Monday, 7 February 2011

To Create a Shared Calendar in Outlook when using Exchange Server

(These instructions were created using Outlook 2010 and Small Business Server 2003 with Exchange. However, they should work (with minor adaptations) for other versions of Outlook.)

1. Open Microsoft Outlook on a workstation, (not on the Server). Click the Folder view icon at the bottom of the shortcut list (or View, Folder List on the top menu.)

2. Right click “Public Folders” and choose “New Folder” from the menu.


Enter the desired folder name.

Select Calendar Items in the “Folder contains” drop down list, then click OK.

3. Ensure the new Calendar is visible in the Public Folder list.

4. Right click on the new Calendar you have created and select Properties. Click the Permissions tab on the Properties window.


5. Click Add... and select the user or group accounts you wish to add. Click Add then OK.

6. Select each added account and change the Permission Level as required.

7. Click Apply and then click OK. Open Outlook on each users workstation. Click the Folder view icon at the bottom of the shortcut list. Double click the Public Folders container. Ensure the new Calendar is accessible with the required security level.


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© Michael Donkin 2011