This is a collection of schedule management tools for the Microsoft Outlook Calendar folder. This included utilities to help manage conference rooms and other resources, adding workflow, resource balancing, catering requests, etc.
Tools in the Spotlight
Automatically sync Office 365 shared calendars from Outlook to business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no software to install, no user training, and can scale to thousands of business smartphones. Try the always free Personal Edition, or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
CompanionLink synchronizes Outlook data with phones and other supported desktop applications and web-based services (like Google). Companionlink supports all versions of Outlook, including Outlook 2013 32-bit and 64-bit, and Windows 10. Version 9 |
Tools
Calendar Browser for Outlook is a solution for booking resources within an organization - from meeting rooms, cars and projector equipment to personnel. Search for free resources, see descriptions and book, all in one tool. Graphical WYSIWYG html editor. Integrated statistics tool. Groupware, for both public folders and mailboxes. Full Unicode Support. Works on all versions of Windows, including Windows 7 and Windows Server 2008 R2. Supports Outlook 2007 and 2010. Compatible with Office 365. | |
CONCIERGE SERVICES is meeting planning tool for booking resources and services such as catering, conference rooms, table settings and equipment such as cars, laptops etc directly from Outlook's meeting request. All bookings and orders made in CONCEIRGE SERVICES can be exported into the organization's financial application (for instance Dynamics AX/NAV). With touch screens, the employees will be able to book resources directly from the monitors. Print out guest labels and register and checkout guests right from Outlook. | |
gSyncit is an Outlook add-in that allows for two-way synchronization between Outlook calendars, contacts, notes, and tasks with your Google, iCloud, AOL, Fruxx, Yahoo, Memotoo and many other "DAV" enabled services. Also includes support for syncing attachments for calendar events. Works with Microsoft Outlook 2007, 2010, 2013, 2016, 2019, 2021 or Office 365 (Desktop Client) on Windows 7 and newer. | |
MeetingPlanner offers room, equipment, video, catering and other services scheduling in Outlook and the web. Track room use, send work orders, manage meeting types and costs easily with MeetingPlanner reporting services. Supports Outlook 2003-2010. Seamless integration and easy to use. Simplify the most complex recurring and multiple resource meetings. Integrate your HVAC and Lighting for lower energy consumption. Simplify scheduling, reduce costs and improve productivity with MeetingPlanner! | |
Outlook CalDav Synchronizer is a free Outlook Plugin, which synchronizes events, tasks and contacts between Outlook and Google, SOGo, Nextcloud or any other CalDAV or CardDAV server. Supported Outlook versions are Office 365, 2019, 2016, 2013, 2010 and 2007. | |
Resource Central is a complete meeting booking tool that fully integrated with Outlook©, Exchange and Office 365. Quickly book meeting rooms and extra services like catering, hot disks, AV-equipment, table setup or parking spaces in one system that automatically handles changes. Key personnel can handle all existing reservations and assist by organizing meetings in another calendars. Improve customer service with visitor management including visitor registration, badges and automatic notification when visitors arrive. |
More Information
Additional Calendar Tools
- Combine and Print Multiple Outlook Calendars
- Calendar Tools for Outlook
- Time and Billing Tools
- Calendar Date and Other Data Tools
- Duplicate Appointment Remover Tools
- Microsoft Outlook Calendar Issues
- Synchronize mailbox and Public Folders -- includes tools to copy appointments from public to mailbox folders
David W Ransin says
Is there a way to make appointments with category "completed" automatically no longer display on the calendar but still be available to display if needed ?
david.
Diane Poremsky says
Sure. Create a custom view to hide appointments with the Completed category. Switch views when you want to see all events.
Steve Gillespie says
Hi Diane,
wondering if you can assist please?
Currently, I record the number of visits to my clients by week on a spreadsheet using a 0 or 1 (0 for intending to visit, 1 for visit completed). In addition, I make an entry against the contact in Outlook summarising the meeting, and also copy that entry and paste into Calendar for the day.
I need to produce a fortnightly summary of my meetings and their outcome, using the notes I've made.
Is there a simple and efficient way to do this using Outlook, lessening the duplications I currently have to contend with?
Appreciate any advice you can offer.
Regards,
Steve
Diane Poremsky says
There really isn't anything built into outlook to do this, other than filtered views. Depending on the information you need, a list view might get the information you need.
Laëtitia says
Dear,
I look for an add-in in Outlook to be able to view in the "Scheduling assistant" of a new agenda item the availability of the colleagues based their location. The information on the location comes from
- Default location of the user (known in the system but today not displayed)
- Location of a scheduled meeting but where the option "free" is selected.
I mean people work on different location. This doesn't mean they are busy but just working from elsewhere. We work with Office2007 (this option is not available) and doesn't inform me on the exact location (certainly if I add a real meeting).
Any chance to get the location displayed in the Scheduling assistant for free items and default location when no item displayed?
Thank you for your help
Bill says
Hi Diane,
Similar to the first question in this string about BCC invites: At my company we have a yearly public event and we want to invite many many customers to different event rooms at the site, at different times. Most of all, when we invite 200 people in a single invite, we need the recipients not to be able to see other's addresses (bcc??). Also we need to be able to better track responses. Is there an add-in out there that can enhance what Outlook can do today? We need something more powerful that isn't Evite.
Diane Poremsky says
I'm not aware of any addins that can improve upon this scenario. You can put the names in the resources field - just make sure you put something in the location field otherwise outlook will put all of the names there.
1h249s8 says
Hi Dianne,
I would like to code something but i realise it is far above my comptetences (i'm more of an excel programmer). I would like to be able to select a contact that sent me an e-mail (by clicking on it with my mouse) and then run a macro that allows instantly display his shared calendar (next to mine), in order to check easily if he's available for a phone call.
I know I can do it by selecting the calendar and then open another one, but I would like it to go faster with this macro.
Could you help me?
Thanks
Eric
Diane Poremsky says
I don't have any code samples - but Outlook has a "reply with meeting" button - it'll open a meeting request. The Scheduling assistant page will show the Free/Busy. The contact cards that pop up when you hover over an address have a link to create a meeting that opens to the scheduling assistant page - in fact, they'll show limited free busy for Exchange server mailboxes.
Lynnette Chapman says
Thanks Diane, at least now I know where to begin looking now.
Kind regards,
Lynnette Chapman says
Hi Diane,
I had sent through a query earlier today regarding appointment default settings. I have solved the problem by closing the program and restarting it after I had changed my settings in another area.
However, I am still interested to hear if you are able to rename the time zones in the drop down menu of the appointment area in Outlook 2010.
Thank you.
Lynnette Chapman says
Hi Diane,
1.In Outlook 2010 when I create a new appointment the times are by default in 1/2 hr increments. Is there any way to change this?
2. Can you rename time zones in the drop down menu in the appointments window?
Thank you.
Diane Poremsky says
It is possible to rename the time zones but you need to edit the registry to do it and it affects the time zone names in windows (which may not be an issue).
TJ says
Diane =
My superiors would like to have me duplicate entries on my own outlook calendar to their calendars, however they do not want to share a calendar or have a group calendar. It is tasking to have to schedule all my business appointments to 3 calendars. Is there a way to schedule on my calendar, but it would also appear on their calendar?
Thank you.
Diane Poremsky says
You can either use a macro to copy them to the other calendars or always create meeting requests and invite the other calendars.
See https://www.slipstick.com/developer/copy-new-appointments-to-another-calendar-using-vba/ for a code sample.
Tim Ashford says
Thanks Diane. I will give this a try.
Tim Ashford says
Diane, is there a way to send a meeting request to a Public Folder calendar? My concern is that meetings may not be able to be "auto accepted" and that, if a meeting changes, the calendar would not necessarily update the change properly. I have seen that there used to be an "Auto Accept Agent" for Exchange but don't know where things stand now with Exchange 2010 (which we use). Thanks much! - Tim
Diane Poremsky says
You can mail enable the public folder then send to that address.
Exchange 2010 uses the booking attendant but i forget if it works with public folders.
Pam Strothman says
How do you send a calendar invitation to a large group of people, but you don't want them to see the invitations to the others who have been invited? It is my understanding that you can't bcc them. I was hoping to avoid sending separate invitations to all of them (approximately 100 people). Thank you, Pam Strothman
Diane Poremsky says
You can BCC them by using the Resources field AND typing something in the resources field. See BCC a meeting request for more information and other methods.