You can use Outlook 2007 not only to access email, but also to use an online calendar. This has several benefits: you can access the calendar from any Exchange client, including Outlook Web Access; other Nexus users can use your free/busy information to schedule meetings with you; and you can give other people access to your calendar so they can add or update events, or just view your schedule.
This guide will explain how you transfer events from your existing Outlook 2007 calendar on your local computer into the online calendar, how to share your calendar with your colleagues, how to schedule a meeting using Outlook 2007, and how to synchronise Outlook 2007 with the Oxford Nexus (the Oxford University Exchange server) to ensure your information is always up-to-date and correct. This guide assumes you have already successfully configured Outlook 2007 to access Oxford Nexus.
If you already use the calendar function in Outlook 2007, you may want to transfer your existing calendar entries into your new Nexus calendar, so that you can access your calendar from anywhere using Outlook Web Access, or so that you can share your calendar with other Nexus users.
When you start Outlook 2007, you should be able to see both your personal
calendar (locally stored on your own machine) and the new Nexus account
calendar. You can view both calendars side by side by selecting each calendar
from under the
[My Calendars] menu. If you only have a few items in
your personal calendar you can simply drag and drop them on to the correct place
in the Nexus calendar.
Many users are likely to have many entries in their personal local calendar which will need to be transferred to the Nexus version. In order to do this you need to export your personal calendar and then import it into Nexus:
Exporting your Personal Calendar
- Click on
[File]from the top menu and select the
[Import and Export]option
- The Import and Export wizard then opens
- From the list of possible formats choose
[Export to a file]and click on
- On the Export to a file screen choose
[Personal Folder File]and click on
- On the Export Personal Folders screen navigate to the personal calendar
you wish to export and click on
- On the next screen you can choose what to call the file and where it will
Finishbutton when you have made your choices.
- Your file will now be saved to your specified location
Importing your personal calendar data into your Nexus calendar
- Click on
[Import and Export]
- Click on Import from another program or file and click on
- On the Import a file screen select Personal Folder File (.pst) and click
- On the following screen you can browse to where you have stored the file
you wish to import. Select the file and click on
- From the Import Personal Folders screen, select what you want to import
(calendar in this case) and select your Nexus mailbox as the receiving
folder. Click on
- Your calendar is now imported into your Nexus accounts calendar. You will
see entries from your personal calendar now appear in both your Outlook
Nexus calendar and your calendar on the web (https://nexus.ox.ac.uk/owa)
- Go to
[Options]to open the main
- Click on the
- On the
Calendar Optionsscreen click on the
- Tick the country name for the holidays from that country to be added
to your calendar.
OK. The countries holidays are now added to your own calendar.
- You can check that the holiday dates have been added by navigating to
a suitable date e.g. Christmas Day. You will see that the holiday name
is added to the top of the day column in your calendar.
- If you have received an email from a colleague giving you permission to
view their calendar it will look similar to:
- If you click on the
Open This Calendarbutton, your colleague's calendar is automatically opened in Outlook in a new window. You can then see their appointments.
- If you close down the window you can still see the other person's calendar
by going to the
Calendarssection. Click on the
People's Calendarsection to reveal your colleague's shared calendar.
- Click the checkbox next to the name of the shared calendar to view it.
- Under the calendars options there is a small help section. One of the
options is to
Open a Shared Calendar. Click on this link.
- A new dialogue box opens:
- If you already know the username type it into the
Namefield and press
- If you have permission to view the person's calendar it will now open up.
- If you do not know the persons username you can find then by clicking on
Namebutton. This opens up the
University Global Address List:
- Type in the name of the person and, once found, click on their name to
select them before clicking on
- You will be returned to the first name screen again and this time the
persons name is in the field and underlined:
- Click on
OK. If you have permission to view the calendar it will appear in your
Outlook calendarspage. If not, you will see a new message asking if you want to request access to this users calendar:
- If you do want to send a request, a new email opens which is partially
completed. Add your message and press
Send. Your colleague will then decide if they want to grant you access or not.
Microsoft Outlook 2007 is not designed to print multiple calendars. However, there is a Microsoft tool that can be installed should you need to print multiple calendars. Please see Printing multiple calendars using Outlook 2007 for details.
One of the great features of Outlook 2007 is the ability to schedule meetings with colleagues. You can easily see when someone is free and plan your meetings accordingly. To schedule a meeting follow the instructions below:
- Click on the Calendar option in the main lefthand menu.
- From the main
Calendar tool bar, select
Newto open the
New Appointment email.
- To the
Appointmentemail, add your recipents email addresses and set a subject for the email.
- To open the
Schedule Assistant, click the large button in the top menu. (N.B. can appear just as text if your Outlook window is small)
- You will now see the
All Attendeescolumn add in the names of the people you want to invite.
- You can quickly gauge your attendees availability for a given date by
simply selecting the date from the calendar.
- To see a more detailed view of attendees availability, select the date and
time from the drop down boxes.
- The schedule assistant suggests times when all your attendees are
available. If you select one of these times, the times are automatically
adjusted on the main view.
- If you are happy with the selected time and date, press the
Sendbutton. Your time and date are automatically added to the
Appointmentemail and sent to your colleagues. The appointment is also added to your own calendar too.
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 Help Centre for further assistance.