How to Create a Shared Calendar in Exchange 2003

Written by tammy clevenger
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How to Create a Shared Calendar in Exchange 2003
Share calendars in Exchange 2003 using MS Outlook. (calendar image by Destard from

Microsoft Exchange Server 2003 is a communications and scheduling platform that interacts with and services e-mail accounts using the Microsoft Outlook client. To create a shared calendar on the Exchange 2003 server, a shared calendar is created in Outlook when the creating user (owner of the calendar) is signed into his e-mail account. Users may create shared calendars, delegate membership and provide shared users with an e-mail link to the shared calendar using the sharing tools in Microsoft Outlook.

Skill level:


  1. 1

    Click "Start" and then click the "Email" link. If the "Email" link is not visible in the "Start" menu, click "All Programs," "Microsoft Office," "Microsoft Outlook." Microsoft Outlook will launch.

  2. 2

    Right-click on a public folder where the calendar will be stored in the left navigation pane of Outlook.

  3. 3

    Click "New Folder."

  4. 4

    Type a name for the new shared calendar in the "Name" input box.

  5. 5

    Click the drop-down box and select "Calendar Items."

  6. 6

    Click the "OK" button.

  7. 7

    Right-click the new calendar and select the "Sharing" option. The User Selection dialogue box will open.

  8. 8

    Click the "Add" button and select sharing users from the list of available users.

  9. 9

    Click "OK."

  10. 10

    Click each user name entry and set the level of permissions for each user by clicking the drop-down box and selecting "Credentials Level." In the dialogue box, check the checkbox in front of each sharing option with which you want to provide the user. Repeat this process for each user.

  11. 11

    Click "OK."

  12. 12

    Notify shared users by right-clicking the calendar in the Outlook left selection pane and clicking "Send Link to this Folder." A new e-mail message will be generated to the shared users with the link to the folder included in the body of the email. Click "Send" to send the email. The new shared calendar is now created on the Exchange 2003 server, and users have been notified.

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