How to create a single Calendar to manage different tasks in sharepoint

Introduction

Many teams require to have different tasks scheduled among different team members. In order to do that there’s a feature in Sharepoint that allow teams to create Calendar lists that are shared to everyone who will have access to it, being able to create tasks and assign them to one or more workers. Unfortunately many teams create a calendar for each kind of task they need to get organized.

The purpose of this document is to provide some guidance to application teams, and more specifically to members of the team who are administering their team site, in order to create a unique calendar that would be able to host up to 10 different kind of tasks, being identified by different colors.

Prerequisites: Configuration must be done by a user who has site admin access.

Steps

Go to “All site content” in Site Actions

Click in Create, and look for the Calendar inside the List section. Give it a name and click Create.

Now access the calendar, and go to Calendar Tools > Calendar tab. Then click on Create column.

This form will contain the information about the different type of tasks you want to introduce in the single calendar. Fill in with the following information (the others should remain as default):

Column Type: Choice

Require that this column contains information: Yes

Type each choice in a separate line: [as required from the implementer]

Now you will have to create a view per choice you introduced in the step above. Go to Create View and select the standard view

Just go to the Filter section and add a filter by the column you just created and fill where it says “equals to” and introduce your first choice. The rest can be default if you don’t know what to change.

After you create all these views, go to the calendar again and click on Calendars Overlay  and then click on New Calendar

Now complete all the information required. Where it says Web URL just introduce your Site collection URL and then click in Resolve. Lists and Lists view will populate with the information retrieved. You should select the Calendar list and the View you are adding right now to the overlayed calendar. Select the Always show option as well as choosing th ecolor you want.

Do the same for the other views until you have them listed:

Finally, in order to tweak the Overlayed calendar properly, go to the Calendar View and click on “Modify this view”. What we are going to do is to remove those duplicated events that may appear if you now try to create a new event with one of th custom calendars overlayed.

We will apply now a filter using the Column we created before, but in “Equals to” leave it in blank.

Its done. Now in order to test it, create a new event

At the end you will see the new field added that will be required to input

Now the calendar will look like this: