Outlook 2013 & 2010 for Windows

Transcription

1 Quick Start steps you through the process of configuring Outlook (2013, 2010 & 2007 for Windows, 2011 for MAC and OWA) to synchronize with Timewatch s WhiteSpace and Time&Space resource scheduling solution. Outlook 2013 & 2010 for Windows Load Outlook If Outlook is not already running, start it now. Set Delegate Access From within Outlook: 2.1 Click on the File tab in the upper left hand corner 2.2 In the left column, click the Info option. 2.3 Click the Account Settings button, and then click the Delegate Access option to load the Delegates dialog. Delegate access to the Timewatch Exchange Synch user 3.1 In the Delegates dialog, click the Add button. 3.2 Locate and highlight the Timewatch Exchange Synch user, then click the Add -> button in the bottom left hand corner, then click OK. (The Exchange Sync user name will already have been provided to you, if you need assistance, contact your administrator)

2 Set Timewatch Exchange Sync user permissions In the Calendar Properties screen, click on the Permissions tab. 4.1 The Calendar and Tasks should be set to Editor. 4.2 Uncheck the option Delegate receives copies of meeting-related messages sent to me. 4.3 Check the Delegate can see my private items. (Please note that the contents of private items are not published, only the start, end time and duration is published to assist schedulers in planning availability.) 4.4 Click OK, then click OK again to save these settings. That s it! Now, new and amended bookings from your Timewatch resource scheduling solution will be automatically synched with your Outlook, OWA, iphone, Android phone, Blackberry or anything else connected to your Exchange calendar account. Similarly, when new appointment made in Outlook, OWA, iphone, Android phone, Blackberry or other Exchange connected device will be automatically synched with your Timewatch scheduling system. Please note: The Timewatch Exchange Sync system does not sync All Day Appointments (as their duration is ambiguous) or Recurring Bookings (as they could go on forever). If you use the OutlookTime plugin for Outlook 2013/10/07, you can configure OutlookTime to automatically convert All Day Appointments into Working Day Appointments which will sync with WhiteSpace and Time&Space. Page 2 of 7

3 Outlook 2007 (Windows) Load Outlook 2007 If Outlook is not already running, start it now. Set Delegate Access From within Outlook 2007: 2.1 From the Tools menu, choose Options. 2.2 In the Options dialog, go to the Delegates tab. 2.3 Click on the Add button to access the Add Users dialog. Delegate access to the Timewatch Exchange Synch user 3.1 From the Add Users dialog locate and highlight the Timewatch Exchange Synch user 3.2 Click the Add -> button in the bottom left hand corner, then click OK. (The Exchange Sync user name will already have been provided to you, if you need assistance, contact your administrator) Page 3 of 7

4 Set Timewatch Exchange Sync user permissions In the Delegate Permissions screen:. 4.1 Set the Calendar and Tasks permissions to Editor. 4.2 Uncheck the option Automatically send a message to delegate summarizing these permissions. 4.3 Check the Delegate can see my private items. (Please note that the contents of private items are not published, only the start, end time and duration is published to assist schedulers in planning availability.) 4.4 Click OK, then click OK again to save these settings. That s it! Now, new and amended bookings from your Timewatch resource scheduling solution will be automatically synched with your Outlook, OWA, iphone, Android phone, Blackberry or anything else connected to your Exchange calendar account. Similarly, when new appointment made in Outlook, OWA, iphone, Android phone, Blackberry or other Exchange connected device will be automatically synched with your Timewatch scheduling system. Please note: The Timewatch Exchange Sync system does not sync All Day Appointments (as their duration is ambiguous) or Recurring Bookings (as they could go on forever). If you use the OutlookTime plugin for Outlook 2013/10/07, you can configure OutlookTime to automatically convert All Day Appointments into Working Day Appointments which will sync with WhiteSpace and Time&Space. Page 4 of 7

5 Outlook 2011 (MAC) Load Outlook 2011 If Outlook is not already running, start it now. Access Accounts Within Outlook 2011, go under the Tools menu and select Accounts... Access Advanced settings In the Accounts window, in the left column, select the Exchange account. In the lower right corner, click the Advanced... button, then click the Delegates tab. 3.1 Click on the + button. 3.2 In the Select User window, locate the address of the Timewatch Exchange Synchronizer, then in the lower right hand corner, click the OK button. (you should have received an detailing the address of the Timewatch Exchange Synchronization Server. If in doubt, contact your administrator) Page 5 of 7

6 Grant the Timewatch synchronizer access to your calendar In the Calendar Properties screen, click on the Permissions tab. 4.1 In the Permissions window, set the access for Calendar and Tasks to Editor 4.2 Uncheck the Delegate receives meeting invites. 4.3 Check the Delegate can see my private items. (Please note that the contents of private items are not published, only the start, end time and duration to assist schedulers in planning availability.) 4.2 Click OK to save these settings. That s it! Now, new and amended bookings from your Timewatch resource scheduling solution will be automatically synched with your Outlook, OWA, iphone, Android phone, Blackberry or anything else connected to your Exchange calendar account. Similarly, when new appointment made in Outlook, OWA, iphone, Android phone, Blackberry or other Exchange connected device will be automatically synched with your Timewatch scheduling system. Please note: The Timewatch Exchange Sync system does not sync All Day Appointments (as their duration is ambiguous) or Recurring Bookings (as they could go on forever). If you use the OutlookTime plugin for Outlook 2013/10/07, you can configure OutlookTime to automatically convert All Day Appointments into Working Day Appointments which will sync with WhiteSpace and Time&Space. Page 6 of 7

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8 Outlook Web Application Although the Outlook Web Application allows users to Share Calendars, it is not at present a process that users can configure within OWA itself. We recommend you utilize the either Outlook or 2007 for Windows or Outlook 2011 for MACs to configure delegate access for the Timewatch Exchange Synchronizer. Once this has been done and your account activated, you will be able to use OWA to make bookings, view bookings made from Timewatch scheduling products and manage your calendar. Page 8 of 7