How do I share secondary calendars?

[Seth]

Here is the setup:

Anna is the production coordinator. She uses Outlook 2007.
Debbie is a designer. She uses Entourage 2008.
The e-mail server is a managed 2003 Exchange Server.

Anna has multiple calendars:
Calendar - her day-to-day items
Projects - a calendar all designers need to see

How can I share the Anna's "Projects" calendar with Debbie?

The following methods DO NOT WORK:
Method 1: Share the "Projects" calendar from Anna's Outlook
Why: Because "Projects" is nested, and Debbie doesn't have permission to see
nested items.

Method 2: Share the "Calendar" calendar then share the "Projects" calendar
Why: I'm not sure. I'd presume that if you share the top level and sub level
calendar, that both would be viewable. But in the end, only "Calendar" is
viewable, and "Projects" is not.

Method 3: Share the "Projects" calendar, share the "Calendar" calendar,
share the inbox.
Why: I'm not sure. Once again, you might presume if you shared the entire
inbox and all calendars that everything would be viewable. But it isn't. Even
if you change Debbie to owner on the "Projects" calendar, "Projects" will not
appear in Entourage.



If this is possible - and it should be - please let me know the solution. If
it is not, please let me know. This is ridiculous.

 

[Diane Poremsky [MVP]]

I'm not sure about entourage 2008, but in outlook you share subfolders by
opening the mailbox as a secondary mailbox in the profile. The person can
only see the folders and contents he has permission to see.

--
Diane Poremsky [MVP - Outlook]



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[Seth]

I appreciate the feedback, but it doesn't put me any closer to a solution
unfortunately. In this case for each share I marked Debbie as an owner. I
figure once that is working, then I can narrow the access privileges.

In Entourage, you can "Open a User's Folder" - and at this stage you
indicate whether an inbox, calendar, or address book is to be opened. But the
results are the same whether Debbie access's the shares as an Inbox or as a
Calendar.

 

[Seth]

Here is the solution:

To share a secondary calendar from Outlook 2007 to Entourage 2008, you have
to add the user as a delegate AND you need to share the folder. You have to
do both or it won't work. Perhaps later they can add a feature that limits
you to do this on prime days after the first full month of the sixth month of
the Aztec calendar. This stuff doesn't need to be muddled.

Person Sharing the calendar: Anna ([email protected])
Anna's calendars: "Calendar", "Production"
Person Being shared with: Debbie (debbie@ madeupserver.com)

On the PC
1.) Start Outlook, and go to Tools -> Options
2.) From the tabs, choose Delegates
3.) Select "Add"
4.) Add the person you want as a delegate by selecting his or her name from
the e-mail address list
Ex: Debbie <debbie@ madeupserver.com>

Now you need to share the secondary calendar.
1.) From the calendar view, right click on the secondary calendar (Ex:
"Production"), and select "Share calendar"
2.) Share the calendar with the person you selected in step 4 as the delegate
Ex: Debbie <debbie@ madeupserver.com>

On the Mac
1.) Launch Entourage
2.) Go to Tools -> Accounts
3.) Open the appropriate account from the list of accounts
4.) Under the "Account Settings" tab, under the "Server information" heading
look for the field labeled "Exchange Server:", you'll need this server name
in a minute. On some setups this will vary from the domain under the
"Authentication" heading. So be sure you get the exchange server and not the
domain name.
Ex: https://exchangeserver. madeupserver.com

5.) Select the "Delegate" tab
6.) Under "Users I am a delegate for" click the "Advanced" button
7.) Fill in the name of the account you're a delegate for (this can be
descriptive, it does not have to match the user's actual name)
Ex: Anna's Calendars
8.) Fill in the delegator's e-mail address (this should match)
Ex: anna@ madeupserver.com
9.) For the server address, put in the server name collected in step 4.
Ex: https://exchangeserver.madeup.com
10.) Click Ok, then choose Send & Receive

Debbie can now see Anna's calendars. Both "Calendar" and "Production" will
be shown.

Note: If this does not work, then in step 9 you might need to put more
exhaustive information. Instead of putting just the server address, attach
/exchange/<delegator's e-mail here>.
Ex: https://exchangeserver. madeupserver.com/exchange/anna@ madeupserver.com