Microsoft Office Tutorials and References
In Depth Information
The settings for the Calendar Overlay Settings section are more numerous and complex
(Figure 6.47). Here’s a quick rundown:
Description This allows you to add a description to the overlay, so when you move
your mouse pointer over an event related to this overlay in the calendar, this description
will display, indicating which calendar the event stems from.
Color You have a limited number of color options to choose from (oddly, fewer colors
than the number of calendars allowed). Using the default site theme, the options are Light
Yellow, Light Green, Orange, Light Turquoise, Pink, Light Blue, two different shades of
Ice Blue, and White. The colors available depend upon the theme applied to the site.
Web URL This field is used to indicate the URL of the site where the calendar you want
to overlay is located. When you click the Resolve button, this field will try to resolve to a
site and then populate the next two fields with data.
List This actually doesn’t display the lists, but rather the calendars at the site to which
the above URL resolved. Use this field to select the calendar you want to use for the
overlay. You could use calendars from any other site in the collection, or even other site
collections, just make sure that the users have permission to see those other calendars.
List View Use this field to select the view to use for the calendar overlay, if the calendar
selected for the List has alternate views. This is very useful if there are filtered views.
Always Show A site member viewing the calendar in a Public view (such as the default
Calendar view) can’t edit the overlay settings directly. But on the Calendar Overlay page,
they can choose via check box to show or not show an overlay. However, you can set an
overlay to always show, blocking members from being able to stop showing an overlay in
See Figure 6.48 for the example overlay I created (my overlay events are yellow, with a green
event for the primary calendar for comparison). The overlay itself is listed in the Calendars In
View list on the left side of the page.
Another consideration is that a calendar overlay actually adds a calendar’s events to the view
of a different calendar, aggregating events from several different calendars into one. Since
calendars are just event lists with a calendar type view, you can create additional views for them.
And when you do, the new view (if you make it as a calendar type) can have other overlays than
the default view that everyone uses.
This also means that if you add a calendar web part to a page somewhere, the overlays you
set on the calendar when on its content page (usually in the default view content page itself) will
not show up in the web part, only the calendar’s own events. This lets you choose different
overlays and overlay colors for the calendar when viewed on different pages (this works for different
views on the calendar itself as well).
If you want to have more than ten calendar overlays for a calendar, don’t despair. Since the
limit is per view, create several Calendar views for a calendar, and add the extra overlays there.
Further, because overlays are applied not just from other calendars but from views of those
other calendars, you can create some filtered views by category (for example) on a calendar and
then create overlays, not just of that calendar’s data but of that calendar’s filtered data, so you can
see events specifically organized by a category, location, or whatever.