IMPORTANT! Remove the manually copied items from the destination before synchronization.
1. You want to create a private-to-public calendar relationship or public-to-private calendar relationship and you never used a public folder before:
If there never was a public folder being used, make a new public calendar in Outlook and make sure the Service Account has the proper client "Ownership" and "Folder Contact" permissions to the new public calendar. Then create the relationship. During the next synchronization of Add2Outlook, the public folder will subsequently be filled with the user's private folder items.
2. You want to create a public-to-private calendar relationship or a private-to-public calendar relationship and your users are not using either their private or public folders:
If only the public calendar is being used for scheduling and the user's private calendars are empty, then no manual deleting is necessary prior to creating a relationship from the public to the private. Making the Add2Outlook public-to-private relationship will fill the private calendar with the appointments from the public.
3. You want to create a public-to-private or private-to-private calendar relationship and your users have been manually copying appointments from a public or private folder to their private folder:
If everything was created in the public calendar and the user manually copied the items to their private calendar, and if you make a relationship from public-to-private with those manually copied items, the destination private calendar will be filled with duplicates – duplicates of the items the user copied over manually, and the items populated by the Add2Outlook relationship. Add2Outlook does not and cannot see that the manually copied items are actually the same and de-duplicate them before it synchronizes. Add2Outlook assumes the items are originals.
Tip: If you want all the private calendar items made in one user's folder to go to another user's folder, you HAVE to make a private-to-private relationship, from source to destination.
Many users believe they can make a relationship and copy items from User 1 to a public folder and then make a relationship from the public to User 2 so that User 1's information will go to User 2. Since Add2Outlook will never copy a copy, if all User 1's items are to go to the public and User 2's folder, you will need to create at least two relationships: one from the Source (User 1) to the public folder AND one from the Source (User 1) to User 2's folder. Add2Outlook will not copy a copy, and the relationship must be built from source to destination. Three relationships are required to have the mutual relationship with the private-to-public, and one from private-to-private. To have a mutual relationship from private-to-private and a mutual from public-to-public, four relationships are required.
4. You want to make private-to-public calendar relationships and your users have manually been copying items from their private to the public calendar:
Tell your users to mark any items as "private" (a checkbox in the bottom right side of the calendar item) in their private folders. If marking every item as private is not possible in your situation, you could delete all items in the public folder or make a new public folder, give the Service Account client ownership and folder contact and set up a relationship with the relationship option to Copy No items. By selecting this option, none of the items within the date range will be copied to the new folder, only new ones added either in or after the date range when the synchronization window encompasses them.
Tip: If you create a new public calendar, the old calendar which had been filled manually should be saved for backup and eventually discarded. Be sure to let your users know since any shortcuts to the original public folder will no longer work. Also, we suggest hiding the old folder to avoid confusion.