Introduction to Introduction to Microsoft Microsoft Exchange Exchange CalendarCalendarPresented by Jason PolitoPresented by Jason Polito

5/11/045/11/04

ObjectivesObjectives

Navigate Calendar effectivelyNavigate Calendar effectively Gain an understanding of the Global Address Gain an understanding of the Global Address

List or (GAL)List or (GAL) Gain an understanding of the Free/Busy Gain an understanding of the Free/Busy

conceptconcept Create new appointments withCreate new appointments with

IndividualsIndividuals Resources such as conference rooms, projectors, Resources such as conference rooms, projectors,

etc.etc. GroupsGroups

Track and Manage AppointmentsTrack and Manage Appointments

RequirementsRequirements

An Exchange AccountAn Exchange Account

Microsoft Outlook 2000/2002/2003 Microsoft Outlook 2000/2002/2003 clientclient Outlook 2003 used for this courseOutlook 2003 used for this course

Outlook Web Access Outlook Web Access (OWA)(OWA)

If you do not have Office or a PCIf you do not have Office or a PC

Web version of Outlook ClientWeb version of Outlook Client

Access at Access at http://mymail.rit.eduhttp://mymail.rit.edu

Global Address List Global Address List (GAL)(GAL)

Contains a list of all RIT e-mail Contains a list of all RIT e-mail accountsaccounts

Serves a similar role as LDAPServes a similar role as LDAP Organized by First & Last NameOrganized by First & Last Name Should be set as the default address Should be set as the default address

book if using Calendar, this will book if using Calendar, this will allow you to see…allow you to see…

Free/Busy InformationFree/Busy Information

No information (where, who, why) No information (where, who, why) other than time is displayed other than time is displayed

Allows people to see when you are Allows people to see when you are freefree for appointments or for appointments or busybusy

By default a new appointment shows By default a new appointment shows as tentative on an invitee’s calendar as tentative on an invitee’s calendar until it is accepted or refused.until it is accepted or refused.

Delegate AccessDelegate Access

Used if you need special access to Used if you need special access to another’s calendaranother’s calendar

Advanced feature, not covered here, Advanced feature, not covered here, but available in documentation at but available in documentation at http://www.rit.edu/~wwwits/serviceshttp://www.rit.edu/~wwwits/services/calendaring/calendaring

Setup AccountSetup Account

Log into Main as yourselfLog into Main as yourself

Start->Control Panel->MailStart->Control Panel->Mail

Exchange setupExchange setup

Launch OutlookLaunch Outlook

Main Outlook ScreenMain Outlook Screen

The mail inbox is The mail inbox is the default folder the default folder for most peoplefor most people

From here you see From here you see a list of available a list of available foldersfolders

Select the folder Select the folder “Calendar”“Calendar”

Main Calendar ScreenMain Calendar Screen

You should now see the main Calendar pageYou should now see the main Calendar page Default view is for one dayDefault view is for one day View can be changed by using top menus or View can be changed by using top menus or

iconsicons

MenusMenus

Organized across the topOrganized across the top

Use pull down/expanding menus Use pull down/expanding menus schemaschema

Often hard to navigate quicklyOften hard to navigate quickly

Icon shortcutsIcon shortcuts

Quick visual shortcuts to menu Quick visual shortcuts to menu items.items.

Often quicker to learn and useOften quicker to learn and use

Do not handle advanced feature Do not handle advanced feature typicallytypically

To Schedule a New To Schedule a New AppointmentAppointment

Select File->New-> Appointment as shown to the left.Select File->New-> Appointment as shown to the left. Or use the ‘New’ iconOr use the ‘New’ icon on the top left of your on the top left of your

screen.screen.

Appointment TabAppointment Tab

Two tabs - Two tabs - Appointment and Appointment and SchedulingScheduling

From AppointmentFrom Appointment SubjectSubject LocationLocation Start and End Start and End

TimesTimes RemindersReminders Notes sectionNotes section

Appointment OptionsAppointment Options LabelsLabels

RecurrenceRecurrence

All day EventAll day Event

RemindersReminders

Privacy SettingPrivacy Setting

Scheduling TabScheduling Tab

Add people and Add people and resources from hereresources from here

Need to access Need to access from the Global from the Global Address List, also Address List, also known as the GALknown as the GAL

Use lower left Use lower left button, “Add button, “Add Others”Others”

Schedule Individuals or Schedule Individuals or GroupsGroups

Same method as Same method as resourcesresources

Use the GALUse the GAL Use the Use the

“Required” or “Required” or “Optional” button “Optional” button to addto add

GroupsGroups

Best if available in the GALBest if available in the GAL

Contact ITS HelpDesk for new groupsContact ITS HelpDesk for new groups 475-4357475-4357

475-2810 TTY475-2810 TTY

helpdesk@rit.eduhelpdesk@rit.edu

Selecting ResourcesSelecting Resources

Use GALUse GAL Resources begin Resources begin

with RESwith RES Helps organize Helps organize

resources in the resources in the GALGAL

Add using the Add using the “Resources” “Resources” buttonbutton

Resource ConfirmationResource Confirmation

Notice icon colorsNotice icon colors

The blue bar The blue bar represents represents free/busy free/busy informationinformation

Scheduled Appt. TabScheduled Appt. Tab

Notice the icon. Notice the icon.

It is blue for It is blue for OptionalOptional

It is red for It is red for RequiredRequired

Check Appointment Check Appointment StatusStatus

Checking Status of Checking Status of AttendeesAttendees

TrackingTracking

Delete an AppointmentDelete an Appointment

Simply right click on appointment Simply right click on appointment and select deleteand select delete

-OR--OR-

Select Appointment and press the Select Appointment and press the “delete” key“delete” key

Users will receive an e-mail Users will receive an e-mail informing them of the cancellationinforming them of the cancellation

Q & AQ & A

Any questions or comments?Any questions or comments?

Thank you for coming!Thank you for coming!

More information is available from More information is available from your System Administrator or the your System Administrator or the ITS Help DeskITS Help Desk