You can create several calendars in Microsoft Outlook. Therefore, you have to inform the system which calendar is to be synchronized with the R/3 System. Note that you can only use calendars in the personal folders area. You cannot use calendars under the folder in which the inbox for mails and work items from the R/3 System is located.

If you also maintain calendars for other R/3 users, you can arrange these calendars in the same personal folders area or use a separate personal folders area for each one. The graphic shows a mail area and a calendar area in which the calendars of several users have been created.

If you do not use a calendar in Microsoft Outlook yet:

You have to use a calendar that is in the personal folders area of MS Outlook for calendar integration. Furthermore, the personal folders area must be assigned to the mail profile as a service. You can use an existing personal folders area or create a new one.

As an alternative to procedure 1, you can proceed as follows. In this case, however, you cannot choose the name of the area yourself. Furthermore, the standard files (inbox, outbox, and so on), which you cannot delete, are automatically displayed to you in this area.

1. On the tab page Services, choose Add.
2. Select the personal folders area.
3. Choose OK.
4. In the subsequent dialog box, specify the path and file name with the ending PST. You can, for example, accept the proposed file Outlook.pst.
5. Choose Create.
6. Choose OK.

Calendar integration synchronizes an R/3 calendar with an Outlook calendar. In the calendar profile, you define which calendars are to be synchronized and how synchronization is to take place.

If you want to synchronize several calendars, you have to create a calendar profile for each combination of

• R/3 calendar (R/3 System, client and user) and
• Outlook calendar folder.

You have to create a calendar profile for every calendar combination that is to be synchronized. Only the current profile is synchronized. Therefore, you have to change the current profile if another calendar combination is to be synchronized.

You can perform the following functions in this list:

1. Select the profile that is to be set as the current profile.
2. Choose OK.

1. Enter the name of the new profile in the field Profile name.
2. Choose OK.
3. The new profile is automatically set as the current profile.

1. Select the profile.
2. Choose Delete.
3. The profile is deleted immediately.

Set the profile as the current profile and change the settings.

A calendar profile summarizes which calendars are to be synchronized, when synchronization is to take place and which time period in the calendar is to be synchronized.

You make all the settings for calendar integration in Microsoft Outlook. The settings include

The following graphic shows an overview of the settings that are summarized in a profile for each calendar combination:

You can set a default for when an automatic synchronization between the Outlook calendar and the R/3 calendar should take place:

• When Outlook is started
• When Outlook is shut down
• When appointments are created or changed in Outlook

You can select one or more of these options. Bear in mind however, that the synchronization process affects performance. You can also specify whether you want to start synchronization manually directly from the Outlook menu.

You use these settings to record in the calendar profile which calendars are to be compared and how appointments are to be synchronized in cases of conflict.

You can call up the following functions using pushbuttons:

Make you settings on the tab pages:

In general settings, specify which time period is to be used for synchronization.

Microsoft Outlook is set as the comparison calendar on the tab page General. To set the period during which the appointments are compared during synchronization, choose one of the following functions:

You can also set whether it is possible to interrupt the synchronization process manually.

You can maintain the calendar in the R/3 System or in Microsoft Outlook. The calendars are compared with one another during synchronization and are both updated. Conflicts arise if an appointment has been changed in the R/3 calendar and in Microsoft Outlook since the last synchronization took place. You can specify how these conflicts are to be resolved. You can also specify whether, and in which cases, you want to receive a query before an appointment is synchronized.

On the tab page Conflict resolution, set:

When you want to receive a query:

How appointments are to be synchronized in cases of conflict:

You have to specify which R/3 System you use the calendar in and which calendar you use in Microsoft Outlook. You also have to enter logon data so that the R/3 calendar can be accessed during synchronization. Furthermore, you can make a setting so that non-working days in your enterprise are highlighted in the Outlook calendar.

The logon data within the context of SAP R/3 is automatically entered if you choose the pushbutton R/3 Logon on the tab page Logon information and log on to the required R/3 System.

In the input field Calendar, you can use value help to display the calendar files that you created in Microsoft Outlook.

You can also copy non-working days from the R/3 System.

Non-working days are copied from the public holiday or factory calendar that is set in the R/3 System.

• In the subsequent dialog box, specify:
• whether you want to copy public holidays and/or other non-working days (for example, company vacation)
• whether you want to receive a query before the non-working days are created in the Outlook calendar.
• which year you want to copy the non-working days for.

1. Choose Start.
2. Choose OK.
3. If you have selected the query, you receive a dialog box asking you to confirm that the appointments on non-working days are to be copied:

The appointments on non-working days are created in the Outlook calendar and marked as R/3 non-working days.

You and your substitutes can maintain your calendar either in the R/3 System or in Microsoft Outlook using Outlook calendar integration. So that both calendars stay up to date, they are regularly compared. Your individual settings determine when the synchronization process starts and whether the user receives queries concerning the process.

In the Outlook calendar, you can execute the available functions independently of R/3 and work online or offline. If you require help when working with the Outlook calendar, use Microsoft help. If you require help with regard to synchronization, see

So that the calendars in the R/3 System and in Microsoft Outlook contain the same appointments, changes made in one calendar must be copied to the other. Synchronization can occur automatically when Microsoft Outlook is called and/or exited or you can start synchronization manually. When and how synchronization takes place depends on your settings.

Some functions are treated differently in the two different calendars causing the following differences in synchronization:

If you have activated Queries in your settings, you receive an overview of the appointments that have been edited in a calendar with the specified function and that are now to be transferred to the other calendar. In this case, the appointments are only synchronized if you confirm synchronization.

The query window contains a list of the appointments that have been edited in the synchronization period either in the R/3 calendar or in the Outlook calendar. The following information is displayed for each appointment in the list:

• Date and time of the appointment
• Appointment title
• Function to be used to edit the appointment during synchronization (only those specified in the query settings).

You can also display the following detailed information for each appointment:

• Description
• Start of appointment
• End of appointment
• Room
• Transparency (0 = not blocked, 1 = blocked)
• Classification (public, private, secret)
• All-day appointment (dominant)
• Appointment type
• Appointment-specific data
• Last change.

In the detailed display, the fields that differ in the two calendars are indicated by an exclamation mark (!).

Before synchronization takes place, a dialog box is displayed listing all appointments that have been created, changed or deleted since the last synchronization. You can execute the following actions: