Figure images/calstrip.png [Image showing star screen. Calendar is chosen and 'sharing' from its drop-down menu]
You can use Entourage Web Services not only to access email, but also to use an online calendar that you can access from any Exchange client and that you can give other people access to, and to share contacts, tasks, files and folders with your colleagues. This guide will explain how you transfer events from your existing Entourage calendar on your local computer into the online calendar, how to share your calendar with your colleagues, how to schedule a meeting using Entourage, and how to synchronise Entourage with the Nexus server to ensure your information is always up-to-date and correct.
The following sections assume you have already successfully configured Entourage Web Services to access Oxford Nexus (the Oxford University Exchange server).
1. Sharing Calendars
Using Entourage Web Services with an Exchange account such as Nexus enables you to share your online calendar with colleagues within the University.
Figure images/sharing1.jpg [Image showing how 'sharing' is selected from the Calendar section in Nexus]
Folder Propertieswindow opens. Make sure the
Permissionstab is chosen and click on the
Figure images/sharing2.jpg [Folder Properties window with Permissions tab highlighted]
Select Userwindow opens. This will permit you to find the user you want to share your calendar with. Enter the user's name in the search box near the top left of the window and click the
Findbutton and select the correct user from the list of suggestions.
Figure images/selectuser-single.png [Select User window with one name in list]
Permissionswindow. You must now assign specific permissions to this user. To do so, select their name and click on the
Permission Leveldrop-down menu.
Figure images/sharing4.jpg ['Permissions' in Folder Properties where user's permission is 'none']
Nonediting Authorwill allow the other person to see the calendar itself as well as individual events and to create new events, but not to edit existing events.
Figure images/sharing5.jpg [Permissions window with permission level drop-down box. 'Nonediting author' selected]
Nonediting Authorwas selected and you can see in the screenshot below that
Folder Visibleare now ticked. Click
OKto complete the process.
Figure images/sharing7.jpg [Permissions window with permission level changed to Nonediting Author]
Private calendar events: Some clients do not fully support private items and your private items may be revealed to those you share your calendar with. Please see the "How private are my private calendar entries?" entry in the Nexus FAQ for more details.
2. Opening Other User's Calendars
As well as being able to share your calendar with colleagues within the University it is also possible for you to open another user's calendar.
Figure images/openotherusersfolder.png [A screen where you specify that you want to open another user's calendar.]
To view the calendar belonging to a colleague, choose
[File/Open Other User's Folder...] on
the Entourage menu.
Figure images/finduser.png [A screen where you specify the name of the person whose calendar you want to view, and the type of folder (Calendar is selected).]
Click on the Find User icon next to the User input box to choose from the Global Address Book.
Figure images/selectuser2.png [A list of users who match the partial name entered.]
Type in all or part of the name of the person who has shared their contacts with you, and click
Find to search. In the resulting list, click on the correct name and then click
OK to continue.
Figure images/openotherusersfolder2.png [The user whose calendar you wish to opne.]
Choose the type of folder that you want to view, in this case
OK to finish.
You may then see the following message:
On this screen tick
Always use my response for this server and
then click the
The user's calendar should now appear on the list of folders on the left, and will be opened ready for you to view.
3. Uploading events from your local calendar
If you have previously used Entourage to keep an electronic calendar on your
computer, it is likely that it contains events you will need to transfer to the
calendar on the Exchange server. In the example below, you can see that on the left,
the Calendar that is highlighted is located in the
On My Computer folder and
therefore on your own machine rather than on the server. Under the highlighted
calendar, there is an item
Calendar Views. One of the options it offers is
Events. Click on this option.
This should bring up the events that you saw above in week view in the following
format. If you have already entered some events in your online calendar as well as
in the local Entourage Calendar, ensure
On My Computer is selected, as it is
Go to the
[Edit] menu and click on
Select all. This should highlight all events in
blue. You can then click on them and, without releasing the click, drag
them onto the calendar listed under the name you have given your Exchange account,
in the example below OUCS Nexus. The image shows the local events being dragged to
the Nexus calendar.
If you now open the calendar on the Exchange server - in the image below, this calendar is now highlighted in blue - you will see it has added the events from your local calendar.
4. Scheduling meetings
Entourage Web Services allows you to schedule meetings with colleagues. Because you can easily see when someone is free you can plan your meetings accordingly. To schedule a meeting follow the instructions below:
Figure images/selectcalendar.png [Calendar icon]
tool bar, click the
Newbutton to open the
New Event - Calendarscreen. You can also get to this screen by clicking the small arrow on the
Newbutton and selecting
Figure images/selectnew.png [New button]
New Event - Calendarscreen, filll in the details such as the subject, ie the title of the meeting, and the location and the time and date for the meeting. You can think of the time and date as being provisional at this stage, later on you will be able to check whether your attendees are available and as a result you may wish to change the meeting date and time according to availability.
Figure images/newevent.png [New Event - Calendar screen]
Invitebutton in the top menu bar (this is usually the left most button).
Figure images/invitebutton.png [Invite button]
Addbutton within this pop up window to add as many invitees as required.
Figure images/addinvitees.png [Adding invitees to the event]
New Event - Calendarscreen where you will see that the invitees have been added above the
Subject. You can now check availability for these invitees by clicking the
Schedulingtab to switch from the appointment view to the scheduling view.
Figure images/scheduling.png [Viewing availability of meeting invitees]
Endfields or by dragging the purple box within the scheduling view. Once you are happy with the time and date, press the
Send Nowbutton located on the top menu bar.
Figure images/sendnow.png [Sending invitation to attendees]
5. Where next?
If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.