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XC Connect – Sharing Calendars, Contacts, and Task Data
This page provides you with information relative to how share "Personal" data as well as how to create and share "Group" data. You will find that XC Connect provides you with tremendous flexibility for handling your Calendar, Contact (Address Book) and Task data.
IF AT ANY TIME YOU NEED CLARIFICATION OR HELP with the setting up of your shared data Please CLICK HERE to contact Xchange Network Support! We promise to help! You may also contact us by by email (support@xcnetwork.com), or on-line at www.xcnetwork.com/support.jsp and select “on-line support”.
OVERVIEW:
XC Connect allows you to:
- share data that you consider to be "Personal" (data that is essentially "yours", such as your personal calendar, or a personal address book), or
- have access and share/synchronize data that is considered as "group-shared" (such as a group or company calendar, or a common Address Book or list of Contacts).
When you first install the XC 'connector' you will be asked to identify your "personal" data. This is done at the beginning so that XC Connect will know not to share any of that data until you grant permission to do so. Note: the data will sync to the XCN Server, but it will not be shared with any user until you grant that access.
Microsoft Outlook users: All shared folders are maintained in a “Public Folders” section of Outlook. In Outlook 2003 and 2007, your shared folders will appear in the "My Calendars", "My Contacts", and "My Tasks" section.
Mac users:
Entourage: Shared data is organized by “Categories”. For example, if there is a shared “Marketing” Calendar you will note a “Marketing” Category within the Entourage Calendar. Likewise, if another user is sharing their "personal calendar" with you, their name will appear as the "Category". The same applies for for Contact (Address Book) or Task items. Side note: Entourage processes events very slowly. This is a function of Entourage and not XC Connect.
AddressBook/iCAL: Shared data is organized by “Groups” and "Calendars". If there is a shared “Marketing” Calendar you will note a unique “Marketing" calendar. Likewise, if another user is sharing their "personal calendar" with you, their name will appear as the calendar name. The same applies for Address Book groups and To-Do items.
Novell Evolution users: All “shared” folders are organized alphabetically within the Folder list.
MIXED-DESKTOP ENVIRONMENT:
Outlook "folders" = Entourage "categories" = Address Book/iCal "groups" = Evolution "folders"
Sharing your Personal Calendar, Contacts, and Task data:
You can share your Personal Calendar, Contact, or Task data with another user very simply:
1. Access the server – to do so:
- Outlook: Right click on the blue XCN icon in the system tray and select "Manage Personal Data Sharing"
- Entourage: Click on the blue XCN ball in the dock, then select “Options”, and then “Manage Personal Data Sharing”
- AddressBook/iCAL: Click on the blue XCN ball in the dock, then select “Options”, and then “Manage Personal Data Sharing”
- Evolution: From the XC Connect Connector window select “Options” and then “Manage Personal Data Sharing”
2. A web browser window will open – this is the XCN Server Administration page.
3. Now select, from the top section labeled “Share your personal Calendar, Contacts and/or Tasks” the folder for which you would like to create or modify permissions for (calendar, contact, task).
4. A new screen will appear. Select the desired user(s) with whom you wish to share your Calendar or “Contacts” or “Tasks” or XC Vault folder with from the right-hand box labeled “No Access” and add them to the desired permissions box on the left. Use the small arrow button’s to add them to the appropriate box.
5. Select "modify personal permissions" and you are done.
6. The next time the selected user syncs to the XCN Server your Calendar (or “Contacts” or “Tasks”) will appear as follows:
- in Outlook: in the Public Folder
- in Entourage: as a new Category
- in AddressBook/iCAL: as a new Group
- in Evolution: as a new folder.
Setting up a “Group-shared” Calendar, Contact, or Tasks environment:
You may set up a unique Calendar, Contact, or Task environment that is shared by specific users. For example, you might have an “Executives Calendar” that is accessible only by the Executives and their immediate staff.
It requires that a user with XCN Server “administrative” privileges to access the XCN Server Admin Screen, but it is very simple. Here is how:
XCN Administrator instructions:
1. Access the XCN Server Administration Screen and login as a user with “administrative” privileges.
2. Select the “folders” icon.
3. In the section labeled “Manage Shared Group Folders” select “add new folder”.
4. In the following screen:
- Enter the “Folder” name (i.e. the name you want to give this “Group”),
- Select a folder administrator,
- Check the appropriate box (“Calendar”, “Contacts”, or “Tasks”),
- Select the “add folder” button.
5. The next screen will allow you to add users that you would like to have access to this new folder/category according to the role that you desire them to have (Administrator, Member, or Guest).
6. From the right-hand box labeled “No Access” select the user(s) and add them to the desired permissions box. Use the small arrow button’s to add them to the appropriate box.
- Administrators have read/write/delete privileges, and may manage this Folder and it’s users.
- Members have read/write, and
- Guests have read-only.
When done, select the “modify folder” button.
The next time those selected user(s) sync to the XCN Server, the new data will appear:
- in Outlook: in the Public Folder
- in Entourage: as a new Category
- in AddressBook/iCAL: as a new Group
- in Evolution: as a new folder.
This is a great way to share, for example, a “Marketing Calendar”, or a “Project Calendar” with specific members of your team.
If you have any questions, please click HERE to contact Xchange Network Support. We are here to help!
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