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BrainStorm Cool Tip: Share Calendars without using Proxy

Novell Cool Solutions: Tip
By BrainStorm, Inc.

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Posted: 19 Aug 2004

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share calendars without using proxy

The Proxy Feature is often used to view a group calendar, access a resource's calendar, or simply share your appointments with a co-worker. However, constantly proxying over to another account can be quite a hassle. View the calendar within your own account using a shared folder. When you create a linked shared folder in the Proxy account (the account which holds the calendar you would like to share), those who have access to the folder can view the contents of the calendar while remaining in their own accounts.

create a shared folder
  1. Proxy over to the account containing the calendar.
  2. Click File > New > Folder?
  3. Select Shared Folder and press Next >
  4. Name the folder (something like Shared Calendar).
  5. Enter the names of the people who will share this folder in the Name: field, and click Add User.

    To choose the names from your address book, click on the icon to the right of the Name: field. You can find a name by scrolling through the list or by typing the name in the Look For: field. Click on the name, then Select Address. Repeat for each user.
  6. Click Next >
  7. Under Setting Name: choose All Items, make sure it says ?Display all items in the selected folder? under Description, and click Save As. A dialog box will appear confirming the save details. If they are correct, click OK.

  8. Choose how you want to view and sort the folder.
  9. Check the categories under Item Source and Item Type to your preference. Click Finish.
  10. A dialog box will appear (Shared Folder Notification). You may include an additional message in the notification that will be sent to each member with access to the shared folder. Enter text, and click OK.
create a rule linking the calendar with the shared folder
  1. In the GroupWise main window (still in the Proxy account containing the Calendar you want to share), click Tools > Rules.
  2. Click the New? button.
  3. Title the rule (something like Calendar Update Shared Folder).
  4. Under the heading When event is, choose Filed Item.

  5. Click the folder icon next to the field titled Select folder: Choose the Calendar, and press OK.
  6. We want this rule to act on all items posted in the Calendar, so the default conditions (Act on all items) are fine.

    Optional: If you only want to act upon certain items, set those conditions now by checking the boxes next to those items.
  7. If you want all items posted in the shared folder, regardless of appointment conflicts, choose Does not matter [Yes or No].
  8. Under Then actions are, click Add Action and choose Link to Folder?
  9. Choose the Shared Folder which you just created (Click the plus sign next to Cabinet, check the box next to the Shared Folder, and click Link).

  10. Click Save.
  11. Close the Rules dialog box.
configure the shared folder in your own account
  1. Return to your account, open the new message about the folder. A dialog box will appear, click Next >.
  2. Name the folder, type a description if you like, and click Finish.
  3. Right-click on the Shared Folder and choose Properties.

  4. Click on the Display tab.
  5. Under View by: choose Calendar and click OK.

That's it! You should now have a folder in your own account that is linked to the shared calendar. Every time a new item is posted in the calendar, it will appear in your folder as well. You no longer need to switch accounts to view the calendar.

versions of GroupWise

This feature works in GroupWise 5.x and up.

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