Figure images/calendar.png [Outlook2007calendar view]
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.
1. Importing events from your local calendar to the Exchange server
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.
Figure images/drag-drop.png [Dragging and dropping event from one calendar to another]
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
[File]from the top menu and select the
[Import and Export]option
Figure images/menu.png [menu listing]
Figure images/import.png [Opening screen of the wizard]
[Export to a file]and click on
Figure images/export2.png [Export to a file screen]
[Personal Folder File]and click on
Figure images/export3.png [Export to a file screen]
Figure images/export4.png [Export Personal Folders screen]
Figure images/export5.png [Save file screen]Click the
Finishbutton when you have made your choices.
Now that your data has been saved to a .pst file you need to import it back into Outlook and into your Nexus calendar. To do this:
Importing your personal calendar data into your Nexus calendar
[Import and Export]
Figure images/menu.png [Menu]
Figure images/import.png [Import export wizard]
Figure images/import2.png [Import file screen]
Figure images/import3.png [Browse to location of your file]
Figure images/export7.png [Import Personal Folders screen]
Figure images/sidebyside2.png [Personal and Nexus calendars next to each other]
2. Adding UK holidays
[Options]to open the main
Figure images/caloptions.png [menu]
Figure images/options.png [General options screen]
Calendar Optionsscreen click on the
Figure images/calendaroptions.png [Calendar options screen]
Figure images/holidays.png [Tick country name for holidays you need]
OK. The countries holidays are now added to your own calendar.
Figure images/xmasday.png [Christmas day marked in calendar]
3. Sharing your calendar with colleagues
Using Outlook 2007 with your Oxford Nexus Exchange account enables you to share your online calendar with colleagues within the University. However your colleague must be a registered Nexus user for you to share calendars. If they are using other local departmental systems or are from outside of the University please see 3.1. Sending calendars to Non-Nexus colleagues. To share your calendar with colleagues on Oxford Nexus do the following:
Calendarbutton found on the lefthand menu. This will open your calendar as shown below:
Figure images/calendar.png [Calendar default view]
My Calendars. A contextual menu appears.
Figure images/sharecaloption.png [Calendar contextual menu]
[Share Calendar]option from the menu. A new screen appears which is partially completed for you.
Figure images/sharecalrequest.png [Sharing email screen]
Request permission to view the recipient's calendar.
Sendbutton. Your request will then be emailed to your colleague.
Figure images/calrequest.png [The received email requesting shared calendar access]
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.
3.1. Sending calendars to Non-Nexus colleagues
If your colleague is not on Nexus but you still wish to send them your calendar, Outlook will let you send a static version instead. To create and send a static version do the following:
Calendarbutton in the main menu.
Figure images/menu.png [Outlook main menu]
My Calendarssection right click on the calendar you wish to send and choose
[Send via Email...]option from the menu.
Figure images/email-menu.png [Outlook calendar menu]
Send a Calendar by Emailscreen:
Figure images/email-calendar.png [Send calendar by email screen]
Send Calendar by Emailscreen you can choose a calendar from the
Date Rangedropdown list choose how much of your calendar you want to send. This can be just one day, a month or any date range you specify.
Figure images/date-range.png [Choose the date range to send]
Detaildropdown box choose how much information you want to send. The default
Availability onlyoption will often be all that is needed.
Figure images/availability.png [Outlook menu]
Show my time within my working hourscheckbox.
Advancebutton you will get several other options including the
Email Layoutoption. This is set to
Daily Scheduleby default, but can be changed to just a list of your events.
OKwhen you have set your calendar options.
Figure images/emailed-calendar.png [Compiled calendar added to your email]
After you have shared your calendar with someone else you may decide that they no longer need to be able to access it. In order to review who can see your calendar and change their permissions for it:
Change Sharing Permissions. You will now see the Calendar Properties screen:
Permissionstab, you will see a list of people allowed to view your calendar.
Figure images/change-permission.png [Changed access permissions screen]
Permissionssettings, or delete them entirely.
Figure images/change-permission2.png [Changed access permissions screen]
OKwhen you have finished to close the
Permissionsscreen. You will return to your Outlook calendar.
Please note: Having permission to see a calendar is not the same as being a delegate for that calendar. If you wish someone to act on your behalf e.g. editing your calendar or responding to emails, or if you have been asked to do this for someone else, you will need to read our information on Delegating access to email, calendar and other Nexus features.
4. Viewing another person's calendar
To view another person's calendar in Outlook 2007 you need to do the following:
Figure images/calrequest.png [The received email requesting shared calendar access]
Open This Calendarbutton, your colleague's calendar is automatically opened in Outlook in a new window. You can then see their appointments.
Calendarssection. Click on the
People's Calendarsection to reveal your colleague's shared calendar.
Figure images/other-cals.png [Other people's calendar listing]
If you have previously been given access to a calendar but have since deleted it you can regain access by:
Open a Shared Calendar. Click on this link.
Figure images/namesearch.png [Name search box]
Namefield and press
Namebutton. This opens up the
University Global Address List:
Figure images/addresslist.png [University address list]
Figure images/iantest.png [Name underlined]
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:
Figure images/no-permission.png [Message asking if you want to request calendar access]
Send. Your colleague will then decide if they want to grant you access or not.
4.1. Printing Calendars
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.
5. Schedule meetings
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:
Figure images/calendar.png [Menu]
Calendar tool bar, select
Newto open the
New Appointment email.
Figure images/new-button.png [New button]
Appointmentemail, add your recipents email addresses and set a subject for the email.
Figure images/appointment-screen.png [Appointment email screen]
Schedule Assistant, click the large button in the top menu. (N.B. can appear just as text if your Outlook window is small)
Figure images/schedulebutton.png [Schedule Assistant button]
Figure images/schedule-assistant.png [Schedule Assistant screen]
All Attendeescolumn add in the names of the people you want to invite.
Figure images/add-attendees.png [Adding invitees]
Figure images/calendar-view.png [Calendar]
Figure images/schedule-dropdown-dates.png [Drop down boxes]
Figure images/free-times.png [People availability suggestions]
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.
6. 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 Help Centre for further assistance.