Question: What do you recommend using for a temporary calendar to keep track of our department’s upcoming vacation schedules during the holidays?
Answer: You could use calendar templates that are available with various applications such as Word or Excel or even PowerPoint. Go to File (Office 2010) or the Office Button (Office 2007) and select New. Under the Microsoft Office templates, you should see a category for Calendars. You can also just search “Calendars” in the search field. You may want to look at various calendars to see what works best for your group. Then you can download the calendar and send the document to your co-workers via email. They can can add their vacation entries and send the document back to you. You can then combine their document with the master using the Review tab and Compare and accept or reject their changes.
Another option would be to create a calendar template in Lotus Notes using your own calendar.
- Click File > Print. But instead of using the typical print calendar option, use PRINT CALENDAR TO A DOCUMENT.
- Select monthly view (or another view if you prefer) and select your preferred print settings for that view (such as font, include end time, truncate subject).
- Click Preview. This creates a nice looking calendar with your existing entries, but you can forward this to an email message, allowing you to edit and delete your entries and add others’ entries.
- You can send to your staff and have them add entries and return to you. However, there is no feature in Notes where you can “route” a message or combine entires together. Someone would have to copy and paste into a master calendar.