For SharePoint administrator – User Guide on Managing Calendar

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Create a simple resource booking system

This calendar feature enables you to reserve resources, such as conference rooms and audio-visual equipment.

Step 1: Create a Resource list app

Note: To create an app, you must have at least the permissions obtained by being added to the default <Site Name> Members SharePoint group for the site.

  1. Go to the Site Contents.
    2. Select site contents
  2. Click on “add an app”.
    3. Add an app under site content
  3. Click on “Custom List”.
    4. Select custom list
  4. Enter the Name Resources.
    5. Name the resource
  5. Click “Create”.

Step 2: Add resources to the list

  1. Go to the “Resources” list.
    2. Go to resource list
  2. Click on “edit this list”.
    3. Edit resource list
  3. Enter the Resources
    · Conference room A
    · Conference room B
    · Conference room C
    · Laptop computer A
    · Laptop computer B
    · Project A
    · Project B
    4. Enter the resoruce

Step 3: Create a new calendar app

  1. Go to “Site Contents”.
    2. Select site contents
  2. Click on “add an app”.
  3. Search the app Calendar.
    4. Select app calendar
  4. Click on the Calendar app. Please do not select the Board Papers Calendar.
  5. Enter the Name.
    6. Enter the name
  6. Click “Create”.

Step 4: Create a “Resources Booked” column in the new calendar

  1. Go to the new calendar.
  2. Open the “Calendar” tab.
    3. Open Calendar tab
  3. Click “Create Column”.
  4. Enter the Column Name.
    “Resources Booked”
    5. Enter the Column Name. “Resources Booked”
  5. Select “Lookup (information already on this site)”
  6. Select to get information from “Resources”.
    7. Select to get information from “Resources”.
  7. Select the “Title” column.
  8. Check “Allow multiple values”.
  9. Click OK.
  10. Check the column:
    – Go to the “Events” tab.
    – Click on “New Event”.
    – Make sure you can add the Resources.
    11. Make sure you can add the Resources

Step 5: Save the new calendar as a resource calendar template

  1. Go to the “Calendar” tab.
    2. Go to calendar tab
  2. Click on “List Settings”.
  3. Click on “Save list as template”.
    4. Click on “Save list as template”
  4. Fill out the fields.
    – File name: ResourceCalendar
    – Template name: ResourceCalendar
  5. Click OK.
  6. Click OK to Operation Completed Successfully.
    7. Operation Completed Successfully

Step 6: Create a new resource calendar based on the template

You can create as many resource calendar as you like by repeating this step.

  1. Go to “Site Contents”.
    2. sharepoint_doc_01
  2. Click on “add an app”.
  3. Search for “Resource”.
    4. Click on "ResourceCalendar"
  4. Click on “ResourceCalendar”.
  5. Enter the Name.
    6. Enter the name

Step 7: Add all calendars to Calendars in View

Add the calendar “Team B” to Calendars in View

  1. Open the “Team A” calendar.
  2. Go to “Calendars in View”.
    3. Calendar View
  3. Click on “New Calendar”.
    4. New Calendar
  4. Fill out the Calendar Name: Team B.
  5. Click on “Resolve”.
    6. Select “Team B” from the dropdown list.
  6. Select “Team B” from the dropdown list.
  7. Select “Calendar” from the dropdown list.
  8. Check “Always show”.
    9. Click always show
  9. Click OK.

Step 8: Connect the resource calendars to Outlook

  1. Go to “Team B”.
    2. Select team B calendar view
  2. Click on the “Calendar” tab at the top.
    3. Select Calendar Tab
  3. Click on “Connect to Outlook”.
  4. Click “Allow” to the dialog box.
    5. Do you want to allow this website to open a program on your computer?
  5. Click “Yes” to the dialog box.
    6. Connect this SharePoint Calendar to Outlook
  6. Enter login name and password.
  7. Check “Remember my credentials”
  8. Click OK.
    9. Windows login box
  9. Check the connection by making an appointment.

Step 9: Add the “Team A” calendar to the Quick Launch

  1. Go to “Calendar’ tab.
  2. Click on the “List Settings”.
    3. Select list settings
  3. Click on “List name, description and navigation”.
    4. Click on “List name, description and navigation"
  4. Click “Yes” to the Quick Launch.
    5. Select Yes for quick launch
  5. Click Save.
  6. In the Quick Launch, click “EDIT LINKS”.
    7. Edit Links
  7. Edit the name of “Team A” calendar as appropriate.
    8. Edit the name of team A
  8. Click Save.
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