Use Windows SharePoint Services to post a project calendar

Managing projects is an important job. It involves detailed planning, timely execution of tasks, and team collaboration. Whatever the length or complexity of your project, sharing plans in a format that others can view, contribute to, and count on can save you a lot of trouble.

You can use Microsoft Windows® SharePoint™ Services to create and attach a project calendar to your team's Web site. By using Windows SharePoint Services, you can create an overview of a project that your entire team can use to increase their efficiency and communication. Team members can contribute tasks, adjust dates and times, attach documents, and even export project details to Microsoft Office Excel. Team members can also set alerts for when content related to your calendar changes.

SharePoint event list in calendar view

New project calendar with tasks added

Creating a project calendar using Windows SharePoint Services includes the following tasks:

  • Create a project calendar
  • Add project tasks and deliverables to the calendar
  • Customize the design of the calendar
  • Set site permissions and notify your team

 Note   This article assumes that a SharePoint site already exists and that you have the necessary permissions to add content to it. For more information about setting up a SharePoint calendar list, read about Windows SharePoint Services on Microsoft Office Online.

Create a project calendar

In Windows SharePoint Services, a calendar is made up of a list of events that you define. When you create a new calendar, you need to create an event list to display the events as calendar pages.

ShowCreate an event list for your project calendar

  1. Open your team or personal SharePoint site.
  2. In the left navigation bar, click Lists.
  3. On the Documents and Lists page, click Create List. The Create Page page opens.
  4. In the Lists section, click Events to open the New List page.
  5. On the New List page, type a name and description for your calendar. For example, New Technology Integration Project. This name appears as the title for your new event list.
  6. In the Navigation section, click Yes to display a link to this calendar in the Quick Launch bar for your site.

The next time you view the home page for your SharePoint site, the name you chose for your new calendar appears in the Quick Launch bar:

Quick Launch menu with new page added

  1. Click Create to open the event list.

Congratulations! Your project calendar is almost complete. You can now start adding items to the event list.

Add project tasks and deliverables to the calendar

Now that your calendar is created, you are ready to start adding event items to it. An event can include a descriptive title, begin and end dates, comments, locations, and how frequently the event occurs.

ShowAdd new items to the event list for your calendar

  1. In the left navigation bar on your project page, under Select a View, click Calendar.
  2. On the calendar toolbar, click New Item.

Add a new item to the event list

  1. On the New Item page, enter the information for the task, including a start and end date, if applicable.

Enter information for the new task

  1. When you are finished entering the new task, click Save and Close to return to the calendar view.
  2. Repeat steps 2 through 4 to add as many new items as necessary.

ShowEdit existing event items

  1. Open your event list in any view.
  2. Click the item you want to edit to open the properties for that item.
  3. On the properties toolbar, click Edit Item.
  4. Edit the event item and then click Save and Close to return to the event list.
  5. When you have finished adding event items, view the changed items in the event list or return to the calendar view to verify that your information is accurate.

Customize the design of the calendar

Now that your calendar is created, you can customize its appearance to suit your needs. By clicking the Modify settings and columns option for your calendar, you can customize a variety of page elements, including:

  • Name and description for the calendar
  • Navigation options
  • Security, permissions, and content approval options
  • Permissions and settings for attachments
  • Default views
  • Column options for the event list

To customize page elements

  1. In the left navigation bar, under Actions, click Modify settings and columns to open the Customize page.
  2. On the Customize page, you can choose options under General Settings, Columns, and Views to change the look and functionality of your calendar.
    • In the General Settings section, change the basic components of your project calendar. For instance, you can change the name and description of your calendar, choose navigation behavior, and set security and permissions restrictions for the site content by user.
    • In the Columns section, change how the information is displayed when viewed in list form. You can change existing columns or add new columns to include the data you need.
    • In the Views section, you can change the default way your project calendar is displayed. For instance, you can change the view names that appears in the Quick Launch bar and configure other general display settings. You can also add a new view to display your project data.

ShowChange the display name for your project calendar

To change the name that is displayed under Select a View in the left navigation bar of your project calendar page, do the following:

  1. In the Views section, click Calendar.
  2. In the View Name box, type the new name.

    Change the display name for the project calendar
  3. Click OK. The new calendar name now appears under Select a View.

    Select a View navigation menu

 Note   You can also use this page to define the Web address name for your calendar.

Set site permissions and notify your team

Before you share the project calendar with your team, be sure to set the appropriate permissions for the users who work with the list and document library (document library: A folder where a collection of files is shared and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.).

ShowAdd users, set permissions, and send e-mail notification

First, make sure that everyone who needs to view or edit calendar items has the right permissions:

  1. Click Modify setting and columns in the left navigation bar.
  2. In the General Settings section, click Change permissions for this list.
  3. In the top navigation bar, click Add Users.
  4. In the Step 1: Choose Users section, in the Users box, enter e-mail addresses for the individuals you want to have access to the calendar site.

 Note   To speed up this process, click Address Book. You can use the address book to locate and add users from your corporate directory.

  1. In the Step 2: Choose Permissions section, set the permissions for this group.

You can either establish separate groups of users with distinct permissions or add all the users at once, and then set the appropriate permission levels later.

  1. Click Next to continue.

Now, make sure that everyone knows where your project calendar is:

  1. In the Step 3: Confirm Users section, confirm that the users you selected are correct.
  2. In the Step 4: Send E-mail section, make sure the following check box is selected:

Send e-mail check box

  1. The Send E-mail section shows what the notification message will include. This message will be automatically sent to each user you added. In the Subject box, leave the default subject text or type a new subject.
  2. In the Body box, type a message to the added users. The e-mail message will automatically include a link to the calendar site and the permission level you have granted to the group.
  3. Click Finish to send the e-mail to the added users.

ShowInherit permissions from the parent Web site

The project event list has unique user permissions by default. You can configure unique permissions for this project calendar or choose to inherit permissions settings from the parent Web site.

  1. Click Modify settings and columns in the left navigation bar.
  2. In the General Settings section, click Change permissions for this list.
  3. At the top of the page, click Inherit permissions from the parent Web site.

 Note   The option is available only after you add users to the site list.

Use Windows SharePoint Services to your advantage

Now that your calendar is complete and your team has been notified, your SharePoint site can help you communicate project details to everyone involved. By providing a calendar view of the work you and your team are doing, you can avoid unnecessary meetings to explain scheduling and deadlines. By using Windows SharePoint Services, you can focus on your deliverables.

Applies to:
Access 2003, Excel 2003, FrontPage 2003, Outlook 2003, PowerPoint 2003, Visio 2003, Word 2003