Viewing other people's diaries

Diary information (i.e. appointments) can be shared with other people. This enables managers to review workloads and to reassign accordingly in the event of absence or overwork. A shortcut under My Work in the navigation pane named "Other Diaries" lets you create groups of people (i.e. Legal Enterprise users) whose diaries you want to see and then displays an Outlook-style view showing their appointments in a combined calendar view.

To view other people's diaries:

Under My Work, click Other Diaries. A View tab is displayed.
Click Add to create a group and complete the Code and Description fields to name it. The maximum number of characters accepted by these fields are 10 and 35 respectively. You can create additional groups or rename groups to organise the diaries in a way that fits your work style better.

You now need to select the people whose diaries you want to view. Under Available Users, highlight a user and click the right-pointing single arrow button. The user will appear under Selected Users. Repeat this for each person you want to select.

To select all users, click the right-pointing double arrow button. You can also remove individuals or all users by using the left-pointing arrow buttons.
By default all users are available for selection, but you can filter these by branch or department. Use the appropriate options to pick a specific branch or department.

Click Save to store your group.
Next, click Apply. The information is collated and a Results tab is automatically displayed and populated with the selected users' appointments. It should be noted that the Results tab is hidden until you apply your settings.

On the Results tab you can add/edit your own appointments (i.e. those of the logged in user), preview/print the selected day(s), navigate backwards and forwards between different months, and choose the number of days that are displayed.

To create a new appointment, click the New button.
To edit an appointment, double-click an appointment.
To print a day, click the Print button.
TIP You can print a single day or a range of consecutive or non-consecutive days. To select consecutive days, click the first day, press and hold down SHIFT, and then click the last day. To select non-consecutive days, press and hold down CTRL, and then click each day individually. Next, just click the Print button. A preview of the selected page(s) is then displayed ready for printing.
To select a different month, click the left and right arrow buttons.
To jump to today's date, click the Today button.
To view a single day, click the Day button.
To view a 5-day working week, click the Work Week button.
To view a 7-day week, click the Week button.
To view a full month, click the Month button.

Notes

You must share your calendar in Outlook to enable other people to view your information.
People can only be selected if they have an email address associated with them. A message is displayed if you try to select one that doesn't.
You cannot select the same person more than once.
You cannot add/save a group without selecting at least 1 person.
Outlook takes care of adding/editing appointments. The Legal Enterprise Appointment window opens automatically.