April 27, 2006
FAQ: When I view my calendar with Outlook Web Access, I don't see my appointments, but they are visible when I'm in Outlook

If your Exchange account is configured to store messages, calendar items, contacts, etc. in your Personal Folders (.pst file), then you will only be able to view your appointments when using the Outlook client on your main computer. Personal Folder data is stored on your hard drive. In order to view your calendar data from both Outlook and Outlook Web Access (OWA), you need to store your data (calendar items, messages, etc) on the Exchange server.

To change your account configuration to the Exchange server from Personal folders, open Outlook. In the Tools menu, select E-mail Accounts. Click Next. Under "Deliver new e-mail to the following location": Select Mailbox-yourname... Click Finish

Note: This change only affects future information you receive and appointments you enter. Any calendar items, messages, etc. that are already stored in Personal Folders will still be in your Personal Folders unless you move them to your Exchange mailbox.

Posted by dcoates at 04:34 PM
FAQ: I'm scheduling a meeting for others. Can I remove myself as an attendee?

Yes. When you delete the message, you will be asked if you want to send a cancellation and delete the meeting or if you just want to delete it from your calendar.

Posted by dcoates at 04:32 PM
April 26, 2006
FAQ: What happens if I have a "tentative" appointment on my calendar and I delete the email notification without accepting the appointment?

If you delete the email notification before you accept a "tentative" meeting, you will also delete the meeting from your calendar as well as any agenda or meeting materials originally sent with the meeting request.

Posted by dcoates at 03:30 PM
FAQ: Can people invited to a meeting see who has accepted, declined, etc.?

No. Only the organizer of the meetng will see the 'Tracking' button, which allows you to see who as accepted, declined, etc.

Posted by dcoates at 01:29 PM
April 20, 2006
FAQ: When a person leaves ISUE and their Exchange account is deleted, what happens to any meetings they've scheduled?

When an Exchange account is deleted (generally this happens when the person leaves ISU), meetings they have organized will not be deleted from attendees calendars.

Posted by dcoates at 10:38 AM
FAQ: How do I view someone's Free/Busy times?

To view someone's free/busy times, you can either:

  • Open a New appointment. Click on the Schedule tab and add the person whose free/busy times you want to view.

Or, you can...

  • Create a Group View (From the Actions menu, click 'View Group Schedules'. Click 'New'.)
  • Add the person or persons to the Group View and click 'View Group Schedule' whenever you want to view the group calendar. This will show you their free/busy schedule.
Posted by dcoates at 10:30 AM
FAQ: In Outlook Web Access, can I delete one meeting in a group of recurring meetings?

Open the event that you want to delete. Select 'Open the Occurence'. Click 'OK'.

Click Delete (X).

Posted by dcoates at 10:28 AM
April 17, 2006
FAQ: When I invite someone to a meeting, how does it appear on their calendar?

If the person's Outlook is configured to display the Reading Pane, and they preview the notification, it will appear as 'Tentative' on their calendar. If the Reading Pane is turned off, but they open the meeting notification, then the meeting will appear on their calendar as 'Tentative' even if they have not yet accepted the meeting.

Posted by dcoates at 01:15 PM
FAQ: Once I've created a recurring appointment is there an option to add one additional date?

No. You can't add a single additional date to a recurring appointment. You can copy the information from your existing recurring appointment to a new one, however.

Posted by dcoates at 12:58 PM
Updates and signatures

For those of you with Windows XP and Outlook 2003, there have been several automatic updates in the last week or two. One of the consequences of the updates (for whatever reason) was to turn off automatic signatures for many Outlook users. To reset Outlook so that it automatically includes your signature again, you can do the following:

Select Tools--Options from the Menu bar. This will open a new window. Select the Mail Format tab. Under Signatures, you should see 'Signature for new messages' and 'Signature for replies and forwards.' Select the drop-down arrow for each of these options and select the signature you want to include in each message. If you want to edit or add signatures, click on the Signatures... button.

Posted by dcoates at 08:53 AM
April 11, 2006
FAQ: Someone has given me permission to see their calendar, but I don't see it in the list in Calendar mode

To see a shared calendar for the first time, you need to scroll to the bottom of the 'My Calendars' list, select 'Open a Shared Calendar' and enter the name (last name, first name) of the person whose calendar you want to view. Or, you can click on 'Name...' and browse to the person’s name. Once you've selected a shared calendar the first time, it should appear in your 'My Calendars' list until you delete it (right-click on the calendar name and select 'Delete')

Posted by dcoates at 10:52 AM
FAQ: What is a recurring appointment?

You can create recurring appointments whenever you have regularly scheduled meetings (monthly staff meeting; a meeting every Wednesday night for six weeks, etc.).

To schedule a recurring appointment, create an appointment for the first meeting time, click on 'Recurrence.' Outlook will use your initial appointment as a start date. Set the end date by specifying a date for the recurring appointments to end or a number of occurrences for this recurring appointment. You can also specify no end date. If the meeting will occur on more than one day of the week, click on the days the meeting/appointment will occur.

Posted by dcoates at 10:46 AM
April 10, 2006
FAQ: Can I open multiple calendars at once?

Yes. Calendars can be displayed side by side. Microsoft recommends no more than 10 for optimal viewing. These need to be calendars that you either have permission to view (shared calendars) or additional calendars of your own.

You can click in the checkbox beside the calendar in Calendar mode or select 'Open a Shared Calendar' and then click the checkbox.

To see a calendar in its own window, right-click on the calendar you want to see and select 'Open in a New Window.'

Posted by dcoates at 11:58 AM
FAQ: Do I have to accept a meeting for it to appear on my calendar?

If you preview messages in the Reading Pane or if you have the Reading Pane turned off, but you open the meeting notification (even if you haven't accepted or declined yet), then the meeting will appear on your calendar as Tentative.

In Outlook 2003, you can also choose to auto-accept meetings. To do this, select Tools | Options | Preferences. Click on the 'Calendar Options' button. Click on the Resource scheduling button. Check the box for 'Automatically accept meetings and process cancellations.' Meetings will only be auto-accepted when Outlook is running (this means they will not ibe auto-accepted f you are accessing your calendar via Outlook Web Access).

Posted by dcoates at 11:56 AM