Mirapoint ConnectR 5.x and Microsoft Outlook 2010 User s Guide

Transcription

1 Mirapint CnnectR 5.x and Micrsft Outlk 2010 User s Guide SYSTEM REQUIREMENTS 2 Ensuring That Yu Have the Latest Windws Updates 2 INSTALLING THE CONNECTR ADD-IN 2 CONFIGURING CONNECTR 3 Displaying the CnnectR Tab 3 Setting Up Yur Persnal Accunt 3 Setting Up Users t Synchrnize 4 CONFIGURING ACCESS PRIVILEGES 5 Granting Others Access t Yur Calendar 5 Denying Peple Access t Yur Calendar 5 VIEWING CALENDARS 6 Viewing Yur Calendar 6 Using the Date Navigatr 6 Viewing Anther Persn s Calendar 6 SCHEDULING, MODIFYING AND CANCELING ACTIVITIES 8 Scheduling a Meeting 8 Scheduling a Recurring Meeting 9 Scheduling an All-Day Event 9 Changing an Appintment, Event r Meeting 10 Canceling a Meeting r All-Day Event 12 Making an Appintment r Meeting Private 12 REPLYING TO MEETING REQUESTS 12 MANAGING YOUR TASKS 13 Creating a New Task 13 Assigning a Task t Smene Else 13 Respnding t a Task Assigned t Yu 14 Delegating a Task Assigned t Yu 14 Sending Status Reprts Abut a Task Assigned t Yu 14 Marking a Task Cmplete 14 Viewing Anther Persn s Tasks 14 MANAGING YOUR CONTACTS 15 Creating a Cntact Manually 15 Creating a Cntact Based n a Received Message 15 Creating a Cntact Based n Yur Cmpany s Address List 15 Viewing Yur Cntact List 16 Searching fr a Cntact 16 Deleting a Cntact 16 MANAGING CALENDARS AS A DELEGATE 16 Viewing Anther Persn s Calendar 16 Scheduling a Meeting n Behalf f Smene Else 18 Scheduling a Recurring Meeting n Behalf f Smene Else 19 Scheduling an All-Day Event n Behalf f Smene Else 20 Changing an Appintment, Event r Meeting n Behalf f Smene Else 21 Canceling a Meeting r All-Day Event n Behalf f Smene Else 23 Replying t a Meeting Request n Behalf f Smene Else 23 SYNCHRONIZING YOUR DATA 24 Reprting Prblems 24 Synchrnizing Manually 25 What Data is Synchrnized? 25 Updating the CnnectR Add-in 25 Synchrnizing Yur Calendar Frm Scratch 25 BEST PRACTICES 26 GLOSSARY 26 APPENDIX A RE-ENABLING THE FIND PEOPLE FEATURE 27 APPENDIX B FREQUENTLY ASKED QUESTIONS 28 INDEX 29 This manual supprts Mirapint CnnectR 5.x release and later until replaced by a newer editin. Yur wrk envirnment features Mirapint mail and calendar servers, the Micrsft Outlk desktp client (rather than the Mirapint WebMail/WebCal Crprate Editin client), and the Outlk CnnectR add-in which synchrnizes calendar events, calendar attachments, address bk entries, and t-d items between the calendar server and yur Outlk client. Because f the inherent differences in the way Outlk and Mirapint Crprate Editin perate, yu have t accmplish sme tasks a bit differently than yu wuld in a Micrsft Outlk and Exchange Server envirnment. This guide prvides step-by-step prcedures fr perfrming basic calendaring tasks using Outlk in cnjunctin with Mirapint servers, as well as instructins fr installing and cnfiguring the CnnectR add-in. This guide dcuments prcedures specifically fr the fllwing envirnment: Micrsft Outlk 2010 CnnectR 5.x Mirapint appliance running Messaging Operating System 4.2.x r higher Cntact yur system administratr if yu are unsure abut the Message Operating System cnfigured with yur accunt as well any ther sftware versins referenced in this guide. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 1 f 29

2 SYSTEM REQUIREMENTS CnnectR requires the fllwing: A PC running ne f the fllwing Micrsft Windws perating systems: Windws 7 (32-bit and 64-bit) Windws Vista (32-bit and 64-bit) Windws XP (32-bit and 64-bit) Yur PC has ne f the fllwing versins f Micrsft Outlk installed: Outlk 2010 (32-bit and 64-bit) Outlk 2007 (32-bit and 64-bit) Yu have administratr privileges n yur PC. Yu have netwrk access t yur calendar server. Yu have an active WebMail/WebCal Crprate Editin accunt. What Yu Need t Knw If yu install CnnectR 5.x n a cmputer running the Micrsft Windws 7 r Vista perating system, yu might encunter the fllwing dialg bxes. The infrmatin belw instructs yu n what t d if these particular dialg bxes display: Yu might encunter a dialg bx infrming yu that an unidentified prgram wants t access yur cmputer: Imprtant: Fr CnnectR t perate, Outlk must nt be cnfigured with a Micrsft Exchange server. Nte: Please cntact yur system administratr if yu are uncertain abut any f these requirements. Ensuring That Yu Have the Latest Windws Updates In additin t ensuring that yu have the crrect perating system and versin f Outlk t run Outlk CnnectR, yu must ensure that yu have the latest Windws installed n yur PC. Amng ther things, having the latest updates will prevent XML cmpatibility issues frm ccurring. T get the latest updates, d the fllwing: 1. Launch Internet Explrer. 2. Click Tls > Windws Update. Yu will be directed t the Micrsft site fr Windws updates. 3. Fllw the nscreen instructins fr installing available updates. INSTALLING THE CONNECTR ADD-IN 1. Launch Crprate Editin by ding the fllwing: a. In yur brwser, enter the fllwing: Nte: hstname is the name f the Crprate Editin server. b. Press Enter. The Crprate Editin lgin page displays. c. In the User field, enter the user name fr yur WebMail/WebCal Crprate Editin accunt. d. Enter yur accunt Passwrd. e. Click. 2. Click Optins. 3. In the Optins windw, click Dwnlads and then CnnectR fr Outlk. The CnnectR fr Outlk page displays. T ensure the successful installatin f CnnectR 5.x, click the Allw ptin. Yu might encunter a dialg bx infrming yu that this prgram might nt have installed crrectly: T ensure the successful installatin f CnnectR 5.x, click the This prgram installed crrectly ptin. Nte: If the CnnectR link is nt available, see yur system administratr. 4. Click the CnnectR installer (CnnectR.msi) link and save the CnnectR.msi t yur desktp r anther directry. 5. Make sure that Micrsft Outlk is nt running. 6. Duble-click the CnnectR.msi file that yu saved in Step 4. If an lder versin f Outlk CnnectR is already installed, the installer will remve it. 7. Fllw the instructins in the CnnectR - InstallShield Wizard screens t cmplete the installatin. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 2 f 29

3 CONFIGURING CONNECTR After installing CnnectR, yu need t cnfigure yur persnal accunt. Optinally, yu can set up CnnectR t synchrnize anther user s calendar and tasks, enabling yu t view that user s mst up-t-date infrmatin. Nte: The ther user must set access permissins n the calendar server that allw yu t read and mdify his/her calendar items. The CnnectR tab within the Optins dialg bx displays. CnnectR cnfiguratin is accmplished via the CnnectR tab within the Outlk Optins dialg bx. Displaying the CnnectR Tab T display the CnnectR tab, d the fllwing: 1. Launch Micrsft Outlk. 2. Click File > Optins. 5. (Optinal) Cntinue with the fllwing prcedure Setting Up Yur Persnal Accunt r click OK t dismiss the dialg bx. 3. In the Outlk Optins dialg bx, click Add-Ins. Setting Up Yur Persnal Accunt 1. On the CnnectR tab, click. The Persnal Accunt CnnectR dialg bx displays. 4. Click Add-in Optins. 2. In the Persnal Accunt sectin, cmplete the fllwing fields: User Name Enter yur user name n the calendar server. Passwrd Enter yur calendar server passwrd. Server Enter the fully qualified hst name f yur calendar server. Fr example, calendar.acme.cm. Nte: Keep the Remember Passwrd ptin enabled, which is selected by default. 3. Optinally, click the Use Secure Cnnectin ptin. 4. Click. The CnnectR installer checks t make sure the persnal accunt infrmatin yu entered is valid. 5. In the Cnfirm CnnectR dialg bx, click OK. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 3 f 29

4 Imprtant: If yu ever change the Persnal Accunt passwrd s that it n lnger matches the passwrd fr yur calendar server accunt, yu will encunter the Enter User Name and Passwrd - CnnectR dialg bx when yu attempt t synchrnize. T cntinue with the synchrnizatin, yu'll have t enter the passwrd fr yur calendar server accunt in this dialg bx, and then click OK. 6. When yu are finished entering yur persnal accunt infrmatin, click. Setting Up Users t Synchrnize What Yu Need t Knw T synchrnize calendar data with anther user, that user must first grant yu access permissins n the calendar server that allw yu t read and mdify events. See the Cnfiguring Access Privileges sectin fr the prcedures that the ther user must cmplete. 1. If necessary, display the CnnectR tab. (See Displaying the CnnectR Tab). 2. On the CnnectR tab, click. The User Settings CnnectR dialg bx displays. 8. If apprpriate, clse the Optins dialg bx by clicking. 3. In the User Name field, enter the name f anther user wh als has an accunt n yur calendar server. 4. If the Enter User Name and Passwrd dialg bx displays, enter yur User Name and Passwrd, and then click OK. 5. Ensure that the user name is valid by clicking. 6. In the Cnfirm CnnectR dialg bx, click OK. 7. Click in the User Settings CnnectR dialg bx. The shared user displays displayed in the Users t Synchrnize list n the CnnectR tab. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 4 f 29

5 CONFIGURING ACCESS PRIVILEGES at tp r the First/Prev/Next/Last links at tp right. Once yu ve installed and cnfigured CnnectR, yu can start using it t synchrnize yur calendar events, calendar attachments, address bk entries, and t-d items between the calendar server and yur Outlk client. The fllwing pages prvide step-by-step instructins fr cmpleting basic calendaring tasks in Micrsft Outlk with CnnectR installed. Access cntrl permissins allw yu t limit, r allw, users n yur system t act n yur calendar. If yu are ging delegate management f yur calendar t anther user, yu need t grant that user the prper access permissins. Imprtant: Yu must use Crprate Editin t cnfigure access privileges. Granting Others Access t Yur Calendar 1. Launch Crprate Editin by ding the fllwing: a. In yur brwser, enter the fllwing: Nte: hstname is the name f the Crprate Editin server. b. Press Enter. The Crprate Editin lgin page displays. c. In the User field, enter the user name fr yur WebMail/WebCal Crprate Editin accunt. d. Enter yur accunt Passwrd. e. Click. 2. Click the Optins link. 3. In the left pane, click Calendar > Sharing Cntrls. 4. Yu can set access permissins fr Anyne and/r specific users. Anyne is a default user name that specifies permissins fr all users. Fr example, if yu grant Anyne permissin t mdify yur calendar events, then all users will be able t d s. But by specifying access permissins fr individual users, yu can cntrl exactly wh has access t yur calendar and want they can d. Cmplete the fllwing steps t identify specific users: a. Click the User link. b. In the Find Users ppup windw, specify the address bk fr yur search by clicking the Surce drp-dwn list. The address bks available depend n yur particular envirnment. e. Click the checkbx next t the persn s name and then click the Add t Selected icn. f. (Optinal) If yu want t specify mre than ne user, repeat Step e as necessary. g. Click OK. The Find Users ppup windw clses and the names display in the User list n the Sharing Cntrls page. 5. Fr Anyne and/r the user name(s) yu specified in Step 4, select a checkbx t add the permissins that apply; deselect a checkbx t remve it: Delegate: Allws smene t manage yur calendar n yur behalf. A delegate will receive cpies f yur meeting invitatins and related messages (including meeting respnse s). If yu plan t delegate cntrl f yur calendar t anther persn, yu need t select this ptin. Write: Determines wh can mdify r delete yur event data; deselected by default. If yu select this ptin, ther users can mdify yur calendar using the Shared Calendars page. Read: Determines wh can read yur event data; deselected by default. If yu select this ptin, ther users can view yur calendar using the Shared Calendars page. At minimum, yu must grant this permissin s that thers can share yur calendar. Free/Busy: Determines wh can access yur schedule data; selected by default. This allws the system t use yur data when the Check Cnflicts ptin n the Add/Edit Event page is clicked, r yu are selected n the Schedules page. Private: Determines wh can view private events n yur calendar. If yu d nt grant this permissin, a private event will display as Private Appintment t ther users. c. Enter a full r partial name in the Name text bx. Or if yu want yur search results t list all the users in the surce database yu specified (in Step b), leave the text bx blank. d. Click. Result: A list f names that match yur search criteria display in the windw. If necessary, navigate thrugh yur results with the Alphabet links 6. Once yu've set the permissins, click Apply. 7. Click Clse t dismiss the Optins windw. Denying Peple Access t Yur Calendar 1. Launch Crprate Editin. (If necessary see Step 1 in the previus prcedure, Granting Others Access t Yur Calendar.) 2. Click the Optins link. 3. In the left pane, click Calendar > Sharing Cntrls. 4. Click the Delete icn fr a specific user n yur access cntrl list. Or Edit the permissins fr a specific user. 5. (Optinal) Edit the permissins fr the Anyne user. 6. Click Clse t dismiss the Optins windw. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 5 f 29

6 VIEWING CALENDARS Once yu launch Micrsft Outlk, yu access the Calendar by clicking the Calendar tab r icn in the left pane. Viewing Anther Persn s Calendar What Yu Need t Knw T view anther persn s calendar, that persn must first grant yu access permissins n the calendar server that allw yu t read and mdify events. See Granting Others Access t Yur Calendar. 1. Launch Micrsft Outlk. 2. Click File > Optins. Depending n hw yur main Outlk view is cnfigured, nly the Mail, Calendar, Cntacts, and Tasks icns might be visible. Viewing Yur Calendar 1. In the left pane, click. 2. Click the Hme tab. 3. Select a viewing ptin: 3. In the Outlk Optins dialg bx, click Add-Ins. Tday Current day. Next 7 Days Tday + next fllwing 6 days. Day One day. Wrk Week 5-day week (which is cmmnly Mnday thrugh Friday, but it is cnfigurable). Week All 7 days f the current week (start day is cnfigurable). Mnth Current mnth. Schedule View Vertical rientatin f the last view selected (all views except Mnth). What Yu Need t Knw Subscribed-t events set up in Crprate Editin d nt display in Outlk. Slutin: Use Outlk t set up all events. Using the Date Navigatr The Date Navigatr is available in the left pane. A bx signifies the current date; dates with meetings/appintments appear in bldface. 4. Click Add-in Optins. Yu can jump t a new date by clicking the date. Navigate t a different mnth r year by clicking the Back and Frward icns as necessary. The CnnectR tab within the Add-in Optins dialg bx displays. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 6 f 29

7 12. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. 5. On the CnnectR tab, click. The User Settings CnnectR dialg bx displays. 6. In the User Name field, enter the name f anther user wh als has an accunt n yur calendar server. 7. If the Enter User Name and Passwrd dialg bx displays, enter yur User Name and Passwrd, and then click OK. 8. Ensure that the user name is valid by clicking. 9. In the Cnfirm CnnectR dialg bx, click OK. 10. Click in the Add-in Optins CnnectR dialg bx. The shared user displays in the Users t Synchrnize list n the CnnectR tab. Nte: If the persn whse calendar yu are viewing has any private events scheduled and she has nt granted yu permissin t view details abut her private events, thse events will be labeled Private Appintment. Other than the time slt and date, n ther details abut the private event will be viewable. (Fr additinal details abut private events, see Abut Private Events belw.) Abut Private Events A private event will display as "Private Appintment" t users viewing and/r managing yur calendar (as in the case f delegates). Additinally, the apprpriate time slt and day will be viewable; but, all ther details abut the event will be hidden frm thers. The way private events behave in the Mirapint-Outlk envirnment differs slightly than in the Micrsft Exchange-Outlk envirnment. With Exchange, yu as a delegate are prevented frm mving r mdifying the time f a private event n a grantr s calendar. Fr example, if yu tried t drag the private event t a different time slt, Outlk wuld prevent yu frm selecting and mving the event. In the Mirapint-Outlk envirnment, yu can visually drag a private event t a different time slt r drag an event brder t mdify the time; hwever, the changes will nt be saved. After making the mdificatin and clicking anywhere within the calendar, the fllwing dialg bx will appear: Click N in the dialg bx. (If yu click Yes, a cpy f the private event will be saved lcally and appear in yur calendar. Yu will be able t mdify this cpy; but, any changes yu make will nt be saved t the calendar server. T prevent pssible cnfusin, click N in this dialg bx.) Regardless f whether yu click N r Yes, the mdificatins yu attempted t make t the grantr s private event will nt be saved. Only the grantr can mdify r delete his/her private events. T visually restre the private event t its riginal state, refresh the Outlk display (which yu can d by clicking the Mail tab and then clicking the Calendar tab again). Nte: Micrsft Outlk des nt allw yu t edit a recurring private event s that an ccurrence f the event series is nt private. 11. Click OK. What Yu Need t Knw Subscribed-t events set up in Crprate Editin d nt display in Outlk. Slutin: Use Outlk t set up all events. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 7 f 29

8 SCHEDULING, MODIFYING AND CANCELING ACTIVITIES The types f activities yu cmmnly schedule in Calendar are: Appintments - Activities that yu schedule in yur calendar that d nt invlve inviting ther peple r reserving resurces Meetings Appintments t which yu invite peple r fr which yu reserve resurces. Events - Activities that lasts 24 hurs r lnger. What Yu Need t Knw Yu cannt use Crprate Editin distributin lists set up by yur system administratr when scheduling meetings in Outlk. As a wrkarund, yu culd use Crprate Editin and the administratr-set up distributin lists t schedule the meeting, and then use Outlk frm that pint n. Free/busy infrmatin is nt available fr external attendees wh are nt part f yur Mirapint /calendaring system. Attendee addresses d nt display n the Scheduling tab within Outlk s Meeting windw when yu first set up a meeting. Optinal attendees (i.e., thse attendees wh yu deem as Optinal rather than required) will be regarded as external attendees by the system. Fr external attendees, events t which they are invited will nt be scheduled in their calendars, even if they re valid users within yur netwrk. Scheduling a Meeting 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In yur calendar, duble-click the time slt when yu want yur meeting t begin. 5. If necessary, use the Meeting start time and Meeting end time drp-dwn lists t fine-tune the meeting time. 6. Click (Scheduling icn). 7. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. 8. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. 9. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. 4. In the Appintment windw, enter yur meeting details (such as Subject and cmments). Trubleshting: Checking fr User Names and Free-Busy Infrmatin Here are sme things yu can d if Outlk desn t prvide valid user and resurce names n the Scheduling tab and fails t display free-busy infrmatin. Try the Outlk keybard shrtcut Cntrl-K t frce a name lkup and redisplay f free/busy data. Outlk uses a cache f users free/busy times. At startup this cache is empty. When an event s schedule is viewed fr the first time, Outlk requests the free/busy infrmatin fr each attendee and adds it t the cache. Users free/busy times are then fetched frm the cache as necessary. After a certain amunt f time, the cache entries becme stale. Pressing Cntrl-K initiates a fresh lkup immediately. Yu can als adjust the plling interval when free/busy times are refreshed autmatically in Outlk thugh this technique is nt recmmended because f the extra burden yu can put n the server. Refer t Outlk s nline help and search fr the refresh free/busy keywrds fr infrmatin n increasing hw ften free/busy times are refreshed (default is every 15 minutes). With the Scheduling tab displayed, yu can d the fllwing t refresh free-busy infrmatin: Click the Optins buttn and the select Refresh Free/Busy in the drp-dwn menu that displays. 10. Once yu re satisfied with yur meeting details and identified yur attendees click. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 8 f 29

9 Scheduling a Recurring Meeting Scheduling an All-Day Event 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In yur calendar, duble-click the time slt when yu want yur meeting t begin. 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In yur calendar, duble-click the time slt when yu want yur meeting t begin. 4. In the Appintment windw, enter yur meeting details (such as Subject and cmments). 4. In the Appintment windw, enter yur meeting details (such as Subject and cmments). 5. Click the Recurrence icn. 5. Click the All day event checkbx. 6. Cmplete steps 5-10 in the Scheduling a Meeting prcedure. The Appintment Recurrence dialg bx in the fregrund. 6. In the Appintment Recurrence dialg bx, enter the meeting and recurrence details and then click OK. 7. Cmplete steps 5-10 in the Scheduling a Meeting prcedure. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 9 f 29

10 Changing an Appintment, Event r Meeting When yu want t change an appintment, event, r meeting that yu wn (that is, yu set them up riginally), yu have ne r mre f the fllwing ptins available (depending n the particular item type). Change ptins fr an item that is nt part f series Change ptins fr an entire series Change ptins fr ne item that is part f a series Refer t the apprpriate prcedure belw fr yur specific situatin. What Yu Need t Knw Attendees can make changes t events that they d nt wn. Hwever thse changes will nt be prpagated back t the calendars f the event wner and the ther attendees upn synchrnizatin. Only the calendar f the persn making the change will be affected. Additinally, if a persn mdifies an event that he desn t wn and then the event wner makes a change, the wner s change will verwrite any changes made by the attendee. Changing ptins fr an item that is nt part f a series. 1. Open the particular appintment, event, r meeting by duble-clicking the item in yur calendar. 2. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. Add new attendees as apprpriate, by ding the fllwing: 4. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. Changing ptins fr an entire series. 1. Open the particular appintment, event, r meeting by duble-clicking the item in yur calendar. 2. Click Open the series and then click OK. a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. 3. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. Add new attendees as apprpriate, by ding the fllwing: a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. Delete attendees as apprpriate by ding the fllwing: a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. 3. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. Delete attendees as apprpriate by ding the fllwing: February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 10 f 29

11 a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. Change recurrence ptins a. Click the Recurrence icn. b. Change the ptins, such as time, recurrence pattern, r range f recurrence, that yu want t change. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. c. Click OK. 4. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. Delete attendees as apprpriate by ding the fllwing: 5. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. 4. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. Changing ptins fr ne item that is part f a series 1. Open the particular appintment, event, r meeting by duble-clicking the item in yur calendar. 2. Click Open this ccurrence. 5. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. 3. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. Add new attendees as apprpriate, by ding the fllwing: Add new attendees as apprpriate, by ding the fllwing: a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 11 f 29

12 Canceling a Meeting r All-Day Event Only the persn wh set up the meeting can cancel it. Exceptin: Delegate users can cancel meetings n anther persn s behalf. See Canceling a Meeting n Behalf f Smene Else. T cancel a meeting yu set up: 1. Open the specific meeting by duble-clicking the item in yur calendar. 2. Click the Cancel Meeting icn. 3. In the Cnfirm Delete dialg bx, select whether yu want t delete this meeting ccurrence r the entire series. REPLYING TO MEETING REQUESTS When smene else invites yu t a meeting, the meeting request is delivered as a message in yur Inbx. The event als displays in yur calendar. 2. If necessary, click the apprpriate Inbx flder in the navigatin pane t display yur messages. 3. If yu see a meeting request in yur message list, read the meeting details by either duble-clicking it (in which the request displays in a separate windw) r viewing it Outlk s reading pane. Nte: In the future, yu can skip this step and lk fr new items in yur calendar. 4. Perfrm a manual synchrnizatin by ding the fllwing: a. Click the Add-Ins tab. b. In the Add-Ins tlbar, click Synchrnize using CnnectR. 4. In the Micrsft Outlk dialg bx, select the Send cancellatin ptin and then click OK. 5. Display yur calendar by clicking in the navigatin pane. 6. Open the meeting request by duble-clicking the item in yur calendar. If the item is a recurring meeting, click the apprpriate ptin (Open the ccurrence r Open the series) in the Open Recurring Item dialg bx. The meeting request displays in a separate windw. Making an Appintment r Meeting Private When yu make an appintment r meeting private, that event will display as a Private Appintment t ther users viewing yur calendar. This is true even fr delegates wh have full read and write access t yur calendar. Additinally, the apprpriate time slt and day will be viewable. Hwever, all ther details abut the private event will be hidden frm thers. T make an appintment r meeting private: 1. Schedule a new appintment r meeting that yu want t make private. (If necessary, see Scheduling a Meeting.) Or Open an existing calendar item. T d s, simply duble-click the calendar item. 2. In the upper right crner f the Appintment r Meeting windw, click the Private icn. 7. Check t see if the meeting cnflicts with anther cmmitment in yur calendar by clicking. 8. Return t the pen meeting request windw. 9. D ne f the fllwing as apprpriate: Accept the meeting request: a. Click. b. Select a respnse ptin in the drpdwn list. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. Decline the meeting request: a. Click. b. Select a respnse ptin in the dialg bx. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. Reply as Tentative: a. Click. b. Select a respnse ptin in the dialg bx. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 12 f 29

13 Prpse anther meeting time: a. Click. b. In the Prpse New Time dialg bx, enter a different time. c. Click. d. In the New Time Prpsed windw, enter details/cmments and then click. Imprtant: The event s wner and attendees will receive an ntifying them f the new time yu re prpsing. Hwever, that new time will nt be reflected in anyne s calendar. The event wner must agree t the new time and then update the event accrdingly. MANAGING YOUR TASKS Yu can create tasks (t-d items) fr yurself r assign them t thers. What Yu Need t Knw Althugh there are many fields in Outlk that pertain t tasks, CnnectR nly synchrnizes a few f them. See What Data is Synchrnized? fr the list f fields that are synchrnized. The synchrnizatin f recurring tasks is nt supprted. In yur Tasks list, cmpleted tasks display in strikethrugh text () and verdue tasks display in red. Creating a New Task 2. Click (New Task icn). 3. In the Task windw, enter a name fr the task in the Subject field. 4. Optinally, prvide any f the fllwing: Due date and/r Start date: Click the dwn arrw beside the fields and then click a date in the pp-up calendar. Status and/r Pririty: Click the dwn arrw and select an applicable item in the resulting menu. % Cmplete: Either select the displayed text in the field and then enter yur percentage r click the up/dwn arrws as apprpriate. 5. Optinally, set up a reminder fr the task by clicking the Reminder check bx. Then specify the reminder s date and time by clicking the apprpriate dwn arrw and selecting a date in the pp-up calendar. 6. Optinally, assign the task t a categry by ding the fllwing: a. Click. b. In Categrize drpdwn list, select a categry. c. Click OK. 7. Click Save & Clse. Assigning a Task t Smene Else 2. Click (New Task icn). 3. Click (Assign Task icn). 4. In the Task windw, click. 5. In the Select Task Recipient dialg bx, select an address bk frm the Address Bk drpdwn list. 6. Click a name in the list f cntacts. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 13 f 29

14 7. Click. The recipient yu selected in Step 5 displays in the T field. 8. Repeat steps 4-6 as necessary. 9. Click OK. 10. Enter the task infrmatin as explained in steps 3-6 f Creating a New Task. 11. In the Task windw, click (Send icn). Respnding t a Task Assigned t Yu 2. In the message list, duble-click the task assignment (which is marked with an assigned task icn ). 3. Click the Accept r Decline icn as apprpriate. 4. Click OK. r Optinally add a cmment t yur reply by clicking Edit the respnse befre sending, adding yur respnse in the Task windw, and then clicking. Delegating a Task Assigned t Yu 2. In the message list, duble-click the task yu ve accepted. (Tasks yu accepted display this icn: ) 3. Click. 4. Cmplete steps 4-11 in the Assigning a Task t Smene Else prcedure. Sending Status Reprts Abut a Task Assigned t Yu Marking a Task Cmplete 2. Select the apprpriate task. 3. Click Nte: If the task was assigned t yu by smene else and yu mark it cmplete, the task wner can verwrite yur changes. Viewing Anther Persn s Tasks What Yu Need t Knw T view anther persn s calendar, that persn must first grant yu access permissins n the calendar server that allw yu t read and mdify events. See the Granting Others Access t Yur Calendar prcedure. 1. If yu haven t dne s already, set up the persn whse tasks yu want t view as a shared user. T d s, cmplete steps 1-8 in Viewing Anther Persn s Calendar. 2. Click in the Outlk navigatin pane. 3. In the My Task sectin in the navigatin pane, click the name f the user whse tasks yu want t view. Nte: The Tasks listed first under My Tasks are yur wn. Click the name f the shared user whse tasks yu want t view 2. Duble-click an assigned task yu have accepted. 3. Update the task infrmatin as apprpriate. Fr example, yu can enter a new value fr % Cmplete. 4. Click Send Status Reprt. 5. Optinally, enter additinal cmments if necessary. Yur cmments will display in blue. 6. Click (Send icn). 7. Click Save & Clse. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 14 f 29

15 MANAGING YOUR CONTACTS Creating a Cntact Manually Creating a Cntact Based n Yur Cmpany s Address List 1. In any f the tlbars (Calendar, Mail, etc.), click the Address Bk icn. 2. In the Address Bk drp-dwn list, make sure CnnectR Cnnectr is selected. 2. Click r press CTRL+N. 3. Enter general infrmatin abut yur cntact as apprpriate. Tips: T enter the cntact s name Either type the name in the text field next t the Full Name buttn r click details in the Check Full Name dialg bx. and prvide the apprpriate 3. If n names are displayed in the list area, d the fllwing: a. Enter a name in the Search field. b. Click G. Search results display in the list area. 4. Single-click a name in the list area. T enter additinal values (such as multiple phne numbers), click the drpdwn arrw next t the field name and select the desired ptin frm the drpdwn menu. Then enter the value in the text field. 4. Optinally, enter additinal cntact details by clicking and filling in the desired fields. 5. Click Save & Clse. Or If yu want t save yur cntact and enter anther ne, click Save & New. Creating a Cntact Based n a Received Message 5. Fill in the fields fr the new cntact. Click the tabs t display additinal fields. 2. Open the message by duble-clicking its Subject line in the message list. 3. In the message header, right-click any address in the Frm, T, and Cc fields. Then select Add t Outlk Cntacts in the resulting menu. The Cntact windw pens with the cntact s name and address already entered. 4. Fllw steps 3-5 f Creating a Cntact Manually t cmplete the cntact entry. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 15 f 29

16 6. Click Add t Cntacts. 7. Click Save & Clse. Viewing Yur Cntact List Yu can change hw yur cntact list is displayed. 2. Click the View tab. 3. Click Change View and then select a view frm the resulting ppup. MANAGING CALENDARS AS A DELEGATE An Outlk user (a delegatr) can grant anther persn (a delegate) access t his/her calendar. This arrangement enables the delegate t set up and respnd t meeting requests n behalf f the delegatr. A cmmn scenari invlving a delegate user is an administrative assistant wh has been granted access t his manager's calendar and handles meeting requests n her behalf. This sectin cvers tasks that a delegate is likely t perfrm n behalf f a delegatr, as well as key infrmatin that that he/she will need t knw t use Outlk with the CnnectR add-in. Searching fr a Cntact 2. In the Search Cntacts text bx, enter a name. A list f results (if any) display belw the search bx. 3. T display the cntact details, duble-click the icn fr the desired persn. Deleting a Cntact 1. In yur Cntacts list, single-click the persn t be deleted. 2. Click the Delete icn in the Cntacts tlbar. What Yu Need t Knw Outlk des nt recgnize distributin lists set up by yur system administratr. In ther wrds, yu cannt Yu cannt use Crprate Editin distributin lists set up by yur system administratr when scheduling meetings in Outlk. As a wrkarund, yu can use Crprate Editin and the administratr-set up distributin lists t schedule the meeting, and then use Outlk frm that pint n. Free/busy infrmatin is nt available fr external attendees wh are nt part f yur Mirapint /calendaring system. Attendee addresses d nt display n the Scheduling tab within Outlk s Meeting windw when yu first set up an event. They will display nce the event is saved and sent. Viewing Anther Persn s Calendar What Yu Need t Knw T view anther persn s calendar, that persn must first grant yu access permissins n the calendar server that allw yu t read and mdify events. See Granting Others Access t Yur Calendar. 1. Launch Micrsft Outlk. 2. Click File > Optins. 3. In the Outlk Optins dialg bx, click Add-Ins. 4. Click Add-in Optins. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 16 f 29

17 The CnnectR tab within the Optins dialg bx displays. 11. Click OK. 12. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. 5. On the CnnectR tab, click. The User Settings CnnectR dialg bx displays. 6. In the User Name field, enter the name f anther user wh als has an accunt n yur calendar server. 7. If the Enter User Name and Passwrd dialg bx displays, enter yur User Name and Passwrd, and then click OK. 8. Ensure that the user name is valid by clicking. 9. In the Cnfirm CnnectR dialg bx, click OK. Nte: If the persn whse calendar yu are viewing has any private events scheduled and she has nt granted yu permissin t view details abut her private events, thse events will be labeled Private Appintment. Other than the time slt and date, n ther details abut the private event will be viewable. (Fr additinal details abut private events, see Abut Private Events belw.) What Yu Need t Knw Subscribed-t events set up in Crprate Editin d nt display in Outlk. Slutin: Use Outlk t set up all events. 10. Click in the Add-in Optins CnnectR dialg bx. The shared user displays displayed in the Users t Synchrnize list n the CnnectR tab. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 17 f 29

18 Scheduling a Meeting n Behalf f Smene Else If yu ve been given access t anther persn s calendar, yu can schedule meetings n their behalf. 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. 9. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. 10. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. 4. Duble-click the desired time slt within the calendar fr which yu re setting up a meeting. 5. In the Appintment windw, enter yur meeting details (such as Subject and cmments). Trubleshting: Checking fr User Names and Free-Busy Infrmatin Here are sme things yu can d if Outlk desn t prvide valid user and resurce names n the Scheduling tab and fails t display free-busy infrmatin. Try the Outlk keybard shrtcut Cntrl-K t frce a name lkup and redisplay f free/busy data. Outlk uses a cache f users free/busy times. At startup this cache is empty. When an event s schedule is viewed fr the first time, Outlk requests the free/busy infrmatin fr each attendee and adds it t the cache. Users free/busy times are then fetched frm the cache as necessary. After a certain amunt f time, the cache entries becme stale. Pressing Cntrl-K initiates a fresh lkup immediately. Yu can als adjust the plling interval when free/busy times are refreshed autmatically in Outlk thugh this technique is nt recmmended because f the extra burden yu can put n the server. Refer t Outlk s nline help and search fr the refresh free/busy keywrds fr infrmatin n increasing hw ften free/busy times are refreshed (default is every 15 minutes). With the Scheduling tab displayed, yu can d the fllwing t refresh free-busy infrmatin: Click the Optins buttn and the select Refresh Free/Busy in the drp-dwn menu that displays. 6. If necessary, use the Meeting start time and Meeting end time drp-dwn lists t fine-tune the meeting time. 11. Once yu re satisfied with yur meeting details and identified yur attendees click. 7. Click (Scheduling icn). 8. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 18 f 29

19 Scheduling a Recurring Meeting n Behalf f Smene Else 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. The Appintment Recurrence dialg bx in the fregrund. 8. In the Appintment Recurrence dialg bx, enter the meeting and recurrence details and then click OK. 9. Click (Scheduling icn). 10. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. 4. Duble-click the desired time slt within the calendar fr which yu re setting up a meeting. 5. In the Appintment windw, enter yur meeting details (such as Subject and cmments). 11. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. 12. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. 6. If necessary, use the Meeting start time and Meeting end time drp-dwn lists t fine-tune the meeting time. 7. Click the Recurrence icn. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 19 f 29

20 The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. Trubleshting: Checking fr User Names and Free-Busy Infrmatin Here are sme things yu can d if Outlk desn t prvide valid user and resurce names n the Scheduling tab and fails t display free-busy infrmatin. Try the Outlk keybard shrtcut Cntrl-K t frce a name lkup and redisplay f free/busy data. Outlk uses a cache f users free/busy times. At startup this cache is empty. When an event s schedule is viewed fr the first time, Outlk requests the free/busy infrmatin fr each attendee and adds it t the cache. Users free/busy times are then fetched frm the cache as necessary. After a certain amunt f time, the cache entries becme stale. Pressing Cntrl-K initiates a fresh lkup immediately. Yu can als adjust the plling interval when free/busy times are refreshed autmatically in Outlk thugh this technique is nt recmmended because f the extra burden yu can put n the server. Refer t Outlk s nline help and search fr the refresh free/busy keywrds fr infrmatin n increasing hw ften free/busy times are refreshed (default is every 15 minutes). With the Scheduling tab displayed, yu can d the fllwing t refresh free-busy infrmatin: Click the Optins buttn and the select Refresh Free/Busy in the drp-dwn menu that displays. 6. If necessary, use the Meeting start time and Meeting end time drp-dwn lists t fine-tune the meeting time. 7. Click the All day event checkbx. 8. Click (Scheduling icn). 9. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. 13. Once yu re satisfied with yur meeting details and identified yur attendees click. Scheduling an All-Day Event n Behalf f Smene Else 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. 10. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. 11. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. 4. Duble-click the desired time slt within the calendar fr which yu re setting up a meeting. 5. In the Appintment windw, enter yur meeting details (such as Subject and cmments). Trubleshting: Checking fr User Names and Free-Busy Infrmatin Here are sme things yu can d if Outlk desn t prvide valid user and resurce names n the Scheduling tab and fails t display free-busy infrmatin. Try the Outlk keybard shrtcut Cntrl-K t frce a name lkup and redisplay f free/busy data. Outlk uses a cache f users free/busy times. At startup this cache is empty. When an event s schedule is viewed fr the first time, Outlk requests the free/busy infrmatin fr each attendee and adds it t the cache. Users free/busy times are then fetched frm the cache as necessary. After a certain amunt f time, the cache entries becme stale. Pressing Cntrl-K initiates a fresh lkup immediately. Yu can als adjust the plling interval when free/busy times are refreshed autmatically in Outlk thugh this technique is nt recmmended because f the extra burden yu can put n the server. Refer t Outlk s nline help and search fr the refresh free/busy keywrds fr infrmatin n increasing hw ften free/busy times are refreshed (default is every 15 minutes). February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 20 f 29 (mre)

21 With the Scheduling tab displayed, yu can d the fllwing t refresh free-busy infrmatin: Click the Optins buttn and the select Refresh Free/Busy in the drp-dwn menu that displays. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. 12. Once yu re satisfied with yur meeting details and identified yur attendees click. Changing an Appintment, Event r Meeting n Behalf f Smene Else The prcedures in this sectin are intended fr delegates mdifying appintments, events, r meetings wned by the grantr. Imprtant As a delegate, yu can make changes t events n behalf f attendees even thugh they are nt the events wners. Hwever thse changes that yu make n behalf f the attendees will nt be prpagated back t the calendars f the event wner and the ther attendees upn synchrnizatin. Only the calendar f the persn making the change will be affected. Additinally, if a persn mdifies an event that he desn t wn and then the event wner makes a change, the wner s change will verwrite any changes made by the attendee. What Yu Need t Knw If yu need t change a resurce fr an existing meeting, yu cannt drag and drp a calendar item frm a resurce s calendar t anther resurce s calendar. T change a resurce fr an existing meeting, yu need t delete the unwanted resurce frm the Scheduling tab (within the Outlk Meeting windw) and then enter the new resurce. Refer t the apprpriate prcedure listed belw that applies t yur specific situatin.. Change ptins fr an item that is nt part f series Change ptins fr an entire series Change ptins fr ne item that is part f a series Changing ptins fr an item that is nt part f a series. 1. In the event wner s calendar, pen the particular appintment, event, r meeting by duble-clicking the item. 2. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. Add new attendees as apprpriate, by ding the fllwing: Delete attendees as apprpriate by ding the fllwing: a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. 3. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. 4. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. Changing ptins fr an entire series. 1. In the event wner s calendar, pen the particular appintment, event, r meeting by duble-clicking the item. 2. Click Open the series and then click OK. a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. 3. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. Add new attendees as apprpriate, by ding the fllwing: a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 21 f 29

22 Add new attendees as apprpriate, by ding the fllwing: a. Click (Scheduling icn). b. In the All Attendees clumn n the Scheduling tab, enter an attendee s user name in the next available line. Repeat this step as necessary. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. Delete attendees as apprpriate by ding the fllwing: a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. Change recurrence ptins: a. Click the Recurrence icn. b. Change the ptins, such as time, recurrence pattern, r range f recurrence, that yu want t change. c. Optinally, enter the names f ne r mre resurces. D this if yu want t check the availability f a resurce such as a cnference rm and t reserve it fr yur meeting. Yu can als click next t the resurce name and then specify Resurce (Rm r Equipment) in the drp-dwn list. d. In the tlbar, click the Check Names icn t check the validity f the attendees and resurces yu entered. The schedule grid will display free/busy times fr yu and yur attendees/resurces. White time slts signify free time, clred time slts mean busy. c. Click OK. 4. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. If free-busy times aren t available, see Trubleshting: Free-Busy Infrmatin in the Scheduling a Meeting prcedure. Delete attendees as apprpriate by ding the fllwing: a. Click (Scheduling icn). b. Highlight an attendee. c. Press Delete. Change recurrence ptins a. Click the Recurrence icn. b. Change the ptins, such as time, recurrence pattern, r range f recurrence, that yu want t change. 5. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. Changing ptins fr ne item that is part f a series 1. In the event wner s calendar, pen the particular appintment, event, r meeting by duble-clicking the item in yur calendar. 2. Click Open this ccurrence. c. Click OK. 4. Click the Save icn. Additinally, if yu changed the attendee list, select the apprpriate ntificatin ptin and then click OK. 3. D any f the fllwing: On the Appintment tab, change the ptins (subject, time, etc.) as necessary. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 22 f 29

23 5. In the Micrsft Outlk dialg bx, specify whether yu want t send a message t the attendees ntifying them f yur update. Canceling a Meeting r All-Day Event n Behalf f Smene Else This prcedure applies t delegates canceling meetings r all-day events n behalf f the event wner. 1. In the calendar fr whm yu re making the cancellatin, duble-click the meeting/event item. 2. If applicable, select the Open this ccurrence r Open the series ptin as apprpriate. Then click OK. Replying t a Meeting Request n Behalf f Smene Else The steps fr perfrming this task are cnsiderably different than the nes yu wuld cmplete in a Micrsft Outlk-Exchange envirnment, where delegates can gain access t a delegatr s Inbx and respnd t meeting requests via mail. In the Outlk-CnnectR envirnment, yu as the delegate need t respnd t meeting requests by accessing the grantr s calendar. Hwever, the grantr must have already viewed r pened the meeting request sent via in rder fr the event t appear in his/her calendar. 2. In the Outlk tlbar, click the r view mdes t see detailed time increments. 3. In the My Calendars sectin in the navigatin pane, select the checkbx fr the shared user whse calendar yu want t view. Nte: The Calendar listed first under My Calendars is yur wn. 3. Click the Cancel Meeting icn. Select the shared user whse calendar yu want t view The new calendar will appear t the side f any calendar already in the view and in a different clr. 4. In the Cnfirm Delete dialg bx, select whether yu want t delete this meeting ccurrence r the entire series. 5. In the Micrsft Outlk dialg bx, select the Send cancellatin ptin and then click OK. 4. In the grantr s calendar, pen the meeting request by duble-clicking the item in yur calendar. If the item is a recurring meeting, click the apprpriate ptin (Open the ccurrence r Open the series) in the Open Recurring Item dialg bx. The meeting request displays in a separate windw. 5. Check t see if the meeting cnflicts with anther cmmitment by clicking. 6. Return t the pen meeting request windw. 7. D ne f the fllwing as apprpriate: Accept the meeting request: a. Click. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 23 f 29

24 b. Select a respnse ptin in the drpdwn list. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. Decline the meeting request: a. Click. b. Select a respnse ptin in the dialg bx. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. Reply as Tentative: a. Click. b. Select a respnse ptin in the dialg bx. c. If yu selected Edit the respnse befre sending, enter yur respnse details in the Accepted windw and then click. Prpse anther meeting time: a. Click. b. In the Prpse New Time dialg bx, enter a different time. c. Click. d. In the New Time Prpsed windw, enter details/cmments and then click. SYNCHRONIZING YOUR DATA Synchrnizatin ensures that the Outlk data regarding yur calendar events, calendar attachments, tasks, and cntacts exactly matches the infrmatin n the calendar server. The first time yu synchrnize, all data is dwnladed and synchrnized. After that, synchrnizatin dwnlads nly the data that has been added r mdified fr synchrnizatin, speeding up the synchrnizatin prcess. Imprtant: The amunt f time it takes t synchrnize depends n the amunt f data being synchrnized. CnnectR examines the changes that have ccurred t an item since the last synchrnizatin. If a change has been made nly t the item in the calendar server, the data in the calendar server verwrites the lder infrmatin in the matching Outlk item during the next synchrnizatin. If the data in Outlk has changed since the last synchrnizatin, then the data in Outlk verwrites nly the lder infrmatin in the matching calendar server item during the next synchrnizatin. If n changes have been made in either the calendar server r Outlk, the item is nt tuched during the next synchrnizatin. A cnflict ccurs when the same item has been changed in bth the calendar server and Outlk since the last successful synchrnizatin. (Nte: Scheduling multiple events fr the same time frame des nt cause a synchrnizatin cnflict. Hwever, Outlk alerts yu when yu are in the prcess f setting up a meeting/appintment at the same time as an existing event.) Cnflicts are autmatically reslved in the backgrund based n the imprtance f data changes. Fr example, changes t the start time, end time and recurrence f an event are cnsidered t be majr changes and are used t decide the winner f a cnflict (that is, which infrmatin t keep). A cnflict reslutin dialg bx will appear nly if CnnectR detects majr changes t the event bth n the server and in Outlk. Reprting Prblems CnnectR creates a CnnectR Sync Issues flder within yur Outlk Persnal Flders. In turn, CnnectR Sync Issues cntains three sub-flders: Cnflicts Cntains infrmatin abut the items that caused a cnflict during synchrnizatin. Lcal Failures Cntains infrmatin abut items that failed t update within Outlk. Server Failures Cntains infrmatin abut items that failed t update n the calendar server. Each item includes the lg files assciated with the particular sync prblem encuntered. Imprtant: The event s wner and attendees will receive an ntifying them f the new time yu re prpsing. Hwever, that new time will nt be reflected in anyne s calendar. The event wner must agree t the new time and then update the event accrdingly. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 24 f 29

25 When a synchrnizatin prblem ccurs, an infrmatinal message pps up frm the nscreen system tray. T reprt the prblem t yur system administratr, d the fllwing: 1. Nte the type f errr (cnflict, lcal failure, server failure) detailed in the infrmatinal pp-up message. 2. In Outlk, navigate t the apprpriate CnnectR Sync Issues subflder. 3. Within the subflder, click the apprpriate item. The Outlk message windw displays. 4. In the T line, enter the address f yur system administratr. 5. Click Send. Synchrnizing Manually The CnnectR add-in autmatically synchrnizes yur data in the backgrund Hwever, yu can manually initiate synchrnizatin at any time by ding the fllwing: 1. Within Outlk, click the Add-Ins tab. 2. In the Add-Ins tlbar, click Synchrnize using CnnectR. What Data is Synchrnized? CnnectR synchrnizes yur calendar, task, and cntact items. Hwever, sme fields/prperties have slightly different names in the calendar server and Outlk. (Fr example, the name f an event n the calendar server is called Title, while the Outlk client calls it Subject.) In additin, nt all fields are supprted by bth. Fields that are nt supprted by bth are preserved and unchanged. This sectin lists fields that CnnectR synchrnizes. Calendar Events Outlk CnnectR synchrnizes the new, mdified, and deleted calendar events between yur calendar server and yur Outlk client. Synchrnized fields are: Title/subject Descriptin Start date and time End date, time, and duratin Lcatin /pager reminder Meeting attendees External meeting attendees (peple wh dn't have calendar server accunts) Resurces, such as cnference rms r equipment (treated as attendees in Outlk) All Day event flag Recurring events Pririty Privacy event flag Event attachments (added t the event descriptin in Outlk) Abut Event Lcatin Synchrnizatin Yu can enter event lcatins in the calendar server and in Outlk. The lcatins n the calendar server are stred and have a schedule f their wn that is queried fr Free/Busy infrmatin when an event is created. When creating an event lcatin in the calendar server, it is synchrnized t yur Outlk calendar crrectly. If yu add an event lcatin in Outlk that the calendar server recgnizes as a knwn resurce, it is als synchrnized crrectly. Nte that Outlk allws yu t enter an arbitrary lcatin fr an event. Fr example, suppse yu want t schedule an ff-site meeting at yur huse. Outlk says that this is nt a prblem. Hwever, chances are that the calendar server des nt recgnize yur huse is a resurce, and cannt query Free/Busy status. During its synchrnizatin, these arbitrary event lcatins are preserved by the calendar server and prpagated t all event attendees. Cntacts CnnectR synchrnizes the fllwing Address Bk/Cntacts prperties: Full Name Last Name First Name Categry Cmpany Name Address Street Address City State Zip Cuntry Wrk Phne Wrk Fax Mbile / Cellular Phne Nickname Department Hme Phne Jb Title Pager URL Birthday Anniversary Tasks CnnectR synchrnizes the fllwing Tasks/T-d items prperties: Title/subject Descriptin Due date Cmpletin status Cmpletin date and time Pririty Nte: Recurring tasks/t-d items are nt supprted. Updating the CnnectR Add-in If a new versin f Outlk CnnectR becmes available, an alert will pp up autmatically while yu re in Outlk and ask whether yu wuld like t update CnnectR. New versins f Outlk CnnectR may include enhancements, new features, and prduct bug fixes. Read any release ntes and Readme files available fr infrmatin n the new versin f Outlk CnnectR. Synchrnizing Yur Calendar Frm Scratch Imprtant: D nt cmplete this prcedure unless yu are directed t d s by yur system administratr. CnnectR prvides a "clean sync" feature that lets yu synchrnize yur calendar data frm scratch. Occasinally, calendar data within Micrsft Outlk and n the Mirapint server can get ut f sync. Prblems such as duplicated events can result. This feature lets yu erase all yur calendar data frm Outlk and resynchrnize with the current calendar data n the Mirapint server. Yu can als perfrm a clean sync the ther way, where yu replace the Mirapint server data with yur Outlk infrmatin. Additinally, yu can d a clean sync in either directin fr any f yur shared calendars. Because f the pssibility that yu culd delete calendar events accidentally, yu shuld nt run a clean sync unless guided by yur system administratr. Nte: Only calendar data is affected by a clean sync; cntact and task infrmatin is nt. T synchrnize yur calendar frm scratch: 1. Within Outlk, click the Add-Ins tab. 2. In the Add-Ins tlbar, click Clean Synchrnize using CnnectR. 3. In the Clean Synchrnize using CnnectR dialg bx, select ne f the fllwing sync directins: Server t Outlk Yur Outlk events will be deleted and replaced with the current calendar infrmatin n the Mirapint server. Outlk t Server The calendar data n the Mirapint server will be deleted and replaced with the current calendar infrmatin in Outlk. 4. If yu want t synchrnize yur shared calendars frm scratch, click the Synchrnize shared calendar ptin. Otherwise, keep the checkbx deselected (unchecked). 5. Click. 6. In the warning dialg bx, click Yes t prceed with the clean sync. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 25 f 29

26 BEST PRACTICES This sectin utlines best practices that peple shuld fllw when using Mirapint calendar prducts. Use calendar sharing fr individual users: When users need t share calendars with each ther, use the calendar-sharing capabilities prvided by CnnectR and nt WebCal. Further, d nt use the calendar-publishing capabilities in WebCal when sharing calendars amng regular users. Use calendar sharing r calendar publishing fr grups: Fr a cmmn calendar f events (fr example, a grup calendar fr the marketing department), create a dummy user and create events n the dummy user s calendar. Fr example, yu can create a dummy user called Marketing and create cmmn events fr the marketing grup in the Marketing calendar. Yu ll have t turn n the calendar-publishing ptin fr the dummy user. Other users can then subscribe t the Marketing calendar and see all cmmn marketing events n their calendars. Limited use f shared write access: When users need t share calendars with thers, they shuld whenever pssible nly give read access t ther users. Prvide Write access t thers nly when necessary. This practice prevents randm users frm writing t a user s calendar. Delegated/Shared Calendaring Oftentimes a persn may delegate his calendar t an administrative assistant. In such cases, a user shuld delegate his/her calendar t just ne persn (rather than multiple peple) whenever pssible. This prevents any cnfusin resulting frm multiple peple writing t the same persn s calendar. If a user needs t delegate his/her calendar t multiple peple, nly the primary delegate (such as the primary administrative assistant) shuld be given write access. All ther delegates/administrative assistants shuld be given read access. This minimizes cnfusin caused by multiple peple writing t the same persn s calendar. If a user needs t delegate his calendar t multiple peple wh all need t write t their manager s calendar, nly the primary delegate (such as the primary administrative assistant) shuld use CnnectR. Other delegates shuld use WebCal t write t their manager s calendar (instead f using Outlk and CnnectR). This practice prevents prblems created when multiple peple write t the same calendar and sync at different times. If a delegate (that is, an administrative assistant) nly needs read access t his/her manager s calendar frm within CnnectR (fr example, t be able t print calendars using Outlk, etc.), the delegate can use a ne-way Server t Outlk sync. This way prevents the delegate frm making any inadvertent changes in the manager s calendar. Time Zne Settings: Make sure that the time-zne settings are set prperly n yur client and server. WebCal users can set their time-zne preference n the Optins page. CnnectR users n PC s shuld set their time-zne infrmatin by clicking Start > Cntrl Panel > Date and Time. Users wh use CnnectR and WebCal shuld make sure that the same time zne is used in bth applicatins. Use the latest sftware: Unless therwise advised, use the latest versin f the Mirapint MOS (Messaging Operating System), CnnectR, and Outlk available. What Yu Need t Knw If a WebCal user subscribes t a calendar that cntains events that are already included in the user s calendar, WebCal will display tw entries fr the same event. This is the intended behavir. GLOSSARY Appintments/Meetings/Events Appintments An appintment is an activity that yu schedule in yur calendar that des nt invlve inviting ther peple r reserving resurces. Meetings A meeting is an appintment yu invite peple t r reserve resurces fr. Events An event is an activity that lasts 24 hurs r lnger. Examples f an event include a trade shw, the Olympics, a vacatin, r a seminar. Usually, an event ccurs nce and can last fr ne day r several days, but an annual event, such as a birthday r anniversary, ccurs yearly n a specific date. Events and annual events d nt ccupy blcks f time in yur calendar; instead, they appear in banners. (A banner is an event r hliday name that appears at the tp f the dates yu specify in yur calendar.) Delegate A persn wh has been delegated access t smene else s calendar, Inbx, r ther flders. Fr example, a grantr gives anther persn (the delegate) access t his calendar s that the delegate can schedule meetings n his behalf. Distributin list A grup f mail recipients that is addressed as a single recipient. They re t send t grups f peple withut having t enter each recipient's individual address. Grantr A persn gives anther persn (a delegate) access t his/her calendar. A cmmn scenari is an executive (grantr) wh gives an administrative assistant (delegate) access s t her calendar s that the administrative assistant can manage her calendar. Free/busy infrmatin Times when users are free r busy based n the items scheduled in their calendars. Free/busy times are indicated in a schedule grid by multiple clrs and patterns. Such infrmatin is critical t scheduling meetings when attendees are available. Publish Mark a calendar as public s that ther users can subscribe t it. Only apprpriate fr lists f public events r similar cmmn data. In the CnnectR- Outlk envirnment, publishing is cnfigured via WebMail/WebCal. Share Yu grant anther user, r pssibly all users, read and/r write access t yur calendar. In the CnnectR-Outlk envirnment, sharing is cnfigured via WebMail/WebCal. Subscribe Merge events frm a public calendar, such as a list f hlidays r sprts events, int yur wn. In the CnnectR-Outlk envirnment, subscribing is cnfigured via WebMail/WebCal. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 26 f 29

27 APPENDIX A FEATURE RE-ENABLING THE FIND PEOPLE In the event that the CnnectR Cnnectr LDAP entry was deleted after Outlk CnnectR was installed, yu can manually enable the Find Peple feature in Outlk (The CnnectR Cnnectr LDAP entry is set up and the Find Peple feature is enabled autmatically during a successful CnnectR installatin.) T enable the Find Peple feature, d the fllwing: 1. In Outlk, click the File > Inf. 2. On the File Accunt screen, click Accunt Settings. 3. In the drp-dwn menu, click Accunt Settings. 7. In the Server Name field, enter and then click. 4. In the Accunt Settings dialg bx, click the Address Bks tab. 8. In the Add- Accunt dialg bx displays, click OK. 5. On the Address Bks tab, click New. 9. On the Cnnectin tab, d the fllwing: a. In the Display Name field, enter CnnectR Cnnectr. b. In the Prt field, enter c. Click Apply. 6. Select Internet Directry Service (LDAP) and then click Next. 10. Click the Search tab. 11. On the Search tab, d the fllwing: a. Click the Custm radi buttn. b. In the Custm text bx, enter the fllwing: dc=my-dmain,dc=cm c. Click Apply. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 27 f 29

28 APPENDIX B FREQUENTLY ASKED QUESTIONS Q: Why am I getting an XML parsing errr when trying t synchrnize my Cntacts? A: The mst cmmn reasn fr this errr is due t the system nt having all f the Windws Updates installed Q: When I synchrnize frm the server t Outlk, sme f the events are shwing up as subscribed frm xxxxx calendar and are listed as READ-ONLY. Why des this happen? A: This message is fr events that have been synchrnized frm any calendars that are subscribed n the calendar server. Outlk des nt understand the functinality f subscribing t anther calendar. T bridge this gap between the server and Outlk, all events frm a subscribed calendar are marked with the message Click OK. 13. In the Add New Accunt dialg bx, click Next. Q: I changed an event time n the calendar server and synchrnized t Outlk. Why didn t I see Outlk display the new time? A: The Outlk calendar needs t be refreshed. Click n a different Outlk shrtcut and then click back t the calendar view t refresh the display Q: I can t install CnnectR. Des ActiveSync have anything t d with my inability t install CnnectR? A: It culd. ActiveSync makes Outlk appear as if it is perpetually pen. If yu turn ff yur PcketPC, ActiveSync will g drmant thus allwing yu t install CnnectR. Als, make sure yu d nt have a scheduled r timed synchrnizatin, as this wuld enable Outlk, pssibly in the middle f the installatin Click Finish. 15. Restart Outlk. February 2011 Cpyright 2011 Mirapint Sftware, Inc. All rights reserved b 28 f 29