sharepoinTony

@info – The practical side of SharePoint

Epilogue to Calendar Reminder

Posted by sharepoinTony on September 8, 2010

The Calendar Reminder (Part 2) post has been the most viewed post on my blog over the past year.  There have been a few weeks where other posts surfaced as number 1, but when I review the stats for the past 12 months, the calendar post is certainly the most popular.    There is obvious interest in this topic.

Since the time of the original post, I have had several other calendar related requests and from them I have pulled one feature that might be of particular interest to those of you who found the Calendar Reminder post useful.  This is a twist on the reminder, but certainly related.

How would you like your SharePoint Calendar event email reminder to include a link to create an Outlook event for the user?

Here is how to accomplish this using SharePoint 2007

Requirements

  1. A SharePoint calendar
  2. A workflow associated with that calendar

Steps to add a link to add the event to the users Outlook calendar in the email they receive from SharePoint.

  1. Create (or go to) the event in the SharePoint calendar
  2. Open the event (view) and Right-Click on the Export Event link, Copy the link
  3. Jump over to SharePoint Designer, open the workflow for the SharePoint Calendar where the event resides
  4. In your email (or the variable used to create the message text) add in an html anchor tag and paste in the link you copied in step 2
  5. Find the “ID=” portion of the link, remove the id number and insert a lookup – use the <Add Lookup> button
  6. Select the ID of the current item for your lookup (this way the link works for any item created in this calendar)
  7. Don’t forget to add the quotes and end tag syntax to your anchor – see example below:

If you would like to add this event to your Outlook calendar, <a href=”http://webappname/sites/sitename/_vti_bin/owssvr.dll?CS=109&Cmd=Display&List={ec72e475-45aa-4f06-83e0-855ec9ca94d4}&CacheControl=1&ID=[%Calendar:ID%]&Using=event.ics“>CLICK HERE</a>, then click to Open, then click Save & Close in the Outlook calendar item.

This example provides both the Outlook calendar item and instructions on how to use it.  Notice that the portion highlighted above should contain the link you copied with the ID removed.  The link must come from your server and the specific SharePoint Calendar that you are providing to the Outlook item.

Perhaps you would rather not create such a complex workflow as the Calendar Reminder posts provide.  If want to just send an email at the time of the event creation that included the ability to add the event to the Outlook calendar – you can simplify the workflow to notify the recipients and include the above link.   This allows the user to create their own reminder using Outlook!

I want to point out that this idea originated (for me) with Laura Rogers 2009 post entitled “Appointment email Link, via SPD workflow“.  Thanks and kudos to Laura for sharing the idea and steps with the SharePoint community.

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