6.4 Using the Multi-User Calendar

The Multi-User Calendar view lets you see the schedules of several users or resources side-by-side. Use this view to find out what everyone’s schedule is for the day, or find out which of your company’s conference rooms is free at a specific time.

IMPORTANT:You must have the appropriate Proxy rights for each user or resource in order to include them in a Multi-User view. (See Section 7.9, Giving Other People Access to Your Mailbox.) For example, if you do not have Read rights for appointments, you cannot see another person’s schedule in the Multi-User view.

For each Multi-User view, you need to create a list of the users or resources whose calendars you want to display. The order of names in the list, called a Multi-User List, determines the order in which the calendars display in the Multi-User view.

This section contains the following topics:

6.4.1 Viewing the Calendars of Multiple Users or Resources

You must have the appropriate Proxy rights to add users to a Multi-User List and view their schedules in a Multi-User view. See Section 7.9, Giving Other People Access to Your Mailbox.

  1. Click Calendar in the Nav Bar, then click the Multi-User view button on the Calendar toolbar.

  2. If this is the first time you have used the Multi-User view, right-click in the Multi-User view, click Multi-User List, select the check boxes by the names of the users whose calendars you want to view, then click OK.

  3. View the users’ schedules.

  4. If you have appropriate Proxy rights and want to schedule an appointment, you can click and drag from the time you want the appointment to be, to include the users you want to include in the appointment.

You can modify the Multi-User List associated with this Multi-User view. You can also create additional Multi-User views.

6.4.2 Modifying a Multi-User List

You must have the appropriate Proxy rights to add users and resources to a Multi-User List and to view their calendars in a Multi-User view. See Section 7.9, Giving Other People Access to Your Mailbox.

  1. Click Calendar in the Nav Bar, then click Multi-User view icon on the Calendar toolbar.

    (If you have created additional Multi-User views, the button may look like New view icon.)

  2. Right-click in the Multi-User view, then click Multi-User List.

    or

    Click the arrow to the right of Multi-User view icon, then click Add or Remove Users.

  3. To add a user or resource, click Multi-user address book icon, double-click a name, then click OK.

  4. To delete a user or resource, click the name, then click Remove User.

    or

    To delete all the names in the list, click Edit, then click Remove All.

  5. To change the order of the names in the list, click a name, then click the up-arrow or down-arrow button. The order of names determines the order in which the calendars display in the Multi-User view.

  6. To remove a user or resource calendar from the Multi-User view without deleting the name from the list, deselect the check box by the name.

  7. To insert all the names in your Proxy List, click Edit, then click Insert Proxy List.

  8. To reset the list, click Edit, click Remove All, click Edit, then click Insert Last List.

  9. Click OK to save and exit the dialog box.

    or

    Click Apply to save without exiting.

6.4.3 Creating a Multi-User Calendar View

You must have the appropriate Proxy rights to add users to a Multi-User List and view their schedules in a Multi-User view. See Section 7.9, Giving Other People Access to Your Mailbox.

  1. Click Calendar in the Nav Bar.

  2. Right-click the Calendar toolbar, then click Properties.

  3. Click New, then specify a new Name so you can distinguish Multi-User views from one another.

  4. Click Multi-User in the View Name drop-down list, then click OK twice.

    The Multi-User List dialog box displays.

  5. If a user or resource you want in the Multi-User view is not listed, click Multi-User view address book icon.

  6. Double-click a user or resource, click OK, then repeat for each user you want to add.

  7. Select the check boxes of the users whose calendars you want to display, then click OK.

You can create additional Multi-User views for other groups of users or resources.