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In Ben’s previous post, he spoke about sharing a calendar via e-mail. Many people correctly commented that sharing a calendar via e-mail does not support subscriptions and that for items that changed regularly, it was difficult to use. Can Comertoglu (our Calendar Sharing Program Manager for Office 2007) spent some time with Ben to put together this guide on how he uses the Office Online publishing features of Microsoft Outlook 2007 to manage a soccer team.
In order to be able to field a cohesive team on a regular basis, Can juggles times, locations, and team players. Can’s soccer team’s schedule changes week to week and the players are from all over Seattle, so Can needs to be able to create a team calendar that can work for everyone and be updated unobtrusively. For example, the calendar must be usable by a combination of different calendaring clients, besides Outlook 2007Like most soccer teams, Can’s team gets together at least twice a week for regular practices and then irregularly for matches, and he needs to be able to communicate these scheduling changes to everyone on the team as quickly and as efficiently as possible.
Like the example that Ben provided last week, Can is able to maintain a separate team calendar in Outlook 2007 for his soccer team. He uses Outlook 2007’s Office Online calendar publishing features to share his soccer calendar with his team. By publishing the team calendar to Office Online, he can make frequent changes to the schedule without having to send out a new copy each time. Team members that use ICalendar compatible clients have the option to subscribe to the calendar and receive automatic updates. Players that do not have software that supports this standard can still view the team calendar using the Office Online web site.
We have made a sample soccer calendar available on Office Online so that you can see how this functionality works. Here is how we did it:
Create a new calendar.
Select “File + New + Calendar” and then enter the name for the Calendar.
A separate calendar will now be created.
Publish the calendar.
Right Click on the Calendar and select “Publish to Internet + Publish to Office Online…”
The “Publish Calendar to Microsoft Office Online” dialogue is now displayed. This allows you to select what is published, the time span that will be published, and who has access to it as well as additional options such as a description and the publishing frequency.
Please note that in order to use Office Online you will need to have a Windows Live ID. You will be prompted for credentials when publishing.
In our example, we chose to publish everything in this calendar to all users except for private data and to allow Outlook to automatically handle uploading of the calendar data to Office Online.
Send a notification message.
Once the publishing process has completed, you will be asked if you want to send a notification message to let people know about the calendar you published.
In our example, we selected yes and typed a brief notice to let our team members know about the calendar.
You will not need to send out another notification.Users who subscribe to the calendar will automatically receive the latest updates.
Any application that can read an .ics file can subscribe to the calendar. Users that do not have an .ics aware mail application can view the calendar at Office Online in a web browser.
We are now done and have published our calendar. Any changes we make to the calendar will be pushed up to Office Online the next time Outlook performs a “Send and Receive” operation.
Viewing the calendar data.
Attached are some screenshots of the calendar data as seen through different clients such as Outlook 2007, Windows Calendar (available in Windows Vista), FireFox and Internet Explorer.
Office Online in Internet Explorer Office Online in FireFox Outlook 2007 Windows Calendar
ICalendar Compatible clients.
Here is a short list of popular clients that implement ICalendar functionality. Please note that this is not an exhaustive list and that there are many other applications that provide this functionality.
Open Source Applications Foundation
Novell & GNOME
iCal and iCal Server
The Kontact Team
Sun Java Calendar Server
Zimbra Collaboration Suite
We hope you enjoy this feature as much as we do!
Can ComertogluOutlook Program Manager&Benjamin GayOutlook Software Design Engineer in Test
[content update 8.9.07] We've made a change to this post so that the table at the end is now clickable and not a static graphic. Thanks!
1) can an ical subscriber download attachments for items in the published internet calendar? 2) If above is yes then, does it not pose a security threat?
You can optionally download attachments to subscribed web-calendars. Outlook defaults to not downloading attachments automatically for subscribed calendars. To enable attachments, you need to open Account Settings, switch to Internet Calendars, open the specific calendar, and then check the box to enable attachment download.
I want to test whether outlook actually blocks downloading attachments when subscribing to a calendar with attachments. Can you please provide me a link to a published calendar WITH attachments? In Outlook 2007, attachments are not published. So even if I attach files or paste in-line images in the calendar, they do not get published.
Did the browser based calendar get cut? The ICS file still gets published but during the beta you could get access to your calendar. See live example below: calendars.office.microsoft.com/.../viewer.aspx And a related PC World article.
www.pcworld.com/.../article.html Why was this web based calendar feature disabled? It's a fantastic feature and clearly still available. The Office UI indicates it is available and also says other people can find or search for your calendar. This doesn't appear to be the case and is very misleading and confusing for end users.
I have several computers - a laptop (home), a home desktop, a work desktop and a PDA (Windows Mobile 5.0). I use outlook for my calander and contact lists. Is there a way to sync all of the calanders and contact lists? I would especially like my home laptop and home desktop to be sync'ed, and can use my PDA to keep my work computer updated and sync'd with one additonal PC (home desktop?). I have all of these nice tools - but I want only ONE calander (and I prefer only one contact list, but I can live without that). Any thoughts? Thanks,
I have configured my web server for webdav and could synchronize my outlook 2007 clients through that. but my boss and its secretary want to use one calendar and both of them want to have write access to the calendar.
I published my boss calendar to the webdav, so he can make changes to the contents of the calendar but the secretary can't make change to the calendar but just read access.
Is there any way to solve the problem so they both have write access to the calendar.
Hi. When I'm trying to publish my calendar to Microsoft Online, I get the following error: The upload of "Calendar" failed. Server returned an error. Any ideas? Please help! Thanks, Nat
nat [at] novotrix.com
I'm looking for the answer to the post made by Alistair. What's this "Anyone can view and search for this calendar on Office Online"? How is this accomplished?
Alistair & Jeramie:
This feature is still available in Outlook 2007. You can publish your calendar from Outlook to Office Online and have a web experience as well as the ICS file available for anyone to access. When you send the invitation, recipients with Outlook 2007 are given the option to either subscribe to the calendar or preview the calendar online. Those without Outlook 2007 receive a webcal and http link to the website they can use to view the calendar online. --Ryan
I have setup my own WebDAV server and have setup my Outlook 2007 to publish to the server. What I'd like to know is, when I make a change to my calendar, will it update/publish automatically, if so, when? After I add/edit the new item? Or, after a preconfigured amount of time?
Similarly, if somebody has added my calendar to their outlook, how do they have their outlook update the calendar if there is a newer one on the webdav server?
I know they are subscribed to it, but do they have to do something to check for updates then update it, or does it happen automatically?
My main reason for asking is, I'd like to use published calendars as a way of distributing our Term Calendars at the school I work for. I'm just worried about certain parents still on dialup and their outlook trying to check every hour for calendar updates, or if it'll just do it on send and recieve? Thanks!
Hi, different Alistair here ;) I am in the same situation as Miri. The CEO & CFO's PA needs to be able to see and change her bosses calendars. I have set up a WebDAV published calendar (using myself as a guinea pig). It seems to me that the publish process is one way. Changes made on the ics do not flow back to the original shared calendar. Whassup with that? All the references above to update frequency seem to be for the Office Online scenario. The setting on Outlook only allows you to specify whether or not you use the server's update frequency. It doesn't indicate what frequency is used if you don't use the servers setting. In addition I can't see anywhere to set the frequency if you are not using the servers settings nor can I find anywhere that indicates how to set the frequency on the server if you are using the WebDAV solution. HELP!!!
Great article! Thanks for that. What I would like to find out is if it would be possible that the "subscribed" people of the calendar would have any option of actually putting something *in* the calendar (i.e. have write access). Thanks,
Hi, i am looking for the same answer to Erik's and many others questions concerning how to enable "write access" to the published WEBDAV internat Calendar so outside users can post meetings and update the calendar if given permission to. Any thoughts please?
The ability to publish a calendar from Outlook to WebDAV or Office Online is a one-direction sharing relationship. It only supports publishing your calendar as ICS to a shared/public location, but does not synchronize a calendar between Outlook and that location.
If you are using Exchange in addition to Outlook, you can share calendars through Exchange with read/write permissions, but there is no equivalent way to do that with Outlook and WebDAV.
Sharepoint services kurulu olan ortamda kullanıcılar daha önce Outlook kullandıklarından kişisel takvimlerindeki öğeleri Sharepoint üzerindeki takvime eklemek istemekteler. Ancak Outlook tarafına eklenen sharepoint takvimi read only olduğu halde bunun mümkün olup olmadığı yada nasıl çözülebileceği hakkında bilgiye ihtyacım bulunmaktadır.
Bu mümkün müdür?