Others do not see color label rule

[Guest]

I set up a rule where any appointments I create with ABC in the title of the
appointment will turn orange. If I open the appointment, the label still
says "None" even though if I'm looking at the day the appointment orange. No
big deal right? Well since this is a shared calendar, if someone else looks
at the appointment, it means they don't have the same ABC - Orange rule set
up, so everything with ABC is white since its label is officially "None"

How can I get label rules for a shared calendar to show up for EVERYONE
viewing that calendar?

 

[Sue Mosher [MVP-Outlook]]

Please tell us more abouit what kind of "rule" this is. My guess is that
it's an automatic formatting rule?

And the folder is located where?

And you're using what version of Outlook?

 

[Guest]

Sorry, after working on it for 3 straight hours my brain assumed everyone
would know what I was talking about.

It is an autoformatting rule

It is Outlook 2002

The calendar is shared as a public folder

I found a little bit of a workaround, but it still is not ideal. If I
create a "custom view" with these automatic formatting rules (if subject has
ABC then color it orange, if subject has XYZ then color it blue, etc) and
tell everyone looking at the calenadar to change their view to the new custom
view, colors show up. The rules stay in effect when they create appointments
as well.

However, no new rules can be added. If I have 9 rules set up and then 2
weeks later they want to add another rule, I cannot simply add that rule to
the view, it must be deleted then re-created with all 10 rules. If someone
adds a rule, it only applies to their view of that calendar, not everyone's.
When you create a new view there are these options:

This folder, visible to everyone
This folder, visible only to me
All Calendar folders

If I choose "This folder, visible to everyone" then the autoformatting rules
I place in before hitting the final OK to create the rule apply. After that,
there is no way to make new rules apply to "This folder, visible to everyone"

 

[Sue Mosher [MVP-Outlook]]

The folder owner would need to modify the view, through the Views | Current
View | Define Views interface -- not Customize Current View, which just
makes a personal copy of the view.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

That still does not work.

If I create a view called "my view" with 3 autoformatting rules, then tell
others to use that view when viewing that specific calendar, all the
autformatting rules apply. If I want to add a rule, I go to:

View -> Current View -> Define Views

I then select "my view", click Modify, and add another autoformatting rule.
This rule now applies to me when viewing the calendar, but does not appear on
anyone else's machine. If I go to

View -> Current View -> Define Views

from another machine, if I select "my view", click modify, and click
Automatic Formatting, the autoformatting rule I added after the view was
created is not listed.

Do I need to publish the rule? Do the other users need to close and reopen
outlook?

 

[Sue Mosher [MVP-Outlook]]

An update to a published view will not appear on users' machines if they
have performed any customization of their own. When a user makes their own
change to a view, Outlook caches a copy of the view definition in the user's
own mailbox and that will override the published view.

What you may want to do is create a new named view and write a little script
to set the View.LockUserChanges property to True. Outlook, unfortunately,
provides no UI for this, so you'll have to use a script or VBA macro. The
Help topic on LockUserChanges has details.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers