of folder you want to
create.
- Add contacts to the contact
list.
- Send a shortcut to the
public folder in an e-mail message to those you gave permission to use the
folder.
| Note: To have
the shared contact list appear in the Outlook Address Book, public folder users
must set up the public folder of contacts to appear in the Address Book
dialog box. When the shared contact list appears as an Outlook Address Book,
it's available to use for Mail Merge in Word and to check names in messages in
Outlook. |
- If the Folder List is not
visible, click the View menu, and then click Folder List.
- Click the Contacts folder
you want to display in the Address Book dialog box.
- On the File menu,
point to Folder, click Properties for folder name,
and then click the Outlook Address Book tab.
- Select the Show this
folder as an e-mail Address Book check box.
- In the Name of the
address book box, type the name for the Contacts folder you want to
appear in the Show names from the box in the Address Book dialog
box.
- In the Folder List,
click the public folder you want to send a link to in a message.
- On
the File menu, point to Folder, and then click Send Link
to This Folder.
Share
a task list
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to top
- Set up a public
folder. If you create a new Tasks
folder instead of copying an existing Tasks folder, be sure to select
Tasks as the type of folder you want to create.
- Add tasks to the task
list.
- Send a shortcut to
the public folder in an e-mail message to those you gave permission to use
the folder.
Note
You cannot create a task request from a public folder. When you add tasks to a
public folder, don't create a task request from a private folder to assign a
task to the public folder. If you do, the due date for the task will not be
visible.
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