How to check who created an appointment in a public calendar?
Many users may add appointments to a calendar in the public folders. We often need to check who created a certain appointment, but this information cannot be found in the appointment form.
In order to find out who the appointment was created by, you need to switch the calendar to a table view (the best is By Category) and add to the view the Organizer field, containing the name of the appointment creator (Fig. 2.). Below we present a detailed description of a procedure to follow in order to achieve this.
Outlook 2003 / 2007
To switch from the Calendar to the Table view:
- Switch on the Advanced toolbar, which provides an easy way to choose a calendar view. To do this, click on the main Outlook menu with the right mouse button and select the Advanced command from the context menu.
- A new toolbar will be displayed containing among others a combo box with the list of various views available for the calendar. From the list select the By Category view.
- The calendar will be switched to a table view, in which all appointments will be categorized. If you don't want the appointments to be categorized, click the Group By Box button, which can be found in the Advanced toolbar just behind the list of views. Above the table a new bar with the Categories field, which should be dragged and dropped beyond the grouping field will appear. Now all displayed appointments will be displayed without grouping by category.
To add the Organizer field to the view:
- In the Advanced toolbar click the Field Chooser button.
- The Field Chooser dialog, in which you should choose the All Appointment fields item from the combo box will display.
- On the list of fields in the Field Chooser dialog find the Organizer field and drop it to the bar containing the names of columns displayed in the calendar table view (Fig. 1.).
After you have followed the above procedure, the Organizer column will be added to the calendar view in which the name of the user who created the appointment will be displayed (Fig. 2.).
Outlook 2016 / 2013 / 2010
To change the Calendar's list view:
- Click Change view in the view tab and choose List from the pop up menu.
- The calendar will be switched to the list view where all the appointments will be grouped by categories. However, if you do not want your appointments to be grouped in this way, right-click the tab with the column names displayed in the calendar's view table and choose Arrange By. Above the table a new grouping tab called Categories will show, which should be dragged outside the grouping tab. From now on all appointments will be displayed without being grouped into categories
To add the From field to the view:
- In the View tab, go the Manage views section. In case of Outlook 2013 and up, click View Settings.
- Click the Columns... button.
- The Show columns window will display. Set All Appointment fields (Fig. 3.) from the Select available columns from list. From the Available columns list choose Organizer and click Add and OK.
|Fig. 3. Adding Organizer column to the calendar's view.|
After performing the above mentioned steps, a new From column will be added to the calendar's view. It will show the name of a user who created the particular appointment (Fig. 4.).
The user's name is the same name as entered in the Your Name field in the default Outlook settings of an email account by the person who created an appointment (Fig.5.). If the person hasn't configured any email accounts, the Unknown value will be displayed in the Organizer column, as shown for the last appointment on Fig. 2.:
|Fig. 5. The name of the user displayed in the Organizer column is
the Your Name field data, from the default mail account settings of
the appointment creator.
After obtaining the information who created the appointment, you will probably have to switch and work with the Day/Week/Month view. At any moment you can again select the view By Category as all previously entered view settings will be saved even after you launch Outlook again. The Organizer column may, however, change its name to From.
It might seem that a quicker way to check who created an appointment is to go to the Scheduling tab in the appointment form and read the name of the appointment creator there. However, this is an incorrect approach as the name of the organizer displayed there is created at the moment the Scheduling tab for the selected appointment is opened for the first time. So this is not the name of the appointment creator, but of the person, who first opened the Scheduling tab for the appointment. It is clearly shown on Fig. 6.. The appointment has been created by the user named "Tom", but on the Scheduling tab the user named "John" is displayed, as he was the first person to open the Scheduling tab for this appointment.
|Fig. 6. The Scheduling tab usually shows incorrect information
about the real creator of an appointment.