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How to create travel Schedule for Department on Outlook?

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  • How to create travel Schedule for Department on Outlook?

    Hello:

    I’m an administrative assistant supporting a group of about 20 tech specialists who frequently work off-site, be that as an out-of-state trip, or local travel.
    The managers like me to track who is going where, who’s in the office and who isn’t, so I tweaked an Excel calendar/schedule template to do so, then every day sending the Excel Sheet out as an e-mail attachment to my managers
    When we recently converted to Microsoft Outlook from another e-mail/calendar platform, I thought it would be a relatively simple task to create a separate calendar showing just the travel schedule (not their entire calendar showing each and every meeting/appointment they s schedule) for each team member that could be viewed but everyone in the department, but edited only by the administrative assistants, and maybe allowing each tech specialist to edit their own travel.
    It just make sense to me to keep a calendar on a calendrer and not have maintain an Excel file impersonating a calendrer and then have to e-mail the excel-calendrer to staff every day.
    But I’m running in to some trouble. So far, I’ve learned how to either create a new calendrer where I can enter items of general interest that would be relevant to the entire team, everyone in the department, or I can ask them to “share” their entire calendrer. But I can’t seem to find a way to do both. (That is be able to enter and share specific trip information (and only that information) with the department as an “overlay” type of calendrer on Outlook.)
    Below is a sample of how I have my Excel sheet set up, and would like to have something similar on Outlook.

    Any suggestions?

    April
    1
    2
    3
    4
    Bill Deal
    Vacation
    Jason Berg
    Travel- Dallas, TX
    Travel- Dallas, TX
    Travel- Dallas, TX
    Travel- Dallas, TX
    Ben Henderson
    Local Travel
    Local Travel



    Thanks For your help,
    David

  • #2
    Re: How to create travel Schedule for Department on Outlook?

    I have done something similar with a public folder calendar (assuming you are using Exchange) and colour coding different people, and permissions could be set up correctly.
    That is distinct from users sharing their calendars.
    What permissions do you have on your travel calendar and on users calendars?
    Tom Jones
    MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
    PhD, MSc, FIAP, MIITT
    IT Trainer / Consultant
    Ossian Ltd
    Scotland

    ** Remember to give credit where credit is due and leave reputation points where appropriate **

    Comment


    • #3
      Re: How to create travel Schedule for Department on Outlook?

      Ossian:
      Thank you for your response. Regarding permissions, for Outlook, I just have the default sharing settings, but can certainly change them to an extent if needed. I do work in an environment where some information is on a “need to know” basis, and I know some people (including my boss’s boss) wouldn’t mind subscribing to a calendar I set up, but wouldn’t share their calendar with me.
      When you mention a public folder, is it still integrated or viewable through Outlook? We have a shared drive, and while I could just maintain it there and tell my team it’s there if there want to look at it, I have a feeling that approach would be a little too passive.
      The draw of utilizing the Outlook Calendar is I’m assuming they use it every day anyway, if they can look at the travel schedule at the same time, or that they’d just have to perform a few quick mouse clicks to see it.
      Thanks for your help!
      David

      Comment


      • #4
        Re: How to create travel Schedule for Department on Outlook?

        Are you using Exchange Server or are you getting your email some other way?

        Public Folders are an Exchange feature - there are alternatives e.g. SharePoint, but that relies on Exchange too for email integration.
        Tom Jones
        MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
        PhD, MSc, FIAP, MIITT
        IT Trainer / Consultant
        Ossian Ltd
        Scotland

        ** Remember to give credit where credit is due and leave reputation points where appropriate **

        Comment


        • #5
          Re: How to create travel Schedule for Department on Outlook?

          Hi. sorry for the late response. Yes, the company does use Microsoft Exchange.

          I've been trying other options, and am just typing the employees names and color-coding the event. I've used conditional formatting (Most recently) and Categories, but in each case, have noticed that I can't see to transfer the colors to another person's computer. Is there a way to export these views to other people's computer?

          All the other information is there, and the functionality is there, but the views just don't "pop" without the color codes.

          Thank you,
          David

          Comment


          • #6
            Re: How to create travel Schedule for Department on Outlook?

            If you use Exchange, IMHO speak to your Network Admin about a Public Folder Calendar (or separate mailbox shared to all your users)

            For the categories, I used to have a very nice shareware category manager - can't find it or a link any more

            I did find this article which may help:
            http://www.msoutlook.info/question/611
            Tom Jones
            MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
            PhD, MSc, FIAP, MIITT
            IT Trainer / Consultant
            Ossian Ltd
            Scotland

            ** Remember to give credit where credit is due and leave reputation points where appropriate **

            Comment


            • #7
              Re: How to create travel Schedule for Department on Outlook?

              Thanks so much for your help! I appreciate the time to respond!

              Comment

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