NSIT: Computing, Networks & Phones

Outlook 2003 & 2007 Tips for xMail

Click on one of the below to skip right to the information, or just scroll down to see all the tips!

• Accepting an appointment
• Scheduling a Resource
• Sharing your calendar
• Setting appointments as Private
• Opening a shared calendar
• Deleting Meetings

Accepting an appointment

To correctly accept an appointment when it is received in your inbox, you MUST click the accept button in the email message. The appointment will not show on your calendar until you click Accept. Of course, you may also click Tentative or Decline.

Scheduling a Resource

To correctly schedule a resource, you must use the Resource field. While in the scheduling tab:

1. click on Add Others → Add From Address Book.
2. Under Show Names from the: select U of C Resources.
3. Select your resource.
4. Click on the Resources → button near the bottom of the screen.
5. Click OK.

Schedule the remainder of the meeting as usual and the resource should be correctly booked.

Sharing your calendar

1. Switch to the Calendar screen.
2. Under My Calendars right click on your calendar and select Sharing.
3. If you wish for EVERYONE to be able to view your calendar, select Default.
4. Set the Permission Level: to Reviewer.
5. Add any other users and permissions as needed.
6. Click OK.

This will allow all users of the calendar system to view appointments on your calendar except for those that you have marked as Private.

Setting appointments as Private

For Outlook 2003:

1. While in the appointment screen, switch to the appointment tab, then do as follows:
   • Outlook 2003: check the box marked Private in the lower right hand corner of the screen.
   • Outlook 2007: click the button labeled "Private" in the toolbar near the top of the appointment window.
2. Click on Save and Close.

If this is selected, users will only see the times of the meeting with the description as Private Appointment.

Opening a shared calendar

1. Switch to the Calendar screen.
2. Click on Open a Shared Calendar.
3. Type in either the part of the name or CNetID of the user. You may also click on Name to search for and select a user from the Global Address Book.
4. Click OK.

Deleting Meetings

If you delete a meeting from your own calendar that has attendee's, Outlook will say:

The attendees have not been notified that this meeting subject of meeting has been canceled. Choose one of the following:

• Send cancellation and delete meeting
• Delete without sending a cancellation

The one that is chosen makes a huge difference in the way that the appointment is handled:

1. Send a cancellation and delete meeting:
   • If this one is chosen, the recipient gets a cancellation request. The tricky part is that they have to open the message and click on Remove from Calendar or it will never get removed from their calendar.
2. Delete without sending a cancellation:
   • If this one is chosen, the meeting is deleted ONLY from the organizer's calendar. The attendees never know that the meeting is cancelled and it will stay on their calendar.

Last updated: 10/24/07

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