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

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

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

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

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

6. Free/Busy Information No information (where, who, why) other than time is displayed No information (where, who, why) other than time is displayed Allows people to see when you are free for appointments or busy 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. 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 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/calendar ing Advanced feature, not covered here, but available in documentation at http://www.rit.edu/~wwwits/services/calendar ing http://www.rit.edu/~wwwits/services/calendar ing http://www.rit.edu/~wwwits/services/calendar ing

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

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

12. Icon shortcuts Quick visual shortcuts to menu items. Quick visual shortcuts to menu items. Often quicker to learn and use Often quicker to learn and use Do not handle advanced feature typically 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’ iconon the top left of your screen.

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

15. Appointment Options Labels Labels Recurrence Recurrence All day Event All day Event Reminders Reminders Privacy Setting Privacy Setting

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

19. Selecting Resources Use GAL Resources begin with 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

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

24. Tracking

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

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