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Understanding SharePoint Calender

Posted by Anthony Odole on October 4, 2008

A Calendar is a list with specific dates and times associated with those dates. Since SharePoint is a list-based development platform, SharePoint calendar is no exception. Within SharePoint, you can quickly create a calendar to manage resources like conference room, team vacation schedule, conference, and even holidays. With the other calendars deployed in your SharePoint site, adding a resource managing calendar may become one too many. But because SharePoint is based on list, you can easily combine multiple calendars into one single view. To do this, you need to query the other calendars – remember they are lists too – and then combine the result into a single list that you can then display as a calendar. Of course, to do this, you need to know how to query multiple lists for information. To do this, you need to know how to query multiple list for information; how to combine the result of your query into a single list than you can then display as a calendar. In the near future, I will write a short article on how to do this

On a recent project, we had a requirement to develop a calendar that will …

  • allow a user to schedule a conference room

  • See which of the four available conference room was available

  • What time the rooms were reserved for.

To further make this self managed, the client need us to provide one or two people on the project access to an interface that will allow them to add or remove rooms from the list of rooms assigned to the project. The first thing a user will like to know for a particular day is to check if a resource is available for use. So, to make this very easy, you must display the name of the resource and the name of the team member who reserved the resource – and of course, you also need to display it on the calendar to show not only the date, but the time. Ok, having said that, let’s see how to address this requirement without writing any code.


  1. You need to store the resources in a list. Create a list and have two columns added to the list – ID and Resource Name. Then create a content type called Schedule Room. You can call it Schedule Phone Line if you are dealing with phone lines for conference calls


  2. Now that you have created the Schedule Room content type, you need to add a column.This column should have a lookup that will pull all the available resources stored in the list defined in step 1 above.


  3. So, when you click on new, you should see “Schedule a Room”, and this should open a form. The first thing on the form is a chance for you to select one of the available rooms. Then you will be allowed to select the start date and time, and also the end date/time.


  4. Once you save these new settings, you will be taken back to the calendar view. Now
    the work is not done because you have the date, but you don’t have the resource name and the person who reserved the room


  5. Go to view and create a custom view. The custom view should be a standard calendar, and you will select two items that should be displayed in the month, week, and day context. Two pieces of information that you will select is the name of the resource, then the “created by” columns.


In summary, anyone who has access to this calendar should be able to see the person who scheduled a room, the name of the room, and the time that person schedule the room for. Being able to add or remove from the list of available rooms is done by creating another list to store the list of rooms. The column for displaying available rooms will simply pull the data for that column from your new list.


**About the Author: Anthony Odole is a Senior Solution
Architect with IBM Global Services. He is a SharePoint Subject Matter
Expert. You can reach him at




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