How to view another user's calendar in Lotus Notes

How to view another user's calendar in Lotus Notes

Document number: 16124

If a user has been given Read access to another person's calendar in Lotus Notes, they will be able to look at the details of any calendar entry unless it has been marked Private.

Another person's calendar can be opened and viewed by doing either of the following:

Adding the user's mail file to the workspace.

Clicking the user's name as part of a group calendar.

NOTE: Until the user has given Read (or greater) access to the person wanting to view it by setting the calendar preference, it will not be viewable.

For additional information, see Eureka! document 16054 — How to give Read access to the calendar in Lotus Notes.

If given Read access only calendar entries are viewable when opening another user's calendar by adding the mail file to the workspace. Although the Inbox itself opens, the only documents viewable will be calendar entries and the folders cannot be seen.

To view another user's calendar by adding their mail file to the workspace:

Select File from the menu bar.
Select Database from the drop down menu and select Open... from the next drop down menu.
Type the name of the user's mail server in the Server: window and press {Enter}.

For information on how to find a user's mail server name, click here.

Scroll in the Database: window until the Mail folder is visible and double click to open it.
Double click on the user's name to open the mail file.
Press the {Esc} key when the "About the Mail Database" document appears.
Click the calendar icon under the user's name in the left-hand navigation panel.

To view details of a specific calendar entry, double click on the entry so that it opens.

NOTE: If a calendar entry is "Marked Private," it will not even appear on the calendar for those that have Read access to view.

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To find a user's mail server name:

Open the PeopleSoft Directory by clicking the bookmark located in the Favorites bookmark folder (with the blue ribbon).
Open the People view by clicking on it.
Type the user's last name and press {Enter}.
Open the user's person document by double-clicking on the name and click the Mail tab.

The user's mail server is listed in the Mail server: field.

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Viewing someone's available free time can be easily done because a group calendar lists free time for all of the members by default. If the calendar of someone who has given Read access to their calendar needs to be viewed, it can be done from the group calendar as well.

To view another user's calendar from the group calendar:

Open the group calendar folder in the mail file.
Open the group calendar that the person is a member by double clicking on it.
Click on the user's name whose calendar needs to be viewed.

If Read access has been given to the calendar, the calendar will be listed in the bottom half of the page.

Double click on an entry to view the details of it.

Once the calendar is done being viewed, press the {Esc} key to close the group calendar.

For additional information, see Eureka! document 16125 — How to create a group calendar in Lotus Notes.

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