FAQs Outlook and Calendaring

Transcription

1 FAQs Outlook and Calendaring Q. Can you give me permission to share your calendar so that I can include you in meetings? A. Use the Scheduling Assistant tool inside a Meeting Request to see my Free/Busy time. Q. Do I need to give the entire campus permission to see my calendar in order for people to schedule a meeting with me? A. No. By default, everyone can see users Free/Busy information by using the Scheduling Assistant tool inside a Meeting Request. This is how they should schedule a meeting with you. Q. How many months back is Outlook\Exchange calendar data kept? A. Your calendar data does not expire. Q. How do I schedule a meeting so that it shows up on people s calendars? A. Use the Scheduling Assistant tool inside a Meeting Request. Q. How do I see if a person is available at a certain time? A. Use the Scheduling Assistant tool inside a Meeting Request to see an individual s Free/Busy time. Q. Can I schedule shared resources such as conference rooms and projectors? A. At this time, the proper way to scheduled rooms and projectors is with School Dude and the Library, respectively. Q. What is the difference between an appointment, a meeting, and an all day event? A. An appointment is an activity that involves only you. Use an appointment when you want to show that you're busy but no one else at Albright is involved. You might enter an appointment 1

2 to block out time in your calendar when you need to meet with a client, visit the dentist, or research a project you're working on. A meeting is similar to an appointment. The difference is that you invite other people to it. An all day event is an activity that lasts all day long but doesn't block out time in your Calendar. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Q. Do I have to accept the meeting request for it to appear on my calendar? A. No, as soon as a meeting request appears in your inbox, the meeting is placed into your calendar in a tentative state. Q. Can I open multiple calendars at once? If so, how many can I have open? A. Yes. As many as you need, with the understanding that the more you open, the slower your Outlook will respond. Q. How do I create a recurring appointment? A. Click on the Recurrence icon inside an appointment window to set the recurrence details. Q. How are holidays populated? Will/can they populate automatically? A. Under Calendar Options, you can add Holidays to your Calendar. They are not populated automatically at this time. Q. Can I change my work hours as shown in Outlook calendar? (Right now, Outlook is set to an 8-5 work day.) A. Under Calendar Options, you can modify the start time and end time for your work day. Q. What is the difference between tentative, accepted and declined? A. These are the choices available to you when you receive a meeting request. Tentative means you might be able to attend. Accepted means you will attend. Declined means you cannot attend. 2

3 Q. How do I check someone s free/busy times? A. Use the Scheduling Assistant tool inside a Meeting Request to see an individual s Free/Busy time. Q. Can I put private meetings in my calendar? (Private flag) A. Yes, when you want to make the details of a meeting or an appointment private, select the Private Lock. Q. Can people invited to a meeting see who has accepted or declined? A. No, only the meeting organizer has the ability to see who has accepted or declined a meeting request. Q. As a secretary, how do I schedule meetings on behalf of, or for someone else? A. By being set up as a Delegate for the individual you are scheduling meetings for. Q. How do I print a calendar? How do I print more than one calendar at a time? What formats should I use? A. Select Print from the File menu. There isn t a way to print multiple calendars. You may choose whatever style you would like to use. Q. Why can t I delete an appointment\meeting on so-and-so s calendar? A. You must have permissions to delete items on someone else s calendar. Q. If I delete a meeting invitation by accident, how do I get it back? A. Meeting invitations arrive in your inbox as an message. If it is deleted, it probably is in the Deleted Items folder. Q. Can we use an Outlook calendar to manage our time off? 3

4 A. There are ways to set up a departmental calendar to manage department s vacation schedules. Please contact the Help Desk. Q. Are Mac s compatible with Exchange calendar? What is the client? How is it different? A. Yes. The client is Microsoft s Entourage. There are differences between Outlook and Entourage, but the essential operation of the clients are the same. Q. Can I get Albright s \calendar on my ipad? ipod Touch, iphone, Palm, Palm Pre, Windows Mobile device, Android? A. There are ways to access your and calendar on an external device. At this time, none of these devices are supported, but instructions are available on the Internet. Contact the Help Desk for any server information needed at the time of setup. The current supported mobile device for is a BlackBerry. Q. If the server is down, how do I check my calendar? Will the items in my calendar disappear? A. Microsoft Outlook is setup in a cached mode, so if the server is unavailable, you can still see your Calendar in Outlook. If you are using OWA (Outlook Web Access) and the server is down, you will not be able to log into OWA to see your calendar. All items should be available after the server returns to operational status. Q. How do I share my calendar? A. Right click on your Calendar on the left side of the Calendar window under My Calendar and select Properties. Click on the Permissions tab. Add the users you wish to share your calendars with and set the appropriate level of permission. i. Reviewer - Can read calendar entries but cannot create, modify, or delete them. ii. Author - Can read or create calendar entries, and can modify or delete only entries that the author has created. iii. Editor - Can read, create, modify, or delete all calendar entries, whether or not the editor has created them 4

5 Q. Can I share my calendar with someone outside of the College? A. No. Q. How are calendar times affected by daylight savings? A. In order for the Calendar to appropriately adjust the times, you should confirm that your computer is set to Automatically adjust clock for daylight savings changes. Q. Can I view my calendar at home? How do I do that? A. Yes. Use the OWA (Outlook Web Access) website to see your calendar. Or, if you have a college-owned laptop, you can launch your Outlook client and access the information using the Outlook Anywhere protocol, which is setup by default. Q. I am constantly setting up meetings; how do I eliminate most of the confirmations? (accepted, declined, tentative, created, deleted, changed, etc). A. When you are setting up the meeting request, you can specify that you do not need to have responses. To do this, click on the Responses button as you are setting up your meeting and uncheck the Request Responses option from the drop down menu. Q. What are public calendars? A. Public Calendars are calendars that are setup on the Exchange server that are not directly under an account on the server. Access to these calendars is set with permissions by the owners of the calendar. 5