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SharePoint 2010 - Working with SharePoint Calendars in Outlook 2010

This article explains how to work with a SharePoint calendar in Outlook 2010.

You can view and update a SharePoint calendar, just as you do your Outlook calendar. Use Microsoft Outlook 2010 to view a calendar from a SharePoint site side-by-side with an Outlook calendar, view an overlay of the calendars as if they were one single calendar, and even copy events among the calendars.

Access a SharePoint calendar in Outlook

  1. In a web browser, open the calendar on the SharePoint site. If you can’t locate the calendar, click View All Site Content, and then click the name of the calendar.
  2. On the Calendar tab, in the Actions group, click Connect to Outlook.
  3. When prompted to confirm that you want to allow the website to open a program on your computer, click Allow. When prompted to confirm that you want to connect the SharePoint calendar to Outlook, click Yes.

When you connect a SharePoint calendar to Outlook, it appears under Other Calendars with your calendar folders.

Overlay a SharePoint calendar with another calendar

You can overlay a SharePoint calendar with Outlook calendars or with other SharePoint calendars so that you can see all events at one time. By default, the SharePoint calendar opens in Calendar view under Other Calendars in the Navigation Pane. It is displayed as an additional calendar next to your default calendar in Side-By-Side Calendar view, but you can clear the check boxes for any other calendars that you do not want to view.

  1. In Calendar, in the Navigation Pane, select or clear the check box of another calendar until the calendars that you want to overlay are displayed. Each calendar that you select opens to the right of the last calendar opened.
  2. On the Calendar tab, click the arrow button image near the name of the calendar. The arrow changes color when you point to it or click it. When you click the arrow, the tab moves to the left. The calendars are now in overlay mode.
  3. To add another calendar to the overlay, repeat the previous steps.

To remove an overlaid calendar, click the arrow on the Calendar tab, or clear the calendar’s check box in the Navigation Pane.

Add an event to a SharePoint calendar by using Outlook

You can add appointments and all-day events to your SharePoint calendar, just as you add them to your Outlook calendars.

  1. Open the SharePoint calendar in Outlook. On the Home tab, in the New group, click the type of event that you want to add. You can also create recurring events, although some custom recurrence patterns are not available in SharePoint calendars.
  2. Enter the information about the event, as you ordinarily do in Outlook.
  3. Click Save and Close.

Tip: You can drag items between your SharePoint calendar and your Outlook personal calendar, or you can copy and paste them.

Remove a SharePoint calendar from Outlook

  1. While in Calendar, from the Navigation Pane under Other Calendars, select the calendar that you want to remove.
  2. Right-click the calendar, then click Delete (calendar folder name).
  3. When you are prompted to confirm the deletion, click Yes.

Note: This procedure removes the calendar only from Outlook, not from the SharePoint site.

Add an event to a SharePoint calendar by sending email

SharePoint calendars can be set up so that people can add calendar items by sending email. Contact your site administrator who can configure your calendar to receive email, if necessary.

When you send a meeting request to a calendar on a SharePoint site, you can work with it as you work with other events in your calendar on a SharePoint site. However, calendars on SharePoint sites do not automatically send updates to the attendees when you make changes. For example, when you change the location of a meeting, you must notify the attendees of the change.

To send a calendar item, send a meeting request or an appointment by using Outlook as you usually do. In the To or Cc box of the meeting request, add the address of the SharePoint calendar.

Calendars can be set up to also receive attachments to items by email. To include an attachment together with your list item, attach the file to your meeting request as you usually do.

Before you can send email to a calendar, you must know whether the calendar is set up to receive email, and if this is the case, obtain the address.

Do one or more of the following to obtain the email address for the calendar:

  • If your mailbox resides in xMail, look in the Address Book. There will be an address list named "SharePoint Lists" that contains all SharePoint lists that have been configured to receive mail.
  • View the description of your calendar, which appears just under the title of the calendar. Your site owner may have added the email address of the calendar to its description.
  • View the email settings for the list, if you have permission to view the calendar settings:
    1. In a web browser, open the calendar on your SharePoint site.
    2. On the Calendar tab, in the Settings group, click List Settings.
      If the calendar is enabled to receive email, its address appears under List Information, next to E-mail Address.
  • Contact your site administrator who can provide you with the address.

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Keywords:"Share Point" Collaboration   Doc ID:32680
Owner:Joe M.Group:University of Chicago
Created:2013-08-12 08:35 CSTUpdated:2013-08-12 10:58 CST
Sites:University of Chicago, University of Chicago - Sandbox
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