Outlook - Printing Multiple Calendars

Does anyone know how to print multiple calendars (say for a small department of 5 people for 1 week) combined TOGETHER on 1 or 2 pages ?

Help gratefully accepted.

Andy

 

If you are using an Exchange server...

Pick someone willing to lose their calendar for personal use. Have that person share (right-click, properties, permissions tab) with the other persons. Everyone puts their *business* appointments on it. Then everyone's on one calendar.

The calendar can NOT be anything other than the default Outlook calendar. If the person who gave up their calendar wants their own personal one, they'll have to create a personal folder (tools-services) and put one in that.

Better yet, if your mail administrator will do it, have them set up a new mail account or public folder with a departmental calendar in it. Give rights to your department members only.

If you are not on an exchange server, you're basically SOL and might want to consider just creating a calendar in Word, and sharing that file on a shared drive. Excel would be even better, because more than one person can access an Excel file at one time, before placing file on shared drive, just hit Tools-Share... I have seen some Excel calendars online. Try the Appointment Calendar maker at http://j-walk.com/ss/excel/files/general.htm

 

Dreamboat:

Thanks you for your response, but your solution is the situation we are trying to GET AWAY from !

We do have exchange and currently everyone put's all their important business appointments on one shared departmental calendar, but because everyone is now beginning to use Outlook for ALL their appointments (which makes the joint departmental calendar very busy), what we want is the ability to maintain our own separate busy calendars as separate enitities and then to somehow just print a combined version once a week so the admin staff can see the lot. Hope this makes sense.

Thanks,
Andy

 

So, basically what you want is *another* shared departmental calendar.

Either ask the admin for one (I assume you've been denied this already), or do as I said above:

Pick someone willing to lose their calendar for personal use. Have that person share (right-click, properties, permissions tab) with the other persons. Everyone puts their *business* appointments on it. Then everyone's on one calendar.

I'm sorry. I don't know of any other way.

(and I think I just spammed you because I somehow posted my reply 4 times...sorry!)

 

Dreamboat:

Thank you for your continued attention, however I must not be explaining myself very clearly, I'll retry:

* We ONLY want to put our meetings on our individual personal exchange calendars
* We don't want to re-enter meetings into a collective calendar or maintain a collective callendar
* We would like to print (only) the combined status of all our individual calendars.

Any chance or is it not possible.

Thanks again,
Andy

 

If the calendars are not in the Exchange Public folder they are not Exchange calendars and cannot be collaborative. If everyone would use a public calendar instead of their personal ones it wouldn't be a problem...it's just a procedures problem. Stick with the cetralized one and keep everyone from using the private ones.

 

Rockn (and Dreamboat):

We are on Exchange Public Folders (sorry that was not clear), but my questions / requirements are still valid.

Thanks,
Andy

 

Your question and requirement are ALWAYS valid. The capability is just not there outside of what I've already suggested. However, you may find some 3rd-party solution at www.slipstick.com. I did not look for one...but there may be one.

 

Maybe it could be done with replication to a centralized calendar on the Public folder. Sounds like you need to do some sort of synchronization of the personal ones to a centralized one. Check with the mail server admin about the replication possibilities.

 

Dreamboat and Rockn:

Yikes, Slipstick has more solutions to my problem than I can handle ! And yes, Rockn, at least one of them does involve syncronization.

I'll let you know if I get one of the solutions working.

Thanks to you both for your help.

Andy

 

I'm surprised at how many short unhelpful replies you got to this request. Follow the link in the following KB article to a GroupCal download that works great for the exact thing you are trying to accomplish. The .zip file includes a Word document with very easy instructions for setting it up.

http://support.microsoft.com/?kbid=268441

Or go straight to the download with this link.

http://www.slipstick.com/files/groupcalsb.zip

The document actually says its for 2000 but I'm using it successfully in Outlook 2003.

Good luck.