Managing Time with SharePoint Calendars


Using calendars to manage time and resources is a common requirement in many systems and for many reasons. Being able to quickly and easily create calendars and views of events has always been a powerful tool within SharePoint. Often however the out of the calendar features were not sufficient to meet users needs and third party equivalents needed to be considered.

SharePoint 2010 has enhanced calendar facilities that offer some extra features to help with this.

clip_image002To see this, create a calendar by using the ‘Site Settings’ then within ‘More options’ select the  ‘Calendar’ image.

This will take you through the dialogs needed to create a new calendar type list as per SharePoint 2007. In order to get the new features we need to activate a feature at the site level.

To see this use the, ‘Site Actions | Site Settings | Manage Site Features’, links.

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After this has been activated the calendar list has a new option to use the calendar as a group calendar

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Select yes here and return to the new calendar and you will see some new buttons

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Select either Day group or Work group and you will see a new view of the calendar as seen below

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This is a nice step on from the 2007 calendar allowing us to manage people. SharePoint server adds the ability to manage resources such as rooms and equipment as well.

Multiple Calendars

If you need to use multiple calendars to track events, then this next feature will really help. This is that of ‘Calendar overlays’ whereby we can view multiple calendars at once in a single view – as if the calendar contents had been laid on top of each other.

On the ribbon for the Calendar there is a new button

clip_image012 Which when pressed shows a calendar selection screen

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Note: Although the link says new calendar it means add a view of an existing calendar

When pressed displays the following where you select the calendar to be overlaid.

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The calendar can either be a SharePoint calendar or an Exchange calendar! – Another significant enhancement.

The result is in my case two calendars being combined showing events in one view

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This can be used in many ways to keep track of different teams or individuals. The calendars can be from different sites or as mentioned can be Microsoft Exchange calendars

Course Time

And at this point of the development of our new SharePoint 2010 course, time is speeding up as we get closer to our alpha date.   Our First Run Pilot session on April 13-16 in Washington will then be next.  If you would be interested in attending, let us know!

No matter how good the calendars are, they mean nothing unless we actually use them and carry out the work. My calendar entries for this week are beginning to fill up with items of course material to review !

Deadlines, Deadlines, Deadlines :-)

Dave Severn

To learn more about SharePoint, download Learning Tree’s free white paper, SharePoint® Empowerment: Making Document Management and Organizational Collaboration Easier.

4 Responses to “Managing Time with SharePoint Calendars”


  1. 1 rfarqleet April 12, 2010 at 7:27 am

    Hi,

    I completely agree with all that here is told
    Your blog about this “Managing Time with SharePoint Calendars” helped me a lot. thank you! Master

    Keep it up!

  2. 2 Ritesh July 14, 2011 at 5:00 am

    Hi,

    I have created two calendars in SP 2010 foundation for two different projects and added people to each. I’ve also added a group view for these two projects (which seems to work). Why don’t all the people show up by default when I select the projects or the group view. When selecting either the group view or the projects themselves, only my calendar shows by default…I then need to manually add all the people to see the full picture (this happens each time I access the calendar). When I manually add them, there tasks show up fine.

    Is there a way to default a calendar to show all people that have tasks in it?

    • 3 Jennifer.york@springer.com November 3, 2011 at 3:44 am

      Hi,
      Did you ever get a response to your above query (ie, having to manually add all people each time you access the calendar)? We too are searching for a solution.
      Best regards,

      • 4 dsevern November 3, 2011 at 9:52 am

        I haven’t found a way to default the display to show the users. The closest thing is to add the required users to a SharePoint group and when you access the calendar select this group in the people drop down. Ideally I would like to be able to create a view and specify which user groups should be included but this doesn’t seem to be possible. Hope this helps!


Comments are currently closed.



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