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Outlook Calendaring

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How to Control Access to a Group Calendar or Other Group Folder Using Outlook

Your group may be well-served by having a calendar to which everyone in the group has access. It allows you to have a central storage area for planning vacation schedules, events, etc. You may request an Exchange/Outlook account for your group. One person in your group should be designated the “owner” of the group account. The owner of the account can maintain the account by adding or deleting access rights to the calendar or other folders associated with the account as members join and leave your group.

This document has the following sections to instruct you in the use of a group calendar.

  1. Creation of the Calendar.
  2. Adding the Calendar to Your Folder List.
  3. Giving Access Permission to a New Group Member.
  4. Removing Access Permission for a Member Leaving Your Group.

Creation of the Calendar

A group calendar should reside in an Outlook/Exchange account created for a group. Send email to Helpdesk to request an Outlook/Exchange account for your group. The email message should include the following information:

  1. The names of all the members of your group.
  2. The access type desired for each group member.
    Editor – Can read, create and edit all calendar entries.
    Author – Can read, create and edit their own calendar entries, but cannot edit entries created by others.
    Reviewer – Can read calendar entries only.

You will be notified when the account is created. The account will also have Inbox, Contacts, Journal and Tasks folders for other group activities. The owner of the account can set permissions to allow others in the group access to these folders as well.

Adding the Calendar to Your Folder List

Each person wanting access to the calendar or other folders associated with the group account, must add the account to their folder list.

  1. When viewing your Inbox folder, select Services from the Tools menu. The Services window opens.
  2. Select Microsoft Exchange Server.
  3. Click Properties. The Microsoft Exchange Server window opens.
  4. Click the Advanced tab.
  5. Click Add. The Add Mailbox window opens.
  6. In the Add mailbox field, type the name of the mailbox as it appears in the Global Address List.Hint: You can search this list by selecting Address Book from the Tools menu.
  7. Click OK. The Add Mailbox window closes.
  8. Click OK twice to return to your Inbox window. The new mailbox will appear in the Folder List.

Giving Access Permission to a New Group Member

The owner of a group account can give new members access to folders within a group account. The new member must be given access to the Mailbox folder (so they can see the folders underneath), and to the specific subfolder such as the Calendar, Inbox, Tasks, etc.

  1. Right-click on the folder to which you want to give the new group member access, and select Properties from the pop-up menu. The Properties window for the folder opens.
  2. Click the Permissions tab.
  3. Click Add. The Add Users window opens.
  4. In the Type Name or Select from List field, begin to type the last name of the person to be added. The list scrolls to the region where the name can be found.
  5. Select the user from the list and click Add. The name will appear in the Add Users list.Continue adding users using steps 4 and 5 until all new group members have been added.
  6. Click OK. You are returned to the Properties window for the folder.
  7. Select all group members who will share a Role (a set of Permissions).
    Ctrl + Click selects members who are not contiguous on the list.
    Shift + Click selects members who are contiguous on the list.
  8. Select the Role from the Roles drop-down list. The most commonly used Roles are:
    Editor – Can read, create and edit all calendar entries.
    Author – Can read, create and edit their own calendar entries, but cannot edit entries created by others.
    Reviewer – Can read calendar entries only.
  9. Continue to assign Roles using steps 7 and 8 until all new members have been assigned a Role.
  10. Click OK.

Removing Access Permission for a Member Leaving Your Group

  1. Right-click on the folder to which you want to give the new group member access, and select Properties from the pop-up menu. The Properties window for the folder opens.
  2. Click the Permissions tab.
  3. Select all group members that you want to remove.
    • Ctrl + Click selects members who are not contiguous on the list.
    • Shift + Click selects members who are contiguous on the list.
  4. Click Remove.


Viewing Multiple Calendars at the same time in Outlook 2010

The following link explains available options:

http://office.microsoft.com/en-us/outlook-help/view-calendars-side-by-side-or-overlaid-HA010354941.aspx


Sharing Calendar Information in Outlook 2003

There are two basic steps to sharing calendar information in Outlook 2003.

  1. The owner of the calendar must give you the appropriate permissions for the types of access you are to be allowed.
  2. You must elect to view their calendar (either having the calendar permanently mounted or to mount it only when needing to view it – both relatively easy).

Setting Permissions

The owner of the calendar must give you permission, as follows.

  1. Start Outlook. Click on the Calendar button.PNG Calendar icon to view your calendar.
  2. In the Folder list on the left side of the screen, right-click Calendar and select Properties from the pop-up menu. The Calendar Properties dialog box will appear.
  3. Click the Permissions tab.
  4. Click Add button.PNG.
  5. In the Type Name or Select from List field, begin typing the person’s last name and select them when visible in the list below.
  6. Click Add button.PNG.
  7. Click OK button.PNG.
  8. In the Calendar Properties dialog box, click the checkbox(es) for the permissions desired.
  9. Click OK button.PNG.

Adding The Calendar To Your Outlook View

  1. Open up Start button.PNG -> Settings -> Control Panel -> Mail.
    The Mail Setup – Default Outlook Profile dialog box will open.
  2. Click E-mail accounts button.PNG.
  3. The E-mail Accounts wizard opens. Under the E-mail heading select the View or change existing e-mail accounts radio button, and then click Next button.PNG.
  4. Verify that the Microsoft Exchange Server is selected, then click Change.
  5. Click More Settings. The Microsoft Exchange Server dialog box opens.
  6. Click the Advanced tab.
  7. Click Add button.PNG.
  8. The Add Mailbox dialog box opens. In the blank field, type the last name or department name of the mailbox you want to add, then click OK button.PNG.
  9. If there are duplicate names, the Check Name dialog box opens. Select the person desired and then click OK button.PNG.
  10. Click Next button.PNG.
  11. Click Finish button.PNG.

Appointments in Outlook 2003

These instructions assume that your calendar view is set as follows:

  1. Click Folder List to display the folder list in the navigation pane.
  2. On the View menu, point to Arrange By,and then to Current View.
  3. Select Day/Week/Month viewfrom the submenu.

Schedule An Appointment

This section guides you through the process of setting up an appointment for yourself.

  1. Start Outlook.
  2. Click on Calendar in the folder list.
  3. Open a new appointment window using one of these methods:
    • Click New.
    • Press Key Ctrl.PNG + Key N.PNG.
    • From the Actions menu, select New Appointment. The Appointment window opens.
  4. In the Subject field, type the purpose of the appointment.
  5. In the Location field, type the place the appointment takes place.
  6. From the Label drop-down list, select from 11 label options.Hint: If you don’t find the label you want, you can customize them using the Edit menu on the Calendar view of Outlook. Click Edit, point to Label, then click on Edit Labels.
  7. Use the Start time and End time drop-down lists to block out the appointment time. If the appointment is an all day event, click the All Day Event checkbox.
  8. If you want an electronic reminder, click the Reminder check box, and use the drop-down list to select the number of minutes prior to an appointment you wish to receive a reminder.
  9. You can select how to display this time on your calendar from the Show time as drop-down list. Unless others have been given special permissions to view your calendar, anyone checking your availability will see only colored blocks to indicate your time is scheduled.
    • Free – Persons checking your availability will receive no indication that this time is scheduled. This is helpful if you use your calendar to post reminders that don’t involve a true appointment (for instance, a reminder to buy milk on the way home which you schedule to display a reminder on your screen 15 minutes before you leave the office). Note: Outlook Tasks can also be used for this purpose, with similar reminders set.
    • Tentative – The time is blocked out with blue stripes to indicate an uncertainty in your schedule.
    • Busy – The time is blocked out in medium blue to indicate you are unavailable.
    • Out of Office – The time is blocked out in burgundy to indicate you are unavailable for larger portions of time, such as vacations or conferences. Note: If you have given a colleague permission to read your calendar and want to block them from seeing the details of a particular meeting, click the Private checkbox in the lower-right corner.
  10. Click [[Image:]] for an easy way to group appointments for viewing purposes.
  11. Use the large unlabeled field to jot down notes about the appointment.
  12. To create a recurring appointment:
    1. Click Recurrance. The Appointment Recurrence window opens.
    2. Use the fields presented to designate the pattern and range of the recurring appointment.
    3. Click OK button.PNG.
      Appointment Recurrence.PNG
  13. When you are finished, click Save and Close.

An appointment might look like this one on your calendar:

Calendar Entry.PNG

The text indicates the time, subject, and location. Graphic items indicate your availability status (the solid bar on left, next to the time), that a reminder will display (the bell), and that the appointment recurs (the arrows).

Delete An Appointment

  1. Start Outlook.
  2. Click on Calendar in the folder list.
  3. Click on the appointment date on the monthly calendar.
  4. Select the desired appointment on the daily calendar.
  5. Delete the appointment using one of three methods:
    • Click Delete on the toolbar.
    • Press Ctrl + D.
    • From the Edit menu, selectDelete.
  6. One of the following happens:
    • If the selected appointment is a single event, it disappears from the calendar.
    • If the appointment is one of a series of appointments:
      1. The Confirm Delete window opens. Select the radio button indicating whether you want to delete all occurrences of the appointment in the series or just the single appointment.
      2. Click OK.

Reschedule An Appointment

  1. Start Outlook.
  2. Click on Calendar in the folder list.
  3. Click on the appointment date on the monthly calendar.
  4. Select the desired appointment.
  5. Reschedule the appointment using one of the following methods:
    • Appointment window method
      1. Double-click the appointment to open the Appointment window.
      2. If the appointment is part of a series, you will be asked to select the series or the single occurrence. Do so and click OK.
      3. Change the date and/or time in the Start time and End Time drop-down lists.
      4. Click Save and Close to save the modifications.
    • Drag and Drop method
      1. Click on the appointment, and hold the mouse button down.
      2. Drag the appointment to the monthly calendar display and drop it on another date (this moves it to the same time on the alternate day).
      3. If the appointment is part of a series the following notice displays. Click Yes or close this window and use the Appointment Window Method above.
      4. The new day appears in the daily calendar portion of the calendar window. Drag and drop the appointment to a different time of the day, if needed.
    • Right-click method
      1. Click on the appointment, and hold the mouse button down.
      2. Drag the appointment to the monthly calendar display and drop it on another date (this moves it to the same time on the alternate day).
      3. A menu displays allowing you to choose from Copy, Move, or Cancel options.


Scheduling Meetings Using Outlook 2003

These instructions assume that your calendar view is set as follows:

  1. Click Folder List to display the folder list in the navigation pane.
  2. On the View menu, point to Arrange By,and then to Current View.
  3. Select Day/Week/Month viewfrom the submenu.

Schedule A Meeting

When you schedule meetings using the MS Outlook calendar, make it a habit to add participants only after supplying the initial details of the meeting request. That way, if you inadvertently click Send, an error message displays because there is no one listed to invite to the meeting.

  1. Start Outlook, and click on Calendar in the folder list.
  2. Click New, or press Ctrl + N. The Appointment window opens.
  3. In the Subject field, type the purpose of the meeting.
  4. In the Location field, type the place where the meeting will be held.
  5. Click the Reminder check box if you want an electronic reminder for participants, and use the drop-down list to select how many minutes prior to a meeting you wish to receive the reminder.
  6. You can select how to display this time on the calendars of the attendees from the Show time as drop-down list.
    • Free – Persons checking on the availability of the attendee will receive no indication that this time is scheduled.
    • Tentative – The time is blocked out in light blue to indicate an uncertainty in the meeting details.
    • Busy – The meeting time is blocked out in medium blue to indicate the attendee is unavailable.
    • Out of Office – The meeting time is indicated in burgundy to indicate the attendee is unavailable for larger portions of time, such as vacations or conferences.
  7. Use the large unlabeled field to provide additional information about the meeting, such as an agenda.
  8. Add the attendees and set a meeting time:
    1. Click the Scheduling tab.
    2. Click Click her to add a name.
    3. Type attendees’ last names, pressing Tab or Enter after each name is entered.
    4. Click Check Names, or press Ctrl + K to check the names. If a name is not unique, you can select the desired person from a list.
    5. Use the scroll bar below the calendar grid to find a time when all attendees are free, and then click in the calendar grid to insert a ½ hour meeting time.
    6. To adjust the time, allow your cursor to hover over the meeting time boundary until it turns into a double-headed arrow, and then drag the boundary.
      Note: To let Outlook find a meeting time when all attendees are available on the timeline click AutoPick Next.
  9. To create a recurring meeting:
    1. Click Recurrance. The Appointment Recurrence window opens.
    2. Use the fields presented to designate the pattern and range of the recurring meeting.
    3. Click OK.
  10. When there are no more adjustments to be made, click Send. The meeting request is sent to the attendee list as a mail message. When attendees accept the invitation it will appear on their calendar.

Indicate Your Availability For A Meeting

Meeting requests come to you as a mail message. To indicate whether you are truly available for the meeting requested, do the following:

  1. Start Outlook, and double-click on the mail message containing the meeting request to open it.
  2. Indicate your availability using one of the response buttons on the toolbar above the message.
    • Accept - Confirms your availability for the meeting.
    • Tenative - Indicates a possible conflict. The meeting organizer will expect a subsequent message from you indicating that you accept or decline.
    • Decline - Indicates you will not attend the meeting.
    • Propose New Time -When you make a counter proposal, it is sent with the default message saying that you want to propose a new time, but that you have tentatively accepted the meeting.
  3. A window opens giving you the opportunity to supply a return message (or not). Select one of these options:
    • Edit the response before sending - Use this to add additional remarks.
    • Send the response now – This option sends a reply message indicating whether or not you plan to attend the meeting.
    • Don’t send a response – Just as it says, no response sent. The meeting organizer will not receive information about your attendance.
  4. Edit the message, if you’ve chosen to do so, and then click Send.

Propose A New Meeting Time

If a proposed meeting isn’t scheduled at a convenient time, you can easily propose another time.

  1. Start Outlook and click on the message containing the meeting request.
  2. Click Propose New Time. The Propose New Time dialog box opens.
  3. Select a new time manually or use AutoPick Next to automatically find free time on participant’s calendars.
  4. When you’re satisfied with your choice, click Propose Time.
  5. Click Send. Note: Whenever you make a counter proposal, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting.

Reschedule A Meeting Or Add Attendees

  1. Start Outlook and click on Calendar in the folder list.
  2. Double click on the listing for the meeting to open it.
  3. Select the Scheduling tab.
  4. Invite any new attendees using the steps outlined in the Add the attendees and set a meeting time portion (step 8) of the Schedule A Meeting section.
  5. Reselect the start and end date and time, if that has changed.
  6. Click the Appointment tab and add a note to let attendees know what has been changed.
  7. Click Send Update to save the changes to the meeting and distribute the updated meeting announcement.
  8. Various options for notification of attendees will be presented to you, depending upon the changes you made. Select the options desired.

Cancel A Meeting

  1. Start Outlook and click on Calendar in the folder list.
  2. Right-click the listing for the meeting, and then select Delete from the pop-up menu. A message appears with the following options:
    • Send cancellation and delete meeting.
    • Delete without sending a cancellation.
  3. Select the radio button for the choice desired, and then click OK.

Review A Summary Of Invitee Responses

The meeting organizer can display a summary of the invitee responses.

  1. Start Outlook and click on Calendar in the folder list.
  2. Double-click on the meeting to open it.
  3. Click the Tracking tab.
  4. Look at the Response column.


Outlook Calendar Best Practices

While Outlook is one of the most commonly used applications for calendaring, it is not without flaws. However, with a few tips, it is possible to avoid calendaring issues in Outlook, such as disappearing appointments. Please see the Outlook Calendar Best Practices page for more details.

Add US Holidays to your Calendar

With many installations of MS Outlook 2003, the listings for US holidays ends sometime in 2006. This anomaly varies from computer to computer so it is impossible to say when holidays will end on an individual computer. To see if your computer is effected look at your calendar to see if various holidays are listed at the top of a view for a day where they should appear. For instance, check the calendar view for December 25th. If holidays are active for that time period, the calendar listing should say Christmas Day (United States) directly under the date.

It is easy to add the US holidays to your calendar. If you add holidays to your calendar before the date when your holiday listings stopped, however, they will appear twice on all previous and subsequent holidays until the overlap stops.

To add US holidays to your calendar perform the following steps:

  1. Start Outlook.
  2. From the Tools menu, select Options.
  3. Click Calendar Options. The Calendar Options dialog box opens.
  4. Click Add Holidays. The Add Holidays to Calendar dialog box opens.
  5. Verify that the checkbox for United States is checked (or for another country if those are the holidays of interest), and then click OK.
  6. A dialog box opens that says “Holidays for United States are already installed. Do you want to install them again?” Click Yes.
  7. A successful installation causes a dialog box to open that says “The holidays have been successfully added to your Calendar.” Click OK.
  8. Click OK twice more to exit the Calendar Options and Options dialog boxes.


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