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Create a Master Calendar in SharePoint - Part 1

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Categories:Content Types; Calendar; MOSS; WSS; 2007

This article is the first in a three part series on how to create a Master Calendar in SharePoint using basic, Out-of-the-Box functionality. This first article was written by Greg Maas as a response to Master Calendars in SharePoint, a previous article on EndUserSharePoint.com. From: Greg Maass Senior Computing Specialist University of Washington Human Resources Information Systems Seattle, Wa

Overview

One of the typical needs for any business, regardless of size, is tracking and coordination of events. Calendaring systems have been a core feature of what used to be called “Personal Information Management Systems”, and systems such as Ecco or PackRat, which are focused on individual calendars, still have their adherents. These days, workgroup software, featuring robust server based calendaring systems (such as Microsoft Exchange) have become the norm for many organizations, and have streamlined routine activities like scheduling meetings or booking resources and equipment. The introduction of Sharepoint presents some challenges with respect to calendaring and event management, but can bring value to an organization if proper planning and solid information architecture are a focus and priority. This article will discuss an approach to using Sharepoint to support a centralized shared calendar, and give real world examples of a Sharepoint based calendar system in use.

Problem Statement

One of the classic demonstrations of a Sharepoint team site is a home page with a “Team Calendar”. This can be set up in a matter of minutes, and can soon become filled with listings for events that can be viewed in several different layouts, including a standard calendar look and feel. Once users become aware of how practical a centralized calendar can be, they can start showing up in numerous sites, and eventually become a burden for users who need to stay aware of events listed in multiple calendars.

Proposed Approach to a Solution

A more cohesive approach to using calendars in Sharepoint is to do some planning up front, with the goal of having a centralized calendar, or at least a small number of calendars that are focused towards similar types of activities or groups of users. This can be accomplished by using content types based on the core Event content type. Some things to keep in mind:

  • All of your content types that will populate the calendar will need to share the same columns for display. Typically this can be the start time and end time columns which you will inherit from the Event content type.
  • By default, the Event content type is hidden. See this posting for a method to make it available and inheritable by your custom content types: http://www.elumenotion.com/Blog/Lists/Posts/Post.aspx?ID=15 by Doug Ware.
  • Think about ways to extend the usefulness of entries to your calendars. This is where solid information architecture comes into play. For example, it can be useful to automatically send reminders in advance of certain types of events to certain people or groups. Using workflows and custom columns (such as “Attendees”, “Presenter”, “Audience”) can allow you to set up automation features that users really appreciate. A workflow can wait until 24 hours before the start date of an event, and then send out appropriate reminders or assign tasks.

To be continued in Part 2 ...  

Comments

plakerl

Create a Master Calendar in SharePoint – Part 1

This looks like it will be a great demo. I do have a question for us WSS people. It appears that the link to make a the event inheritable is for MOSS 2007. I notice that with WSS, there is only a name and description link from the settings of the List content type. Is there a way to group sothe event content type is available for future use by other calendar lists?

Paul

Posted 27-Oct-2008 by plakerl
EndUserSharePoint

Create a Master Calendar in SharePoint – Part 1

Paul - The proposed solution will definitely work in WSS. I will be putting up a screencast tomorrow to show the solution and how it can be integrated into your SharePoint implementation.

Then, I'll be offering a one and a half hour hands-on workshop to walk you through the setup and implementation.

Mark

Posted 27-Oct-2008 by EndUserSharePoint
Create a Master Calendar in SharePoint - Part 2 (ScreenCast) : End User SharePoint

Create a Master Calendar in SharePoint – Part 1

[...] Create a Master Calendar in SharePoint - Part 1 [...]

Posted 27-Oct-2008 by Create a Master Calendar in SharePoint - Part 2 (ScreenCast) : End User SharePoint
Create a Master Calendar in SharePoint - Part 3 (online workshop announcement) : End User SharePoint

Create a Master Calendar in SharePoint – Part 1

[...] Create a Master Calendar in SharePoint - Part 1 [...]

Posted 28-Oct-2008 by Create a Master Calendar in SharePoint - Part 3 (online workshop announcement) : End User SharePoint
Christophe

Create a Master Calendar in SharePoint – Part 1

Greg: thanks for sharing, using content types is definitely a neat approach.
One comment about the post: it seems that you give the term "centralized calendar" two different meanings. Under "problem statement" it refers to site calendars (as opposed to personal calendars). Then under "proposed approach" it refers to a collection wide calendar (as opposed to site calendars).

Posted 28-Oct-2008 by Christophe
Links (10/29/2008) « Steve Pietrek - Everything SharePoint

Create a Master Calendar in SharePoint – Part 1

[...] Create a Master Calendar in SharePoint - Part 1 [...]

Posted 30-Oct-2008 by Links (10/29/2008) « Steve Pietrek - Everything SharePoint
Links for October 31, 2008 « Steve Mullen’s Blog

Create a Master Calendar in SharePoint – Part 1

[...] a Master Calendar in SharePoint - Part 1, Part2 (Screencast), & Part 3. Part 3 is an online workshop [...]

Posted 01-Nov-2008 by Links for October 31, 2008 « Steve Mullen’s Blog
Sharepoint Master Calendar « Temple of the Clouded Mind

Create a Master Calendar in SharePoint – Part 1

[...] Endusersharepoint.comhas an interesting take on this strategy, using LyteBox to display a pop-up of the Master Calendar. Unfortunately, I don’t care for the LyteBox interface (too processor consuming on older systems), and would prefer to have something I could just look at by going to a main page (rather than clicking on a link). Mark Miller did host a pretty good online class on the LyteBox solution, that wasn’t particularly expensive. He explains event type content filtering extensively, and hooks you up with the LyteBox java script. If you are new to this, it might be worth the $70 (provided that they are still hosting the classes). [...]

Posted 18-Mar-2009 by Sharepoint Master Calendar « Temple of the Clouded Mind
Renee

How To?

Do you have documentation available with the step by step instructions?  My team is trying to do this same thing.  Thank you

Posted 10-Aug-2011 by Renee
Barbara Clark

combining calendars

Where is the link to the screencast of this 2nd session....I find the URL, but not link to the screencast.     Our department wants to combine Sharepoint calendars.

Posted 01-Jun-2012 by Barbara Clark
Natasha Felshman

Master Calendar Screencast

Hi Barbara,
 
I've updated the link to the screencast in Part 2:
 
 
Thanks,
Natasha

Posted 02-Jun-2012 by Natasha Felshman
B.J. Ohms

Can you link "sub"-calendars to non-sub sites?

I have been asked if we can create a Master Calendar in SP2010 for X number of applications' weekend downtimes (for changes, etc.). The problem is, these applications each have their own site and need to see their individual calendars, too.
 
Master site: team.abc.something/MasterSite
 
Application site: team.abc.something/ApplicationSite
 
And do you have anything that was tought in those 2008 Webinars available for the 2012 crowd looking into this?

Posted 24-Jul-2012 by B.J. Ohms
Natan Abramovich

Create a Master Calendar in SharePoint - Part 1

Hi! In my organization we're using in addition to SharePoint a tool called Harmon.ie for SharePoint and it provides the ability to access SP calendars in Lotus notes. The question is, does a Master Calendar behave like a regular calendar and be accessible using the tool? Or is it something extra?

Posted 07-Jun-2013 by Natan Abramovich

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