Best way to share outlook calendar with 10 laptops

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robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
Hello:

Is google calendar sync (GCS) tool the best way to sync 10 laptop's outlook calendars so we can all see each other's calendars?

Currently this is how I have this scenario implemented:

- Created 10 gmail accounts, one for each employee.

- On each gmail account I added the 10 gmail addresses on the "Share with specific people" section

- On each gmail account I added the 10 gmail addresses on the "Other calendars" section

- Made all user's calendar Public.

- Installed the GCS tool on each of the 10 laptops. Selected One Way synchronization for all 10 laptops.

Is there any other simpler way to accomplish this?

Thanks for your help
 

robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
Sorry I meant 2 way instead of one way for google calendar sync.
 

robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
mmmmm I have been thinking and maybe I don't even need neither the GCS tool nor the gmail accounts.
 

robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
Ok so I think I need the GCS tool as there is no exchange server on this small LAN.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
You need something if you don't have Exchange but I'm not sure google is the best way to go, and you do not want them public unless you want them available to the world.




If you only need to view calendars (not edit) you can use calendar publishing to office online or to a webdav server. If you only need to see free busy, you can publish that locally.




See share calendars for calendar sharing applications. Most are not free however - although there is a free version of the CodeTwo sync tool. (I'm not sure how it will work for 10 computers.) Most, if not all, of the sharing apps have free trials so you can see if they meet your needs. I'm not sure which one would be best for you but i'd probably try officecalendar since you only need calendar sharing - and the code two tool since its free if you only need calendars. These would keep the calendar data in-house.




If you do decide to use google, back up the pst files daily - the sync tool has the potential to wipe out the calendar.
 

robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
I didn't know that google sync calendar could damage pst files.

Do you know where can I find that information? It's not that I don't believe you, it's just that I would like to have that information in case I need to show it to someone else.

Thanks for your help.
 

robertin75

Senior Member
Outlook version
Outlook 2007
Email Account
POP3
I'm not sure what do you mean by "If you only need to view calendars (not edit)".

Does that mean that none of the users will be able to update their outlook's calendar and push those changes to the webdav server so others can view those changes?

Basically all employees want to know what a specific person is doing. Like for example if someone has to go to a doctor's appointment in working hours he can put the time he/she will be out so other employees can see that instead of wondering why is this employee not at his/her desk.

Thanks
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
When Outlook shares calendars using webdav, the shared calendars are not editable by the non-owners. The owner can edit their own calendar and updates are pushed out to the shared version for everyone who is sharing it to see.




Since you only need view permissions to the other calendars, either a wevdav calendar or free/busy would work. If they schedule appt with each other, free/busy might be better.




When they use webdav calendars, they'll have each calendar in the calendar navigation pane. Viewing it is as simple as clicking on the persons calendars.




With free/busy, they won't have the calendar on the navigation pane and can either view it using Group Calendars or from the screduling tab of a meeting request. It's a little more effort when you're just wondering where someone is, but less clutter on the calendar pane. (Clutter can be reduced by putting the calendars in a group and collapsing it when not in use.)




You can do both, since each serves a different need. Those who frequently need to see a coworkers calendar can add it as an internet calendar and those who don't will have their free/busy available if they need to schedule appointments.
 

Helpdesk

Member
Outlook version
Outlook 2010 32 bit
Email Account
POP3
When Outlook shares calendars using webdav, the shared calendars are not editable by the non-owners. The owner can edit their own calendar and updates are pushed out to the shared version for everyone who is sharing it to see. ...]

Hi, I don't know anything about webdev, don't use exchange and would love to share calendars with contractors. I can do this to some extent in Outlook 2010 with opening a calendar from the internet, buyt permissions are a pain to set up. I'm looking for a simple solution to managing a team's time. I like outlook and use it a lot, but it doesn't have to be the only solution. I don't however want to duplicate or copy / paste information, I'd like it all automated.

it gets complicated as I'm using contractors - they have their agenda too. However we all need certain customers to see our calendars - free / busy would be adequate for them. I'd like to mirror these calendars on the Helpdesk: Specialists in IT Employee Development website (have started that with Google..), but I'm sure there's a better solution as customers have to have a google account and 'register' with us to even look!

So is there a program / add-on our there that can do for me?
 
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