Maintaining a Group Calendar without Exchange Server

Last reviewed on November 7, 2014   —  No comments yet

Even though Microsoft Outlook makes it easy to coordinate meetings with other Microsoft Exchange Server users, there is no built-in mechanism for maintaining a central calendar. Of course, the concept of a central calendar means different things to different people. Some organizations are looking for a centralized view of every person’s availability, while others want to keep a common calendar of important company events.

Quick and dirty method for sending personal appointments to a public calendar when you first create the appointment: Invite the public folder. All public folders have e-mail addresses, even though they may be hidden from the GAL.

If you just need to see other people’s calendars easily from within Outlook, try the technique described under To get quick access to team calendars.

The tools on this page use a database of some kind as the central source for calendar information, synchronizing with Outlook folders. Exchange Server is not required, although some can also work with Exchange.

Create a Company Events Calendar using an Exchange server application.

Group Calendar without Exchange | Live Calendar Tools | Static and Do-it-yourself Tools | More Information

Tools in the Spotlight

AgendaX

Gives managers, secretaries and co-workers an instant, web-based view of where people are, what they are doing, and when they are next available. AgendaX will seamlessly manage multiple time zones and allow global views of staff availability and resource allocation. AgendaX incorporates many features that allow you to take advantage of Outlook calendaring, Active Directory attributes and web views to give you the ultimate corporate resource portal. No client installation necessary and nothing is installed on Exchange Server. Supports all Exchange Server versions. New Version 6 available now!

CodeTwo Public Folders

CodeTwo Public Folders will let you share Outlook between many computers. It's an easy and cost-effective Exchange Server or Office 365 alternative which allows you to sync Microsoft Outlook data automatically and across various Outlook platforms and users. New features include: Internet sync (or LAN sync), all data is kept locally (no cloud storage). File sharing capability allows you to share any files between computers. Full encryption of the sync'd data and password protection. The program is fully compatible with all latest Outlook and Windows versions including Outlook 2010 64bit.

OfficeCalendar

Share Microsoft Outlook calendar, contact, and task information with this affordable Exchange alternative. Makes Outlook calendar sharing and Outlook group calendar scheduling easy. Works with Microsoft Outlook 2000, 2002, 2003, 2007 and 2010. OfficeCalendar creates Outlook calendar share folders under each users main calendar folder along with a Outlook group calendar. Free trial is available.

Tools

3StepShare

3StepShare is designed to facilitate the sharing of Outlook folders (calendar, contact, task and email) without the need for Exchange, server computers, monthly hosting fees, or a computer specialist to install and keep it running. See for yourself just how easy 3StepShare makes sharing Outlook calendars, contacts, tasks, and email with your colleagues and friends. Trial version available.

Corporate Calendar

Sample Outlook form application to maintain a central calendar. (Microsoft Office Update)

Enterprise Staff Indicator for Outlook

Displays in/out status of staff members using an external database (Access, SQLServer or any ODBC database). Does not require Exchange Server.

GroupCalendar for Exchange

Basic functionality is synchronizing user calendars to public calendars and back. New features include: Admin users (managers) can push items to users directly from the group calendar overview and users can not change or remove those from their personal calendar. Team members can push team items to the personal calendar of everyone in their team so these will also display on mobile calendar devices. and more. Users can create new items for other users from the mobile device calendar.

GroupCalendar for Outlook

Share Outlook schedules in a group calendar and create appointments for others using a networked computer. Schedule appointments for others directly in the Group Calendar in Outlook. Free trial available. For Outlook 2000/2002/2003/2007. Version 1.6.85

GroupOutlook

GroupOutlook from Amarillo Software allows you to share Outlook e-mail, calendars, contacts, tasks, notes and journals without Exchange Server. You can also synchronize links to contacts if you want. Using Group Calendar, you can view calendars side by side and have as many Group Calendars as you need. Public Folders allow you to share contacts as a centralized address book, calendars and e-mail. A 15-day free trial is available.

ShareCalendar for Outlook

Sync and share calendar folders, appointments and meetings in a few clicks. Sync Outlook Calendar between PCs and share Calendar with colleagues or friend automatically or manually. Any changes made in the shared Calendar folders while offline will be synchronized automatically as soon as you connect to the internet or local network. Share custom Outlook calendar forms and imported items.

ShareO for Outlook

ShareO is the folder sharing add-in for Microsoft Outlook, allowing users to synchronize and share Outlook folders such as Public and Private email folders, calendar, tasks, notes and journal items. This is a time saving and cost-effective solution for sharing Microsoft Outlook between multiple users. Share Microsoft Outlook Public or Personal folders, Windows documents and files with your coworkers, family and friends. It is an easy and effective solution for remote companies and groups.

Trumba OneCalendar

Trumba's OneCalendar is an online calendaring service which synchronizes with Outlook. Users of the service are able to share their calendar with others, either publically on a web page or only with trusted contacts. A free 60-day trial is available.

More Information

Note: The scheduleall section is now divided into four separate pages: Group Calendar without Exchange, Live Calendar Tools, Static and Do-it-yourself Tools, Company Events Calendar

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

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