Humboldt County Information Services
Outlook / Exchange 2000
Online Help

Back to Main Menu

Sharing Calendars, Task Lists, and Contact lists

In this Section:
 
Share a Calendar
  Share a Contact List
  Share a Task List
 
Set up a shared Contacts folder to display in the Address Book dialog box
  Send a link to a public folder in a e-mail message


NOTE: To share a schedule, contact list, or task list with a group, you must have permission to read items

Share a Calendar  
back to top

  1. 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.
  2. Add meetings and events to the Calendar.
  3. The calendar will now be available to everybody that you gave permissions to.
  4. Send a shortcut to the public folder in an e-mail message to those you gave permission to use the folder.

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.



Share a contact list
back to top
  1. 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.
  2. Add contacts to the contact list.
  3. 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.

 

 


Set up a shared Contacts folder to display in the Address Book dialog box
back to top

  1. If the Folder List is not visible, click the View menu, and then click Folder List.
  2. Click the Contacts folder you want to display in the Address Book dialog box.
  3. On the File menu, point to Folder, click Properties for folder name, and then click the Outlook Address Book tab.
  4. Select the Show this folder as an e-mail Address Book check box.
  5. 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.


Send a link to a public folder in a e-mail message
back to top

  1. In the Folder List, click the public folder you want to send a link to in a message.
  2. On the File menu, point to Folder, and then click Send Link to This Folder.


Share a task list
back to top
  1. 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.

  2. Add tasks to the task list.
  3. 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.

 

.

Back to Main Menu