Introduction to Microsoft Exchange Calendar

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

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

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

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

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…

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.

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

Setup Account • Log into Main as yourself • Start->Control Panel->Mail • Exchange setup • Launch Outlook

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”

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

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

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

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.

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

Appointment Options • Labels • Recurrence • All day Event • Reminders • Privacy Setting

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”

Schedule Individuals or Groups • Same method as resources • Use the GAL • Use the “Required” or “Optional” button to add

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

Selecting Resources • Use GAL • Resources begin with RES • Helps organize resources in the GAL • Add using the “Resources” button

Resource Confirmation • Notice icon colors • The blue bar represents free/busy information

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

Check Appointment Status

Checking Status of Attendees

Tracking

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

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

Introduction to Microsoft Exchange Calendar