Introduction to Microsoft Exchange Calendar

1. Introduction to Microsoft Exchange Calendar Presented by Jason Polito 5/11/04

2. Objectives Navigate Calendar effectively Gain an understanding of the Global Address List or (GAL) Gain an understanding of the Free/Busy concept Create new appointments with Individuals Resources such as conference rooms, projectors, etc. Groups Track and Manage Appointments

3. Requirements An Exchange Account Microsoft Outlook 2000/2002/2003 client Outlook 2003 used for this course

4. Outlook Web Access (OWA) If you do not have Office or a PC Web version of Outlook Client Access at http://mymail.rit.edu

5. Global Address List (GAL) Contains a list of all RIT e-mail accounts Serves a similar role as LDAP Organized by First & Last Name Should be set as the default address book if using Calendar, this will allow you to see� Students/Faculty/Staff and Department accountsStudents/Faculty/Staff and Department accounts

6. Free/Busy Information No information (where, who, why) other than time is displayed Allows people to see when you are free for appointments or busy By default a new appointment shows as tentative on an invitee�s calendar until it is accepted or refused.

7. Delegate Access Used if you need special access to another�s calendar Advanced feature, not covered here, but available in documentation at http://www.rit.edu/~wwwits/services/calendaring Want to use this if schedule for other people as in an Executive Assistant roleWant to use this if schedule for other people as in an Executive Assistant role

8. Setup Account Log into Main as yourself Start->Control Panel->Mail Exchange setup Launch Outlook Done in class. Chris Butler can set so accounts cleared after class 30 computersDone in class. Chris Butler can set so accounts cleared after class 30 computers

9. Main Outlook Screen The mail inbox is the default folder for most people From here you see a list of available folders Select the folder �Calendar�

10. Main Calendar Screen You should now see the main Calendar page Default view is for one day View can be changed by using top menus or icons

11. Menus Organized across the top Use pull down/expanding menus schema Often hard to navigate quickly

12. Icon shortcuts Quick visual shortcuts to menu items. Often quicker to learn and use Do not handle advanced feature typically

13. To Schedule a New Appointment Select File->New-> Appointment as shown to the left. Or use the �New� icon on the top left of your screen. User can also utilize icon short cuts across the top Known as contextual menu, will change as you switch folders. User can also utilize icon short cuts across the top Known as contextual menu, will change as you switch folders.

14. Appointment Tab Two tabs - Appointment and Scheduling From Appointment Subject Location Start and End Times Reminders Notes section

15. Appointment Options Labels Recurrence All day Event Reminders Privacy Setting Labels - Allow you to color code appointments based on content Recurrence - Excellent for scheduling weekly, monthly events All day Event - Shows at top, does not block off calendar Reminders - Will popup at assigned intervals Privacy Setting - Will hide the appointment from free/busy information Labels - Allow you to color code appointments based on content Recurrence - Excellent for scheduling weekly, monthly events All day Event - Shows at top, does not block off calendar Reminders - Will popup at assigned intervals Privacy Setting - Will hide the appointment from free/busy information

16. Scheduling Tab Add people and resources from here Need to access from the Global Address List, also known as the GAL Use lower left button, �Add Others�

17. Schedule Individuals or Groups Same method as resources Use the GAL Use the �Required� or �Optional� button to add

18. Groups Best if available in the GAL Contact ITS HelpDesk for new groups 475-4357 475-2810 TTY helpdesk@rit.edu

19. Selecting Resources Use GAL Resources begin with RES Helps organize resources in the GAL Add using the �Resources� button Make sure you are using the GAL Resources begin with the three letters RES Helps organize resources in the GAL Add using the �Resources� buttonMake sure you are using the GAL Resources begin with the three letters RES Helps organize resources in the GAL Add using the �Resources� button

20. Resource Confirmation Notice icon colors The blue bar represents free/busy information Free/busy shows people times you are or are not available without giving them access to your calendarFree/busy shows people times you are or are not available without giving them access to your calendar

21. Scheduled Appt. Tab Notice the icon. It is blue for Optional It is red for Required

22. Check Appointment Status

23. Checking Status of Attendees Notice that there is a new tab, �Tracking� Select this tab.Notice that there is a new tab, �Tracking� Select this tab.

24. Tracking Quick visual as to who has and has not accepted. That�s it in a nutshell!Quick visual as to who has and has not accepted. That�s it in a nutshell!

25. Delete an Appointment Simply right click on appointment and select delete -OR- Select Appointment and press the �delete� key Users will receive an e-mail informing them of the cancellation

26. Q & A Any questions or comments? Thank you for coming! More information is available from your System Administrator or the ITS Help Desk