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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

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introduction to microsoft exchange calendar

Introduction to Microsoft Exchange Calendar

Presented by Jason Polito


  • 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
  • An Exchange Account
  • Microsoft Outlook 2000/2002/2003 client
    • Outlook 2003 used for this course
outlook web access owa
Outlook Web Access (OWA)
  • If you do not have Office or a PC
  • Web version of Outlook Client
  • Access at
global address list gal
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
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
Delegate Access
  • Used if you need special access to another’s calendar
  • Advanced feature, not covered here, but available in documentation at
setup account
Setup Account
  • Log into Main as yourself
  • Start->Control Panel->Mail
  • Exchange setup
  • Launch Outlook
main outlook screen
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
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
  • Organized across the top
  • Use pull down/expanding menus schema
  • Often hard to navigate quickly
icon shortcuts
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
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
Appointment Tab
  • Two tabs - Appointment and Scheduling
  • From Appointment
    • Subject
    • Location
    • Start and End Times
    • Reminders
    • Notes section
appointment options
Appointment Options
  • Labels
  • Recurrence
  • All day Event
  • Reminders
  • Privacy Setting
scheduling tab
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
Schedule Individuals or Groups
  • Same method as resources
  • Use the GAL
  • Use the “Required” or “Optional” button to add
  • Best if available in the GAL
  • Contact ITS HelpDesk for new groups
    • 475-4357
    • 475-2810 TTY
selecting resources
Selecting Resources
  • Use GAL
  • Resources begin with RES
    • Helps organize resources in the GAL
  • Add using the “Resources” button
resource confirmation
Resource Confirmation
  • Notice icon colors
  • The blue bar represents free/busy information
scheduled appt tab
Scheduled Appt. Tab
  • Notice the icon.
  • It is blue for Optional
  • It is red for Required
delete an appointment
Delete an Appointment
  • Simply right click on appointment and select delete


  • 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