Preparing for the Calendar Switch Checklist

Updated: December 3, 2008

Before you leave for the winter break or by 5PM on December 19, 2008, make sure you get prepared to change from CorporateTime calendaring to Exchange calendaring when we return the week of January 5. The following suggestions and instructions will help you:

1. Clean Up Your Calendar: Clean up your CorporateTime calendar by deleting unnecessary future meetings, adjusting attendees for future meetings and notes, and declining future meetings you won’t be going to.
2. 2009 Meetings: Wait until January 7 to schedule meetings for 2009 (especially recurring meetings).
3. Make an Electronic Copy of Your CorporateTime Calendar: Download an offline agenda (local copy) of your CorporateTime calendar. (Instructions for downloading an offline calendar and then logging into it are available here.)
• If you are a designate or manage resources, download a copy of those calendars also.
4. Make a Paper Copy of Your December to January CorporateTime Calendar: Print a backup copy of your CorporateTime agenda through the month of January. Be green! Try printing to an Adobe PDF file or save paper by only printing the information you need and using duplex printing! (Instructions for printing a backup copy of your calendar for December - January are available here.)
• If you are a designate or manage resources, print a backup copy of those calendars through January also.
5. Print a copy of your group members from CorporateTime: Remember, your groups from CorporateTime will not automatically be created in Exchange, so you will need to recreate them. (Instructions for printing a copy of your group membership are available here.)
6. Make a list of your CorporateTime access rights: The conversion to Exchange calendar will not automatically setup access rights on your Exchange calendar the way you have them set in CorporateTime, so make sure to take note of who you have currently given view and designate rights to on your CorporateTime calendar.
7. Attend Training: Sign up for training or review self-training options (information available soon)
8. Use Exchange Calendar After January 7: Avoid using the Exchange calendar until January 7 after everyone's CorporateTime calendar data is moved into Exchange.
   • In order to use the Exchange calendar, you must use either Outlook or Entourage specifically configured for an Exchange connection, or you can use the web version of Exchange called OWA. Check with your department IT staff or the OIT Help Desk if you are unsure whether Outlook or Entourage is configured correctly.
9. Ask your colleague - have they done all these steps? Help make sure everyone is prepared for this change by checking in with your co-workers.