The Calendar feature in SharePoint allows teams and individuals to track important meetings and deadlines. SharePoint includes two messaging features: one allows you to have Outlook meeting email notifications in the calendar, rather than manually re-entering information in SharePoint, and the other feature notifies you of calendar changes. This post focuses on SharePoint 2007. In order to pull this off, you need a computer with access to your SharePoint Server and Microsoft Outlook. Once you have these, you can proceed with the following steps.
Inbound Set Up Instructions Send to a Calendar
- In the View Calendar, click “Settings” and then click “List Settings” in the drop-down list.
- Under “Communications”, click “Incoming e-mail settings.” “This option will not be available if your system administrator has not allowed, you must have enabled before you can continue
- In the “E-Mail” section, click “Yes” to activate email. Type the alias that you want to use to receive calendar emails.
- In the “Attachments E-Mail” section, choose whether you want the calendar to save attachments to incoming emails.
- In the “E-Mail Security” section, choose to archive emails only from site members who can edit or add to the list, or accept all mail. Note that if you accept all mails, it is possible for unauthorized persons to make changes to your calendar.
- Click on “OK”.
- To send an email to your calendar, create a meeting or event in Microsoft Outlook and send it to the alias that you created in step 4. If you have chosen to allow only authorized users’ emails, you must send an email to your calendar using the address associated with your SharePoint user account.
- Receive calendar notifications and dates
- From a calendar perspective, on the left side of the toolbar at the top of the calendar screen, click “Actions.” Select “Warn me” from the drop-down list. You are redirected to the new alert page.
- Side of “Title of alert,” give your alert a title that will allow you to easily identify in the list of alerts.
- Side of “Send Alerts to” check your contact information. If you have the correct permissions, assigned by site administrators, you can also send this alert to other SharePoint users. Click the “Check Names” icon to verify that you have correctly entered other usernames. Click the “Browse” icon to search for names if SharePoint cannot find them. (Note that there is no SharePoint feature to prevent other users from removing your alert from their alert list).
- Next to “Change Type”, choose the type(s) of changes you want to receive notifications.
- Next to “When to send alerts,” specify the notification frequency. For example, if you choose to receive daily alerts, SharePoint will record each alert as it happens and sends notifications on the specified calendar.
- Click on “OK”.