Shared Free/Busy Information in Outlook at CONTROL

Prerequisites

  • Outlook 2000/2003/2007
  • Your UNIX home-dir mapped to drive letter (Z: is assumed)

Procedure

  • Create the calendar directory in your public_html directory on the UNIX servers (must be readable and executable by others, i.e. r-x)
  • Go to Tools -> Options and select Calendar Options...
  • Here you should specify your work hours and days, usefull for others when scheduling meetings
  • The "When sending meeting requests over the Internet, use iCalendar format" should be enabled which ensures that programs like Google Calendar also can be used for inviting attendees to meetings
  • Click Free/Busy Options
  • Select the number of future months to publish
  • Set the update frequency (e.g. 10 minutes)
  • Enable "Publish at my location"
  • In the text field insert file://z:\public_html\calendar\<USER>.vfb where <USER> is your username, which must be the prefix of @ in your email address as well (Note the drive letter is assumed to be z:)
  • In the "Search location" text field write http://www.%SERVER%/~%NAME%/calendar/%NAME%.vfb (Type exactly as written)
  • Click OK until you're back in Outlook.
  • Select Tools -> Send/Receive -> Free/Busy Information in the menu to upload you're free/busy information now immediately
  • You can now schedule a meeting by choosing Schedule in the Appointement editor
  • In the "All Attendees" list type the e-mail address of attendees. Must be control.aau.dk until personal websites move to es.aau.dk. If you have the es.aau.dk in your Contacts address book then under details (in edit Contact Information) put http://www.control.aau.dk/~<user>/calendar/<user>.vfb in the Internet Free-Busy address where user is the control username)
  • External addresses can also be added so they will receive meeting invitations and cancellations. The Accept/Decline functionality is in iCalendar format so e.g. Google Calendar also will have these buttons. It is not possible to see Free/Busy inormation for these users (however it is possible to import/export calendars between e.g. Outlook and Google Calendar using Internet Calendars (ics files) in Outlook 2007. This will enable you to browse other calendars like your own with the level of detail the user set on export)