Domino Consulting - HCL Notes 11.0.1 Help

CALENDAR

Creating a team calendar
A team calendar is a calendar in a standalone mail file that enables everyone on a team to see the availability of team members and schedule meetings with team members. To use a team calendar, you create a mail file to hold the team calendar that is configured as a mail-in database.

About this task

You might need to ask your Domino administrator to complete these steps for you.

Procedure

1. Create a mail database on a mail server in the Domino domain of the team members. From Notes, click File -> Application -> New, complete the following fields, and then click OK.

Table 1. Fields to complete to create a team calendar mail file

Field	Description
Server	A mail server in the domain, for example `Mail1/Renovations`.
Title	A name for the mail file, for example, `Sales Team Calendar/Renovations`. You will refer to this name in the Mail-In Database document.
File name	File name of the mail file relative to the data folder, for example:`mail\sales_team_calendar.nsf`.
Template	`Mail (R10)` or later version of the mail template. You can select the template on the local client or on the server.

2. Create a Mail-In Database document in the Domino directory:

From the Domino directory, click

Configuration

Messaging

Mail-In Databases and Resources

b. Click Add Mail-In Database, complete the following fields, and save the document.

Table 2. Fields to complete in Mail-In Database document for a team calendar

Field	Description
Mail-in name	Name of the team calendar mail file, for example, `Sales Team Calendar/Renovations`.
Internet Address	An address for the calendar if it is to be used by team members outside of your company, for example, `salesteamcalendar@renovations.com`.
Domain	Domino domain of the mail server with the team calendar mail file, for example,`Renovations`.
Server	Name of the Domino server with the team calendar mail file, for example,`Mail1/Renovations`.
File name	File name of the mail file relative to the data folder, for example:`mail\sales_team_calendar.nsf`.

3. Change the owner of the team calendar mail file:

Open the team calendar mail file.

b. Click More -> Preferences.

c. Next to the Owner field in the Mail tab, clickChange.

d. At the warning prompt, click Yes.

e. Browse the directory and select the name you gave the mail-in database, for example,Sales Team Calendar/Renovations.

f. Click OK twice.

4. Give team members access to the team calendar:

From the team calendar mail file, click

More

Preferences

b. Click the Access & Delegation tab.

c. Click Below Delegate access to these people , add the names of people or groups to give access to. Calendar, To Do and Contacts,

d. For Access, select Read, create, edit, and delete .

5. Enable the team calendar mail file to be a shared calendar:

Add the

$CSEnableSharedCal=1

setting to the notes.ini file on your Notes client.

b. Open the team calendar mail file.

c. Click More -> Preferences.

d. Click the Shared Calendar tab. (The$CSEnableSharedCal=1 setting enables this tab.)

e. Select This application is a shared calendar and clickOK.

6. Give team members access to the calendar:

Click

More

Preferences

b. Click Access and Delegation.

c. Give the desired access to team members individually or through a group.

7. Optional: Have team members complete the following steps to add the team calendar to their personal calendars so they can see both from one location:

Open the personal calendar.

b. In the bottom, left panel, select Show Calendars -> Add Calendar.

c. In the Add field, select Notes user's calendar.

d. In the User name field, type the name of the team calendar, for example,Sales Team Calendar/Renovations.

8. Optional: Set the database to open to the Calendar by default:

Click

File

Application

Properties

b. Click the launch tab (fifth tab).

c. In the Name field, select CalendarFS.

Parent topic: Advanced Calendar topics

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