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Maintaining a Group Calendar in Outlook without Exchange

Note: The scheduleall section is now divided into four separate pages: Group Calendar without Exchange, Live Calendar Tools, Static and Do-it-yourself Tools, Company Events Calendar

Even though Microsoft Outlook makes it easy to coordinate meetings with other Microsoft Exchange Server users, there is no built-in mechanism for maintaining a central calendar. Of course, the concept of a central calendar means different things to different people. Some organizations are looking for a centralized view of every person's availability, while others want to keep a common calendar of important company events. 

Quick and dirty method for sending personal appointments to a public calendar when you first create the appointment: Invite the public folder. All public folders have e-mail addresses, even though they may be hidden from the GAL.

If you just need to see other people's calendars easily from within Outlook, try the technique described under To get quick access to team calendars.

The tools on this page use a database of some kind as the central source for calendar information, synchronizing with Outlook folders. Exchange Server is not required, although some can also work with Exchange.

Create a Company Events Calendar using an Exchange server application.

  Group Calendar without Exchange | Live Calendar Tools | Static and Do-it-yourself Tools | More Information

Tools

3StepShare   3StepShare is designed to facilitate the sharing of Outlook folders (calendar, contact, task and email) without the need for Exchange, server computers, monthly hosting fees, or a computer specialist to install and keep it running. See for yourself just how easy 3StepShare makes sharing Outlook calendars, contacts, tasks, and email with your colleagues and friends. Trial version available.
CodeTwo Public Folders   CodeTwo Public Folders synchronizes data between many Outlooks on different computers within a network without the Exchange server. Data is synchronized automatically in the real-time and the process is transparent for the user. The software allows creating public folders in Outlook, in which many network users can share data and work on it simultaneously. It provides a group of users with an opportunity to transform Outlook into a group work tool without the expensive and complicated Exchange Server. Version 4.1.1
Corporate Calendar   Sample Outlook form application to maintain a central calendar. (Microsoft Office Update)
Enterprise Staff Indicator for Outlook   Displays in/out status of staff members using an external database (Access, SQLServer or any ODBC database). Does not require Exchange Server.
GroupCalendar for Exchange   Collates appointments from individuals into a group calendar either with or without Exchange Server. With Exchange, you can use a public folder as the group calendar and it will update automatically. Synchronizes automatically when connected to the network. Data is stored in Microsoft Access and can be accessed by other applications.
GroupOutlook   GroupOutlook from Amarillo Software allows you to share Outlook e-mail, calendars, contacts, tasks, notes and journals without Exchange Server. You can also synchronize links to contacts if you want. Using Group Calendar, you can view calendars side by side and have as many Group Calendars as you need. Public Folders allow you to share contacts as a centralized address book, calendars and e-mail. A 15-day free trial is available.
OfficeCalendar   Share Microsoft Outlook calendar, contact, and task information with this affordable Exchange alternative. Makes Outlook calendar sharing and Outlook group calendar scheduling easy. Works with Microsoft Outlook 2000, 2002, 2003, and 2007. OfficeCalendar creates Outlook calendar share folders under each users main calendar folder along with a Outlook group calendar. Free trial is available.
ShareCalendar   Share and synchronize Outlook Calendar folders without a server. Group Scheduling.
Shared Calendar   Shared Calendar allows you to share your calendar without Exchange server. It uses a separate calendar folder, leaving you the ability to still use your personal calendar for yourself and a shared calendar for your colleagues.
ShareOutlook   Share Outlook calendar, contacts, journal, mail, tasks and notes folders with other Outlook users without a server. Share documents and files. Scheduling. Sharing Free/Busy information. (Version 2.90.0371)
Trumba OneCalendar   Trumba's OneCalendar is an online calendaring service which synchronizes with Outlook. Users of the service are able to share their calendar with others, either publically on a web page or only with trusted contacts. A free 60-day trial is available.
WebPublisher for Outlook   Generate web pages from any Outlook folder, including Exchange public folders, publishing either to your own site or to the Outlook Central site, where you can even edit your contact and appointment information, as well as provide password-protected access for others. Sends reminders via SMS before appointments. Triggers the address book prompt from the Outlook Email Security Update; if you want to automatically update the data, consider using Express ClickYes to bypass the prompt. Pro version supports WAP access and multi-user calendar.
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More Information

  • Sharing with Exchange Server Public Folders
  • Managing Exchange Server Permissions -- Includes information on granting global Reviewer permission on users' Calendar folders
  • Synchronizing Microsoft Outlook on two machines -- Includes general information on synchronizing Exchange Server mailbox folders with public folders.
  • Sharing with Net Folders
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    Updated Aug 27 2008

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