Appointments of Other Users

Use

You can find out about the appointments of other employees. To do this, you can either call their calendars or display their appointments in your calendar. You can also display the calendars of groups of employees (departments, for example) by using the distribution list or the organizational unit. A search function is also available to support you when searching for times when several employees are free.

Prerequisites

To be able to call the appointment calendar of an employee, you require at least display authorization for this calendar. This authorization is assigned by default to all users, but can be changed by employees for their own calendars. See Substitutes and Display Authorizations.

Activities

Calling the appointment calendar of another employee

  1. Choose Goto ® Open other calendar.
  2. Specify the name of the employee, the address, the distribution list, or the organizational unit.
  3. Choose .

The calendar is displayed in a new session. In the case of distribution lists and organizational units, the appointments of all the employees and addresses included in these are displayed in one calendar.

Displaying the appointments of other employees in your calendar

  1. Choose Edit ® Add other appointments to display.
  2. Specify the name of the employee, the address, the distribution list, or the organizational unit.
  3. Choose .

    The appointments of the employees specified are displayed in your calendar. You can repeat the procedure for other employees.

  4. To remove the appointments of other employees from your calendar display, choose Edit ® Display own appointments only.

If you have changed organizational unit (department, for example), the appointments of your old organizational unit may still be displayed. If this is the case, call the Business Workplace (transaction SBWP) and choose Settings ® Workflow Settings ® Refresh Organizational Environment.

Searching for times when several employees are available

Proceed as described in Participant Availability.