Calendar Web Part

Vahe Voskanian -

The Calendar web part displays events from multiple SharePoint and Exchange calendars in an appealing, mobile friendly way. Users can easily personalize their view by subscribing to calendars they find relevant, while Administrators can lock sources to ensuring certain calendars are viewed by all users.

 

Adding the Calendar App Part

The Calendar web part can be added to a page using the following steps:

  1. Place the page you would like to add the Calendar web part to in Edit mode by selecting Edit Page from the Site Settings dropdown menu (Gear Icon).
  1. Select the Add a Web Part button on the page where you want to add the Calendar web part.
  1. Select the Calendar App Part and click Add.
  1. The App Part should now be available on the page.

Configuration and Administration 

A user who is part of either the owner group [Site collection owner's group] or member group [Site collection member's group] can configure the calendar app part. 

The Calendar Web Part can be configured using the web part menu (accessible by clicking the black downward facing arrow in the top right corner of the web part), and administered using the Admin "gear" icon in the bottom left corner of the web part. 

 

Configuration

  1. Expand the web part menu and select Edit Web Part.
    Note: The page must be in Edit mode in order for the arrow to be visible.



  2. This will open the web part Tool Pane on the right side of the page. Here you can configure the Calendar web part to best meet your needs. There are four tabs which can be expanded and configured: Calendar Web Part Settings, Appearance, Layout and Advanced.  

    Our focus will be on the Calendar Web Part Settings area (the other three sections contain general SharePoint settings you can adjust as desired). Note however that the Height and Width options within the Appearance tab should be kept at the "No. Adjust height/width to fit zone" setting to maximize the responsive behavior of the web part.

    Calendar Web Part Settings:

    • Events Per Page: The number of events to show per page. If there are more events present than the specified number, then pagination will be displayed.

    • Refresh Interval: For performance, the Calendar Web Part includes 'Smart Caching.' This feature automatically caches all events from all calendars a user has subscribe to. This cache is updated in the time interval specified here. 'Smart Cache' also automatically updates when events are manually added, edited or deleted in a subscribed calendar list.

    • Exchange EWS Service URL: This URL will be used to auto-populate the Exchange Server URL when a user adds an Exchange account as a calendar source. This greatly simplifies the process for users, who likely will not know what value to add in the Exchange Server field. If you are using Office 365 then please consult this article to obtains the Exchange EWS Service URL. If you are hosting or managing your own Microsoft Exchange then please contact your administrator for the Exchange EWS Service URL.

    • Popup Dialog View: Includes two viewing options. Default displays the SharePoint event popup, while Basic displays a simplified read only popup (great for mobile devices, or read only users).

    • Site Collection to Query: Allows SharePoint Calendars across multiple site collection to be queried, as long as they are on the same Farm. Please add each additional site collection URL on it's own line using the format http(s)://www.yoursitecollection.com (Note: This option will not trigger on some versions of Google Chrome).

  3. Configure the above options as desired, then click on OK to save changes. 

 

Administration

The Admin 'gear' icon allows users to administer/personalize the Calendar web part by adding Exchange account sources, and selecting which calendars they'd like for the web part to display.

  1. Click on the Admin gear icon located on the bottom right hand side of the web part to display the Calendar web part admin panel.



  2. If you would like to add a calendar sourced from a Microsoft Exchange account select the Accounts tab and click on Add Account. Otherwise you can proceed to step 5.



  3. Fill in the required fields to add an Exchange account.



    • Email : Enter your Exchange account email.

    • Password : Enter the password for your Exchange account.

    • Description : Enter a description for this account. This description will show up as the account name, and as a subtitle for Calendar sources available from this account. 

    • Server URL : This is the URL of your Exchange EWS Service. Please ask your administrators for this information. You can also select the "Autodiscover Server" option.

      Note to administrators: The Server URL can be auto-populated for users. See "Exchange EWS Service URL" in step 2 of the Configuration section above.

    • Autodiscover Server : The autodiscover feature will attempt to automatically find your Exchange EWS Service URL. Note that using this option may take a few minutes, and may not work depending upon how your Exchange has been configured.

  4. Click the Save button when done. A successfully added account will appear below the Accounts heading, named with the content of the Description field.

  5. Click on the Calendar tab to display all available Calendar sources. The filter input at the top of the list allow you to quickly find a calendar by name. You can also scroll through the list if desired. When you've found a calendar you'd like for the web part to display, "subscribe" to that calendar by clicking the check mark to the right of the corresponding calendar source name. If a calendar was recently created in SharePoint, and is not visible in the list, click the Refresh button at the bottom of the admin panel to manually update the Smart Cache for the web part. Your new calendar will now be visible in the list.

    • Clicking once (green checkmark) selects the calendar for display to your specific user.

    • Clicking twice* (green checkmark with padlock) selects the calendar for display to all users.

      *Note that only members of the Site Collection Administrators group will have the option to 'check lock' a calendar source.

 

Calendar Views 

There are two ways to view events using the Calendar web part: Day View and Month View. Choose between the view types by clicking on the corresponding button. 

 

Month View

Display events in a month style interface. In the top portion of the web part and Upcoming events are displayed under the calendar section by order of date. 

NOTE: Bold dates in the calendar view signify the date contains calendar events



Day View:

Display all events on a particular day. You can also click on a particular day in Month View and the web part will automatically switch to Day View.  

 

 

 

 

 

 

 

 

 

 

 

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