Chapter 6 Working with Calendar Folders

This section describes how to work with calendar folders and provides some tips on features that are specific to Sun Java System Connector for Microsoft Outlook.

The following topics are discussed in this chapter:

• Accessing Your Calendar

• Sharing Your Calendar

• Subscribing to a Shared Calendar

• Unsubscribing From a Shared Calendar

• Synchronizing Folders

• Creating Multiple Calendars

Accessing Your Calendar

You can access your default calendar on the Sun Java System Calendar Server using one of the following methods:

• In the Folder List, select the Calendar subfolder under Folders - your user name.

• In the Outlook Today view, select Calendar.

• Select Calendar under the Outlook Shortcuts view.

Sharing Your Calendar

You can grant access to your calendar to another user. That user may then subscribe to your calendar. The access permissions range from being able to read your calendar, to allowing another user to create, modify, or delete events in your calendar.

To Share Your Calendar

1. Right-click the Calendar folder you wish to share and select Properties.

   The properties dialog for that folder appears.

2. Select the Permissions tab.

3. Click Add user.

4. In the Add User dialog, enter the userID and choose the permission settings, or click Search to search for a user.

   The available permission rights are:

   • Read only

   • Read and write

   • Read, write, and manage

   • None

   You must select at least read only in order to share a folder with another user.

5. Click OK to delegate access to your calendar to the specified user.

Note

If you are granted access to another calendar, and create an event in that calendar, the calendar owner is listed as the organizer of that event. Any email reminders sent about that event is sent on behalf of the calendar owner.

Subscribing to a Shared Calendar

Another user can grant you access to his or her calendar.

To Subscribe to a Shared Calendar

1. In the Folder List, right-click Shared Calendars and select Properties.

   The Shared Calendar Properties dialog appears.

2. Select the Subscribe tab.

3. Click Subscribe.

4. In Add Calendar dialog:

   • If you know the userID of the calendar to which you wish to subscribe, enter that userID and click Query.

   • If you do not know the userID of the calendar to which you wish to subscribe, click Search to search your address book directory for available calendars.

     The folders that are available to be shared and are not already subscribed by you are listed. Select one or more folders in the list and click Add to subscribe.

5. Click OK in the Shared Calendar Properties window.

   The calendar is added to your list of subscribed calendars.

Unsubscribing From a Shared Calendar

To Unsubscribe From a Shared Calendar

1. In the Folder List, right-click Shared Calendars and select Properties.

   The Shared Calendar Properties dialog appears.

2. Select the Subscribe tab.

   A list of subscribed calendars appears in the Calendars list.

3. Select the calendar from which you wish to unsubscribe.

4. Click Unsubscribe.

   A dialog appears asking if you wish to unsubscribe from this calendar.

5. Click yes to unsubscribe. Click no to cancel.

   The calendar will be deleted from your subscribed calendar list.

Synchronizing Folders

You can synchronize a calendar folder or all folders (including mail, calendar, tasks, and contacts). Synchronizing updates the local data from the server. This deletes all local items. All calendar attachments and embedded data objects will also be removed.

To Synchronize a Single Calendar Folder

1. From the folders list, right-click on a calendar folder.

   The folder properties window is displayed.

2. In the folder properties window, select the Advanced tab.

3. Click “Empty and resync.”

   A dialog appears indicating that the folder is synchronizing. The dialog disappears when complete.

4. Click OK to close the folder properties window.

Synchronizing All Folders

To synchronize all folders, including mail, calendar, tasks, and contacts, see Configuring Store and Logging Properties.

Creating Multiple Calendars

You may create and share multiple calendars, in addition to your default calendar. These calendars may only be created at the top-most folder level.

No subfolders may be created under the default Calendar folder.

To Create a New Calendar Folder

1. From the top menu, select New->Folder.

2. In the Create New Folder window:

   1. Enter a name for the new calendar.

   2. Select Appointment Items in the “Folder contains” field.

   3. Click OK.

   The new calendar folder appears under the main folders list.

Free/busy Status

Your free/busy status does not include appointments and meetings scheduled in non-default calendars.

See Also

You may also share your non-default calendar and subscribe to another user's non-default calendar. See Sharing Your Calendar and Subscribing to a Shared Calendar for instructions.