Exchange Calendar Survival Tips 1/6/2009

• Sharing, Access Rights, & Caching
  
• Selecting the Right Account When Sharing Your Calendar
  
• Day Events in Entourage May Be Off By One Day
  
• Want to Schedule Meetings on Something Other Than the Half-Hour?
  
• Questions?

SHARING, ACCESS RIGHTS, & CACHING
Our Exchange environment is setup to use caching. This allows you to view information when you are not connected to the network. This same setup though may cause some confusion when opening a shared calendar or granting access rights. To help make this work as smoothly as possible, we suggest taking the following steps when granting someone access to your calendar, and then for the other person to open your calendar:

Steps for the person granting permissions:
1) Set the access rights appropriate by following the instructions at: http://oit.nd.edu/exchange/shareyourcalendar.shtml
2) Log out of Outlook or Entourage.

Steps for the person opening a shared calendar:
1) After the person giving you access has completed both of the steps above, log out of Outlook or Entourage.
2) Follow the steps posted to view someone else's calendar at: http://oit.nd.edu/exchange/viewcalendar.shtml
Also note, if you are an Entourage user opening up someone else's calendar, it may take some time to initially load their calendar (possibly up to 20 minutes if they have a very busy calendar).

SELECTING THE RIGHT ACCOUNT WHEN SHARING YOUR CALENDAR
When you are sharing your calendar, it's important to make sure you are selecting the right person. Using addresses from your personal contact list or addressbook may cause problems.

Outlook users: Make sure you select the person from the Global Address List when you follow the instructions at: http://oit.nd.edu/exchange/viewcalendar.shtml

Entourage users: Make sure you follow the steps published on the web at: http://oit.nd.edu/exchange/viewcalendar.shtml

DAY EVENTS IN ENTOURAGE MAY BE OFF BY ONE DAY
Some Entourage users have reported that some of their day events are showing up one day earlier than they should be. The cause of this seems to be a left-over issue from the Indiana timezone change. To fix these issues, the person who created those events will need to adjust the timezone and days of those events by following these instructions:

Outlook users: Open the day event or the series of day events, and click the Time Zones button to adjust the Time Zone to Eastern Time (US & Canada). Then adjust the day(s) appropriately.

Entourage users: Open the day event or the series of day events, and go to the Event menu, choose Time Zone, and select (GMT -05:00) Eastern Time (US & Canada). Then adjust the day(s) appropriately.

WANT TO SCHEDULE MEETINGS ON SOMETHING OTHER THAN THE HALF-HOUR?
By default, Outlook and Entourage schedule meetings start on the hour or the half-hour, and obviously, some of us need a little more flexibility. You can schedule meetings at any time you want by following these instructions:

Outlook users: While you have a meeting open, you can type whatever time you want into the start and end time fields, instead of choosing times from the drop-down menus.

Entourage users: Whlie you have a meeting open, you can adjust the start and end times by using the up and down arrows in those fields.

QUESTIONS?
Many questions can be answered by reviewing the information found on the OIT Exchange web site at http://oit.nd.edu/exchange. The OIT has also created Quick Reference Guides that will walk you through these types of questions, as well as many other common calendaring functions. Quick reference guides are available for Outlook 2007, Outlook 2003, Entourage 2008, OWA with IE, and OWA with other web browsers, and you can find them all at: http://oit.nd.edu/exchange/training.shtml#qrg

Don't forget! You can still register for hands-on training by visiting http://endeavor.nd.edu. Courses are available for Outlook and Entourage, as well as for people who act as a delegate for others or those who do not. Information how how to register for classes can be found at http://hr.nd.edu/prodevelopment/Endeavor.shtml If you have questions about training, please contact training@nd.edu or call 1-7227.

If you need further assistance, please contact your departmental IT support staff or the OIT Help Desk at 574-631-8111 or oithelp@nd.edu.