NETSCAPE CALENDAR

iCIT Training Services Using Outlook Calendar Outlook Calendar is designed to schedule appointments, keep track of events, and invite other people to meetings. It offers an integrated package including email, calendar, address book, directory, tasks, and more. Accessing Your Calendar Through Outlook To access your calendar, you first must open Outlook 2007 and sign in with your Net-ID and password. Open your calendar in one of three ways: 1. Select Calendar from the folder list or navigation pane 2. Go to Go  Calendar 3. Press CTRL + 2 Changing Your Password The calendar uses your Net-ID and password. To change your password, you must go to https://password.uww.edu. ALL ABOUT THE SCHEDULE A schedule is a personal calendar of events. It can be displayed in four basic views: Day, Work Week, Week, and Month. The schedule not only allows you to see the entries, but also to add new entries and to edit and delete existing entries. The ―Work Week‖ agenda is shown below. Revised 10/06/2007 Page 1 of 18 iCIT Training Services Use the Date Navigator (small calendar on left) to move between days, weeks, months, and years. Click on the month, and hold, to select one of the past or next three months. Any date that is bold contains a meeting or appointment. Click the ―Today‖ icon in the tool bar to return to today’s date. Viewing and Reminder Options “Outlook Today” View Outlook Today allows you to see all activities with a quick glance. Click on Mail in the Navigation Pane. Then click on your name under ―All Mail Folders‖ view. To customize your Outlook Today View: 1. Click the ―Customize Outlook Today‖ link 2. To make Outlook Today your default startup screen, click the checkbox in Startup 3. The Messages ―choose folder‖ box allows you to select and deselect the mailbox folders that you would like to see listed. Clicking on the folder brings you to that folder in your mailbox. 4. Tasks and Styles are selfexplanatory If you do not wish to make Outlook Today a default at startup, you may click your name (under ―All Mail Folders‖ to bring up Outlook Today at any time. Time Increment Views You may change the time increment views to 5, 6, 10, 15, 30, or 60 minute by one of the two following methods: 1. Right click in the appointment area, and select Other Settings. Click the drop down menu next to Time Scale and select the desired option. (note the other setting options for fonts and displays) 2. Right click on the Time Bar and select the desired option. View Multiple Dates at Once You may view more than one day of appointments at a time, if desired. On the Date Navigator, click the first date and drag your mouse to the desired end date. Additional Viewing and Scheduling Options   On the menu bar, go to Tools Select Options Page 2 of 18 Revised 10/06/2007 iCIT Training Services   Select the Preferences Tab (NOTE: The default reminder time is located here under the calendar label) Select Calendar Options Note the options that are available for the work week display, regular working hours, etc. NOTE: Free busy Information is set by policy. Those that wish to actively use calendar should have settings of 24 months and every 5 minutes. Those that do not wish to actively use their calendar should have settings of 0 months and 15 minutes. If these settings are incorrect, please contact the Helpdesk and we will assist you. Open your Calendar in a New Window If you would prefer to have your Calendar and Email in two separate windows to allow you to manage both independently, simply right click on the Calendar button in the Navigation pane, and select the Open in New Window option. Table View Table views are a way to list all of your appointments, events, and meetings in a table format. The list has sorting capabilities by clicking on the field name to be sorted (once for ascending order, twice for descending order). It is an easy way to get rid of duplicate entries, if needed. From the Calendar button in the Navigation Pane, simply select the desired view under ―Current View‖ (listed above the Navigation Pane). NOTE: If you do not see ―Current Views‖, from the menu bar, go to View > Navigation Pane > check both “Normal” and “Current View Pane” Default Reminders Reminders can be set to automatically – To do so:      On the menu bar, go to Tools Select Options Select the Preferences Tab Under Calendar, check or uncheck the ―Default Reminder box – if checked, select the desired number of minutes notice that you wish to receive prior to the meeting. Click OK To Change Sound and Display Options     On the Tools menu Select Options. Click the Other tab, and then click Advanced Options. Click Reminder Options. Page 3 of 18 Revised 10/06/2007 iCIT Training Services    Select or clear the Display the reminder check box. If you display reminders, select or clear the Play reminder sound check box, and then, if you want, enter the path of a sound file. Click OK three times to close all of the windows Scheduling Definitions Appointment:   Meeting:      Time blocked off of your calendar for a specific purpose over a limited period of time. Shows others that you are busy An appointment to which you invite other people Shows others that you are busy Something that takes place over a long period (at least the day) but does not necessarily mean that you are unavailable during that time. (Formerly known as a ―NOTE‖) Shows others that you are available unless you manually change. Used for things such as ―Payroll Due‖, ―Joe gone today‖ or ―Voice Camp‖. Be sure to schedule an appointment for any particular activity that you need to attend if you are listing yourself as available. Event: Make an Appointment The New Appointment dialog box can be opened in several ways, these are just a few: 1. Select File  New  Appointment. 2. From the Toolbar: Select the dropdown arrow next to New and select Appointment 3. Hit the Ctrl+Shift+A 4. From Calendar in the navigation bar, click the NEW icon in the toolbar Select a time, and enter the appointment information:     Highlight the desired time slot or slots and begin typing (this is great for simple items) Enter the Subject of your event in the Subject box. Type the Location in the Location box. (the ―Label‖ dropdown box is optional) Adjust the Start Time or End Time (if necessary) by typing in the field, or selecting from the dropdown menus. Clicking the All Day Event will change the Show time as: default from ―Busy‖ to ―Free‖ and the reminder from minutes to hours or days. Use the Reminder drop down menu if you would like to schedule a reminder. Select how this meeting will appear in your schedule by selecting Free, Tentative, Busy, or Out of Office from the dropdown menu Show as: above reminder. Notes may be added to the bottom section under ―Meeting Workspace‖. Leave This is an online meeting using unchecked. (not used on campus) Assign a category (if desired) Check ―Private‖ if it is a private meeting (only needed if you have a shared calendar) To set importance to high or low, click the exclamation point or down arrow. To attach a file or agenda, The Insert tab and then click on the paper clip. Save and Close Page 4 of 18          Revised 10/06/2007 iCIT Training Services Creating a New Meeting A meeting is simply an appointment to which you add other people or resources. The New Meeting dialog box can be opened in several ways, these are just a few: 1. Select File  New  Meeting Request. 2. Select the dropdown arrow next to New and select Meeting Request 3. Right-click a time slot on your schedule and choose New Meeting Request. 4. Hit the Ctrl+Shift+Q. 5. Select Actions  New Meeting Request. OR just add people or resources under the scheduling tab when you make an appointment, making the appointment a meeting Note that you can make a meeting or appointment ―private‖ selecting the Lock in an appointment window. Adding Individuals and Resources to a Meeting From the Appointment tab: Enter the Net-ID in the To field of the other participants separated by a semi-colon (;) or click the TO button and select them from the Global Directory or your Personal Directory AND includes distribution lists in both. OR Click the Scheduling button on the Meeting tab: Enter the Net-ID into the All Attendees column (or click ―Add Others”) – they will be added to the ―to‖ line of the appointment automatically. Editing and Deleting Appointments, Events, and Meetings Once you have scheduled an appointment, event, or meeting you may need to edit or delete it. To do so:     Click on the appointment to open it Make the desired changes Save and close If others are scheduled, the following message will appear – the answer is always ―Yes‖ Revised 10/06/2007 Page 5 of 18 iCIT Training Services IMPORTANT: If you do not send the updates to the attendees, they will not know about the change. Email Messages Again, this is an integrated email and calendar system. Email messages are KEY to using the calendar. The messages not only update the calendar, but they also allow attendees and delegates to simply respond (accept, decline, etc.) from the email message itself. When a meeting is created, it is created only in the creators account; the invitation is then emailed to other attendees. The meeting is not stored in a central database, but rather, in each individual calendar. (Be careful not to accidentally move the appointment to another time slot.) This also means that each time you schedule, update, or delete an appointment to which other individuals have been invited an e-mail message needs to be sent. If you do not send a message, the attendees’ calendars will not be updated. Once Outlook is opened, the meetings that you have been invited to are recognized and added to the calendar as tentative (or as busy, if you accept at that time). Since it is not checked when Outlook is not opened, be sure to have a calendar delegate if you are gone for an extended period of time. ―Out of Office‖ responses are sent when meeting requests are received to ensure that the scheduler is informed. Important: Full mailboxes WILL affect your calendaring abilities. The invitee will not receive the invite and the scheduler will receive an automated message ―“The message could not be delivered because the recipient's mailbox is full.” More about Scheduling The Scheduling tab provides you with a visual mechanism to view the availability of several users or resources at once. While setting up a meeting, you can easily check what best suits the schedules of the invitees, as well as verify that a particular meeting room (or resource) will be available for your desired time slot. You may start with either the Appointment tab or the Schedule tab when completing the meeting information. NOTE: For easier scheduling, click the Options button to view only working hours, if possible. Combined Schedules (formerly known as ―Group View‖): The row at the top of the schedule displays the available time of the attendees and resources. Unavailable times are marked in blue. The other columns show the individual schedules of the users or resources that you have included in the group view. Outlook publishes free/busy information at the designated publishing interval (currently 5 minutes), and again when Outlook shuts down. It is set to publish appointments 24 months in the future. The Tracking Tab allows the scheduler to see who has accepted, declined, or not responded. Optional Versus Required Attendees Revised 10/06/2007 Page 6 of 18 iCIT Training Services Individuals may be may be identified as optional, required, or a resource. Choices are given when selecting individuals from the To button under Appointment, or by right clicking on the appropriate icon located to the left of the individual’s name under the Scheduling tab. Organizer Required Attendee Optional Attendee Resource To Schedule a Meeting for All Attendees in the Group View Schedule: Select the desired block of time in the Combined View row by selecting an open period or by clicking the AutoPick Next >> and << arrows that will send you to the next (or previous) available time slots. AutoPick and Options When moving through the AutoPick Next >> (or previous <<) you may choose to ensure that the time found includes: All People and Resources, All People and One Resource, Required People, or Required People and One Resource For instance, when selecting only required people, the next available time slot may be blue because an optional attendee has another appointment at that time. Additional options include Viewing Only Working Hours, Show Calendar Details, and Refresh Busy/Free (always good to do just before you schedule the group) Add Many Individuals At Once You may enter a distribution list instead of an individual contact through either the To line in appointment or from the Add Others button in Scheduling. Click the plus sign next to the distribution list name to expand the list to see all attendees. Revised 10/06/2007 Page 7 of 18 iCIT Training Services Change the List of Attendees in the Group View From the Schedule, click on an individual (or resources) and use the delete key to remove them. Simply add an invitee to the bottom of the Schedule list by typing them in (or add them in to the appointment tab). Drag and Drop Scheduling (Auto Create): Email messages that require a meeting or an appointment may be ―dragged‖ from the mailbox folder to the calendar. To do so, click on the email message and while holding down the mouse, drag the message over ―Calendar‖ in the Navigation Pane. Release the mouse. An appointment will appear with the email contents. Adjust the appointment date, time, etc. as needed. More About Resources Resources are accounts, such as rooms, that are scheduled and cannot be double-booked. When a resource is scheduled within a meeting, a script will automatically accept or deny the resource based upon availability of the resource and permissions of the scheduler. Permission groups are maintained by a resource manager who can add users to the authorized user list. If a user attempts to schedule a resource that they do not have permission to schedule, an email reply will come from the Exchange system indicating that they were not allowed to schedule the room (even though the room was available). The user would then contact the resource manager to request that the resource be reserved, or to request access to schedule the resource in the future. Resources will appear in the global address book as: RM Building Letter and Room Number – Name (RM L1216 - iCIT Training) When scheduling a resource, it is good practice to denote the resource as a ―Resource (Room or Equipment)‖ in the scheduling tab. This allows attendees to easily differentiate between attendees and resources. It also allows for more advance scheduling options. To do so, click the arrow next to the attendee icon and select the ―Resource (Room or Equipment)‖ option. Managing Groups     Click on Calendar in the Navigation pane Select ―Actions‖ from the Menu bar Select ―View Group Schedules And do one of the following: To Add a Group:    Click the ―New‖ button Type in the name of the group (i.e. Helpdesk Staff) Add the names of the individuals and/or resources OR click the ―add others‖ box to select individuals or distribution lists from your personal address book or your global address book Page 8 of 18 Revised 10/06/2007 iCIT Training Services  Save and close To Schedule a Group:          Click the ―open‖ button Select the name of the Group (i.e. Helpdesk Staff) Look at the combined schedules and select a time by clicking in the time slot. (Click the ―Options” button to view only working hours, if desired) Click the ―Make a Meeting‖ button Select ―New Meeting‖, ―New Meeting with All‖, etc The meeting window will pop up Enter the needed information – you may also modify the attendees from this list as well. Note: modifying the attendees from the Group window will modify the group if you ―save and close‖. Send the message Close your group – do not select ―save and close‖ if you do not want to save any modifications to the group. To Delete a Group:   Select the desired group Click the ―delete‖ button Reoccurring Entries The Reoccurrence button allows the user to repeat this entry on a certain date for multiple instances of a meeting. Enter the appropriate information. Note that ―no end date‖ is checked by default – you must select a number of occurrences or an end date for the entries to reoccur. A reoccurrence line will be inserted in the appointment above the Reminder checkbox for your review. Click the Reoccurrence button again to change the dates, if they are listed incorrectly. To Edit the Reoccurring meeting, click on the meeting and select this occurrence or all occurrences and then edit as you would any other meeting You may also right click in an appointment slot and select ―New Reoccurring Appointment‖ (or Event or Meeting) Revised 10/06/2007 Page 9 of 18 iCIT Training Services Categorizing an Appointment You may label your meetings by right clicking on the meeting and selecting the appropriate Category. You may also edit the categories to reflect your personal needs by selecting the All Categories… option and then customizing the particular colors. Adding Holidays You may add holidays to your calendar by going to: 1. Tools | Options | Calendar Options | Add Holidays. 2. Select the location of the holidays that you wish to add. 3. Click ―OK‖ for each of the screens. Sharing Your Calendar and Assigning Delegates Sharing your calendar is a common practice in areas that work together in scheduling. Anyone can schedule a meeting, but no individual can see the calendar entries unless you grant them permission. When sharing a calendar, the owner of the calendar defines who can access their calendar and what it is that they can do once they access it. Outlook allows users to Share their calendars with others by giving them permissions to view items, create, delete, etc – depending upon the permission level granted. (Click on each permission to see which rights are included.) Entering information directly into a shared calendar updates the free/busy scheduling information immediately. Delegating is a step beyond just sharing. When an individual is permitted to be a ―Delegate‖, both the individual and the delegate will receive the emailed invitations and both have the ability to accept or decline the invitations. This is commonly used when an individual is away from the office for an extended amount of time or when someone else is primarily in charge of their calendar. Delegates receive copies of meeting invitations and can accept/decline on behalf of the invited individual. Once a delegate reads a message, it will appear on the invited user’s calendar as a tentative meeting (or accepted, if accepted, etc.) and the Free/Busy scheduling information will be updated as well. To share your calendar with someone else:  In ―folder list‖ view, right click on the calendar and select properties 1. Click the ―Permissions‖ tab 2. Click Add 3. Select the appropriate user 4. Select their name in the permissions list and select the permission level you wish to grant. Each permission level changes the checkboxes as appropriate. For instance, a ―Publishing Editor‖ allows a user to see all items, edit all items, and create new items, but cannot change folder permissions as they are not the folder owner. To remove access, at step 4, select the user and click the ―Remove‖ button  Click on ―Calendar‖ in the Navigation Pane and then click the ―Share my Calendar‖ link (Note: Share My Calendar does not appear if you have the Navigation Pane turned off or covered by the main Calendar window, you won't see it. Type in the person’s name that you would like to view your calendar. You can also select the checkbox to request viewing of their calendar. (Note: This will only give the person option to view your calendar, not to change it) Revised 10/06/2007 Page 10 of 18 iCIT Training Services To open a calendar that someone has shared with you: 1. Click on the Calendar in the Navigation Window 2. Click Open a Shared Calendar 3. Type in the desired username (who has already assigned permissions) 4. The calendar will then appear under ―People’s Calendars‖ in the list of calendars (Note: An error that it ―is unable to display‖ indicates that permissions have not yet been granted) 5. Use checkboxes to indicate which calendar or calendars you wish to view at any given point. Note: Outlook does not limit sharing to just calendar, you may share task lists, contacts, and email – each having their own permissions. These permissions are setup in a similar manner to calendar, and are maintained by the owner, not iCIT. (Sharing an inbox in an email account is much better than sharing a Net-ID password as it is limited in scope and it is not against policy) TIP: If you share many calendars and wish to make a direct entry into all of the calendars, open each calendar, right click in the meeting time block. Select ―new meeting request with‖, select ―all‖. To Assign a Delegate The levels of permission that a delegate can be granted are as follows: Author create. As a delegate, you can read and create items, and modify and delete items ―you‖ Editor As a delegate, you can do everything an Author can do, plus modify and delete the items the owner created. Reviewer As a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox. If a delegate needs permission to work with meeting requests and responses only, the manager can select the user on the Delegates tab, then select the Delegate receives copies of meeting-related messages sent to me check box. The manager does not need to grant permission to their Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder. To assign delegate rights: 1. Click ―Tools‖ on the Menu Bar 2. Select ―Options‖ 3. Select the ―Delegates‖ tab 4. Click the ―Add‖ button 5. Select the name of the delegate’s account from the Global Address book. 6. When the ―Delegate Permissions:‖ screen appears, select the appropriate permissions. Note that Calendar must be at ―Editor‖ level for a delegate to receive the invite messages.  Tasks, Inbox, Contacts, etc. can be turned off or on as desired Page 11 of 18 Revised 10/06/2007 iCIT Training Services   Check if you wish that a message be sent to the delegate notifying them of their rights. Check if you wish the delegates to see ―private‖ items as well. 7. Click ―OK‖ 8. Click ―Apply‖ and then ―OK‖ at the Options screen. NOTE: A delegate should take an action on a meeting invitation before deleting it from their inbox. Failure to take some kind of action on the message will cause the invited user's free/busy information to be removed. If a meeting invitation has been acted upon by either the invited user or a delegate, the person acting on it second will be alerted that the meeting has already been accepted or declined. Revised 10/06/2007 Page 12 of 18 iCIT Training Services Printing There are multiple ways for you to print out your schedule. The layouts for the different types of pages can be designed to include only the information you want to print. The fonts and margins can also be adjusted to suit your needs. The Print dialog box lets you choose a print layout, the range of dates to print, and which types of Agenda pages you want printed. You can open it in three ways: 1. From the File menu, choose Print 2. Press Control + P 3. Click the Print button on the Toolbar. The Agenda that you have selected will print. For example, if you have your own Agenda and the Agendas of other users opened at the same time, the Agenda that is active will be printed. 1. Select the Print Style you wish to use (Note: You may define your own styles and setups) 2. Choose the range of dates you want to print. Use the drop-down button to select. Check the ―Hide details of private appointments‖, if desired. 3. Choose the number of copies desired. 4. Click Preview to view your print-out before printing. 5. Click the ―Print to file‖ button if you prefer a file rather than a paper printout. 6. Click OK to print your Agenda. Publishing Free/Busy Information in Group View All UWW staff have calendar accounts, and all can be scheduled for meetings. However, to ensure that information is accurate for those that schedule others on a regular basis, we have opted NOT to publish free/busy times automatically. (Reminder: Only the times that you are available or unavailable are published; ―What‖ you are doing is not.) Those with ―no information‖ (\\\\\\\\) listed under the Scheduling tab are not actively using their calendars. If your information is not being published, but you would like others to see your availability, please contact the Helpdesk either via email (helpdesk@uww.edu) or by phone at 472-4357. Revised 10/06/2007 Page 13 of 18 iCIT Training Services Users That Do Not Wish To Be Scheduled As stated before, all UWW staff have calendar accounts and may be scheduled. If you prefer that people do not schedule you, you may wish to set a rule in Outlook to send a message to the person that has invited you to their meeting. To do so: 1. In the Navigation Pane click Mail. 2. From the menu bar, go to ―Tools‖ 3. Select ―Rules and Alerts‖ 4. Under E-Mail Rules, click ―New Rule‖ 5. Under the Start from a blank rule section, click the ―Check messages when they arrive‖ button then click ―Next >‖ 6. Scroll down to the bottom of the check list, and check the ―which is a meeting invitation or update‖ (located second to the bottom) 7. Configure the following settings (See ―Rule Wizard‖ Figure to the right):    Check ―Delete it‖ (optional) Check ―Have Server Reply…‖ Click on the ―a specific message‖ link 8. An email message will appear. 9. Fill in the text that you would like sent into the body of the message. 10. Click ―Save and Close‖ 11. NOTE: The specific message line will change to ―[no subject]‖ 12. Click Next 13. Title the rule (make sure ―turn on this rule‖ is checked) 14. Finish Web Calendar Client (for Remote Access) The web calendar client can be accessed at https://post.uww.edu by clicking on the calendar menu item. It can also be accessed directly at https://post.uww.edu/exchange/your-net-ID/Calendar NOTE: Instead of publishing every five minutes, Outlook Web Access and Outlook Mobile Access publish free/busy data when a user saves a new appointment, deletes an appointment, or saves changes to an appointment's start time or end time. Calendar Term Conversion Chart Outlook Calendar Corporate Time Calendar All Day Event ......................................................................................................................... Note Appointment or Meeting Request ..................................................................................... Meeting Delegate .................................................................................................................................. N/A Distribution Lists .................................................................................................. Manage Groups Group Schedules ................................................................................................. Manage Groups Resource ....................................................................................................................... Resource Scheduling - Free/Busy .............................................................................................. Group View Revised 10/06/2007 Page 14 of 18 iCIT Training Services Shared Calendar.............................................................. Designate (depending on permissions) Tasks ................................................................................................................................... Tasks Revised 10/06/2007 Page 15 of 18 iCIT Training Services Students Needing Calendar Currently, students do not have access to view their calendars; however, for UWW employment purposes, students may have accounts on request. Most accounts are setup as departmental accounts, but in some cases, the student may need access to their individual account. The differences are as follows: Students that Schedule Others Students that only need to schedule other employees in their area should use a departmental account that may, if desired, be linked directly to a departmental email account in the office. (This would allow them to schedule individuals as well as manage the email.) Once a student leaves, the departmental account password can be reset at https://password.uww.edu so that the student no longer has access rights. The major advantage of this method is to staff. A staff member simply shares their account with the one account (or gives it delegate rights) and has no need to update it when someone leaves. Original Setup For a new generic account, the supervisor contact’s the Helpdesk with the following information: a. The name of the Student Group or Departmental Email Account that you wish the students to be logging in as. b. The Novell login name for each of the computers that the student (or students) will be logging into. c. A contact person for the ticket to setup Outlook on the computer or computers above as those that have permissions need to use Outlook 2007 – desktop version. Once the account is created, each office employee who will need to be scheduled will need to set permissions for the departmental account. (As stated earlier in this handout) When a student employee leaves, simply change the password at https://password.uww.edu Students that Need to Be Scheduled on an Individual Basis Calendars may be viewed by students that must maintain a calendar for employment purposes so that they may be scheduled on an individual basis. The supervisor simply contact’s the Helpdesk with the name of the student that is starting or leaving. Once the Helpdesk has granted access, students may access their calendars through https://post.uww.edu and may make appointments and meetings with other calendar users. Students that Need to Be Scheduled and Need to Access Shared Calendars When you need to combine the ability to schedule students individually and the need to have them schedule with delegate or shared permissions, the process becomes more complicated. The real disadvantage to this method is the maintenance of permissions on each office employee’s calendar for every incoming and outgoing student. The process is as follows: Setup for each student: The supervisor contact’s the Helpdesk with the following information each time a student is hired: a. The name of the student. b. The Novell login name for each of the computers that the student (or students) will be logging into. Revised 10/06/2007 Page 16 of 18 iCIT Training Services A contact person for the ticket to setup Outlook on the computer or computers above as those that have permissions need to use Outlook 2003 – desktop version. Once the account is available, each office employee who shares their calendar will need to set permissions (as stated earlier in this handout) for that student. They will need to add and remove permissions for each new/former student employee. The supervisor must also contact the Helpdesk when a student employee leaves so that they may remove the access. c. Calendar Etiquette Tips for both the creator and the recipient 1. Do not schedule same day meeting and expect people to attend. Call ahead to make sure it works. Many people print out their schedules in the morning and plan their day accordingly. 2. When using someone else’s office or conference room (resource), check to make sure that it is OK prior to scheduling the meeting if it is not a resource that you can schedule. 3. When scheduling a meeting, make sure that the purpose of the meeting is clear. This is especially helpful if someone cannot attend as they can determine if someone else should attend, and if so, who. 4. If you are a key player in the meeting that is scheduled, and you cannot attend – do more than just decline the meeting. Send them a message as well, including a time which might be better or that you are sending someone in your place. 5. If you intend to make your calendar available to others for group scheduling, do not routinely block out a large percentage of your time. It then becomes impractical for others to use Best Practices for Exchange Calendar Users (courtesy of University of Iowa) 1. Always Respond to Meeting Requests in the Inbox - We recommend that you always accept or decline a meeting request from the Inbox. If you accept or decline a meeting by using the meeting item in the Calendar in Outlook, the meeting request remains in the Inbox. It is important that you do not delete a meeting request from the Inbox until you are sure that the meeting has been processed. The following text appears in the InfoBar of the meeting request when the meeting request has been processed: Accepted by username on date, time 2. Don't move meeting requests - Don’t move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar. Soon after a meeting request arrives in your Inbox, a piece of Outlook code — nicknamed the "sniffer" — automatically adds the meeting to your calendar and marks it as tentative. This is a fail-safe to keep you from missing the meeting in case you don't see the request in your Inbox. However, the sniffer doesn't reply to the meeting organizer. You still need to do that by accepting, accepting as tentative, or declining the request. If you or a rule that you create moves an incoming meeting request from your Inbox before the sniffer can process the request, the meeting never appears in your calendar, and you might miss the meeting. 3. If you change a meeting that you organize, ALWAYS Send Update to EVERYONE - When you change a meeting that you organize, you must click Send Update to make sure that the changes are sent to everyone that you invited to the meeting. For example, you modify the date or the time of a meeting. If you do not send an update, invitees will not be informed of the new meeting time. Even if you add a new person to the meeting, always send the update to EVERYONE. If you only send the update to the person you just added, the other invitees will not be informed. Revised 10/06/2007 Page 17 of 18 iCIT Training Services 4. If you cancel or delete a meeting, ALWAYS Send Update to EVERYONE - If you cancel or delete a meeting, but you do not send the update, the meeting is only removed from your calendar. If you are the organizer, no one is notified that you are canceling the meeting. If you are an attendee, no one is notified that you are not attending. 5. When multiple users receive meeting requests for a mailbox owner - Make sure that only one user for each mailbox receives and processes meeting requests. This means that you assign a maximum of one delegate with Editor Permissions. The mailbox owner and delegate must decide who will be processing all the meeting requests. 6. Schedule end dates on recurring meetings - Microsoft recommends that you add a definite end date when you schedule a recurring meeting. When you add a definite end date, you may prevent issues that may occur if you have to update the meeting several times. If you schedule an end date on meetings, you can create a new meeting if you realize that the meeting has to be frequently modified. 7. Limit the number of delegates who have access to your Calendar - If more than one user must have access to your mailbox, carefully consider whether these users have to be delegates. You may want to give the user Review permissions to your folder instead. 8. If you are not the organizer, don't modify your calendar item - We recommend that you do not put personal notes in the body of a meeting item in the calendar. If you are an attendee of this meeting, your notes will be lost if a meeting update is received. If you are the organizer, your personal notes will be sent to everyone on the attendee list. 9. If you receive a meeting cancellation, click Remove from Calendar to remove the meeting from your calendar - Deleting the cancellation from your Inbox won't remove the meeting from your calendar when using the Outlook Web Access and Entourage clients. One Final Thought Outlook is an integrated system: It requires only one password, one style of learning, and has one place to find all of its components. However, if one section fails, such as your mailbox becomes full, it will affect the entire system. Please contact the Helpdesk at 472-4357 if you have any Outlook problems. Revised 10/06/2007 Page 18 of 18