introduction to microsoft exchange calendar presented by jason polito 5/11/04
TRANSCRIPT
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Introduction to Introduction to Microsoft Microsoft Exchange Exchange CalendarCalendarPresented by Jason PolitoPresented by Jason Polito
5/11/045/11/04
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ObjectivesObjectives
Navigate Calendar effectivelyNavigate Calendar effectively Gain an understanding of the Global Address Gain an understanding of the Global Address
List or (GAL)List or (GAL) Gain an understanding of the Free/Busy Gain an understanding of the Free/Busy
conceptconcept Create new appointments withCreate new appointments with
IndividualsIndividuals Resources such as conference rooms, projectors, Resources such as conference rooms, projectors,
etc.etc. GroupsGroups
Track and Manage AppointmentsTrack and Manage Appointments
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RequirementsRequirements
An Exchange AccountAn Exchange Account
Microsoft Outlook 2000/2002/2003 Microsoft Outlook 2000/2002/2003 clientclient Outlook 2003 used for this courseOutlook 2003 used for this course
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Outlook Web Access Outlook Web Access (OWA)(OWA)
If you do not have Office or a PCIf you do not have Office or a PC
Web version of Outlook ClientWeb version of Outlook Client
Access at Access at http://mymail.rit.eduhttp://mymail.rit.edu
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Global Address List Global Address List (GAL)(GAL)
Contains a list of all RIT e-mail Contains a list of all RIT e-mail accountsaccounts
Serves a similar role as LDAPServes a similar role as LDAP Organized by First & Last NameOrganized by First & Last Name Should be set as the default address Should be set as the default address
book if using Calendar, this will book if using Calendar, this will allow you to see…allow you to see…
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Free/Busy InformationFree/Busy Information
No information (where, who, why) No information (where, who, why) other than time is displayed other than time is displayed
Allows people to see when you are Allows people to see when you are freefree for appointments or for appointments or busybusy
By default a new appointment shows By default a new appointment shows as tentative on an invitee’s calendar as tentative on an invitee’s calendar until it is accepted or refused.until it is accepted or refused.
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Delegate AccessDelegate Access
Used if you need special access to Used if you need special access to another’s calendaranother’s calendar
Advanced feature, not covered here, Advanced feature, not covered here, but available in documentation at but available in documentation at http://www.rit.edu/~wwwits/serviceshttp://www.rit.edu/~wwwits/services/calendaring/calendaring
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Setup AccountSetup Account
Log into Main as yourselfLog into Main as yourself
Start->Control Panel->MailStart->Control Panel->Mail
Exchange setupExchange setup
Launch OutlookLaunch Outlook
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Main Outlook ScreenMain Outlook Screen
The mail inbox is The mail inbox is the default folder the default folder for most peoplefor most people
From here you see From here you see a list of available a list of available foldersfolders
Select the folder Select the folder “Calendar”“Calendar”
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Main Calendar ScreenMain Calendar Screen
You should now see the main Calendar pageYou should now see the main Calendar page Default view is for one dayDefault view is for one day View can be changed by using top menus or View can be changed by using top menus or
iconsicons
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MenusMenus
Organized across the topOrganized across the top
Use pull down/expanding menus Use pull down/expanding menus schemaschema
Often hard to navigate quicklyOften hard to navigate quickly
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Icon shortcutsIcon shortcuts
Quick visual shortcuts to menu Quick visual shortcuts to menu items.items.
Often quicker to learn and useOften quicker to learn and use
Do not handle advanced feature Do not handle advanced feature typicallytypically
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To Schedule a New To Schedule a New AppointmentAppointment
Select File->New-> Appointment as shown to the left.Select File->New-> Appointment as shown to the left. Or use the ‘New’ iconOr use the ‘New’ icon on the top left of your on the top left of your
screen.screen.
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Appointment TabAppointment Tab
Two tabs - Two tabs - Appointment and Appointment and SchedulingScheduling
From AppointmentFrom Appointment SubjectSubject LocationLocation Start and End Start and End
TimesTimes RemindersReminders Notes sectionNotes section
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Appointment OptionsAppointment Options LabelsLabels
RecurrenceRecurrence
All day EventAll day Event
RemindersReminders
Privacy SettingPrivacy Setting
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Scheduling TabScheduling Tab
Add people and Add people and resources from hereresources from here
Need to access Need to access from the Global from the Global Address List, also Address List, also known as the GALknown as the GAL
Use lower left Use lower left button, “Add button, “Add Others”Others”
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Schedule Individuals or Schedule Individuals or GroupsGroups
Same method as Same method as resourcesresources
Use the GALUse the GAL Use the Use the
“Required” or “Required” or “Optional” button “Optional” button to addto add
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GroupsGroups
Best if available in the GALBest if available in the GAL
Contact ITS HelpDesk for new groupsContact ITS HelpDesk for new groups 475-4357475-4357
475-2810 TTY475-2810 TTY
[email protected]@rit.edu
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Selecting ResourcesSelecting Resources
Use GALUse GAL Resources begin Resources begin
with RESwith RES Helps organize Helps organize
resources in the resources in the GALGAL
Add using the Add using the “Resources” “Resources” buttonbutton
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Resource ConfirmationResource Confirmation
Notice icon colorsNotice icon colors
The blue bar The blue bar represents represents free/busy free/busy informationinformation
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Scheduled Appt. TabScheduled Appt. Tab
Notice the icon. Notice the icon.
It is blue for It is blue for OptionalOptional
It is red for It is red for RequiredRequired
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Check Appointment Check Appointment StatusStatus
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Checking Status of Checking Status of AttendeesAttendees
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TrackingTracking
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Delete an AppointmentDelete an Appointment
Simply right click on appointment Simply right click on appointment and select deleteand select delete
-OR--OR-
Select Appointment and press the Select Appointment and press the “delete” key“delete” key
Users will receive an e-mail Users will receive an e-mail informing them of the cancellationinforming them of the cancellation
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Q & AQ & A
Any questions or comments?Any questions or comments?
Thank you for coming!Thank you for coming!
More information is available from More information is available from your System Administrator or the your System Administrator or the ITS Help DeskITS Help Desk