Proper Use of Calendars (and Shared Calendars)

[jhunter]

We just installed Exchange Server. We have 8 workstations using
Outlook 2003. What is the proper way to use Outlook with respect to
Calendars? Does each person just enter their stuff in their own
personal calendar? What would go in the shared calendars? How can you
tell if a person is busy before making a meeting request? Here's what
we want...

Personal Calendars
Shared Company Calendars/Resources
Sync'ing with Blackberry's & Palm's so we can see ALL calendars

 

[Diane Poremsky]

Everyone keeps their own calendar. View each others calendars by opening a
shared calendar (File, open, other persons calendar). Company/group
calendars are using made in public folders.

Check the free/busy before making appointments. (if the server is properly
configured, free/busy info from the mailbox's default calendar is published
automatically)

 

[jhunter]

So what would "Public" calendars be used for (since each person will
have their own and others can check their free/busy times). And where
do I setup things like conference rooms, etc?

 

[Diane Poremsky]

public calendars are often used for group projects and such where a group of
people need to see the full appointment details - its easier than opening
everyone calendar.

For conference rooms and other resources, you can use either a mailbox or
public folders.
http://www.slipstick.com/calendar/skedresource.asp

 

[jhunter]

I read your Slipstick link on resources (thanks!). Do you have a
preference regarding the different methods they list (see below)?

1) Maintain the resource as an Exchange Server mailbox and ...
.... a) use a server-based script or event sink to accept bookings, or
.... b) set it up as a resource so that Outlook 2000 and later can book
it directly
.... c) use a delegate to handle meeting requests automatically or
manually, or
.... d) allow at least some users to add and edit items in the
resource's calendar directly

2) Maintain the resource as an Exchange Server public folder holding
appointment items

 

[Diane Poremsky]

I prefer setting it up as a resource.

 

[jhunter]

I prefer setting it up as a resource.

If I setup the conference room as a resource, will Outlook show the
free/busy times of the CONFERENCE room when I'm setting up a meeting?

 

[Diane Poremsky]

yes, since it's a mailbox free/busy will be published