Figure images/Calendar.png [Screenshot of Outlook 03 in calendar view mode, on view by week setting]
You can use Outlook 2003 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 can import events from your existing Outlook 2003 calendar on your local computer into the online calendar, how to share your calendar with your colleagues and view their shared calendars, and how to use Free/Busy information to help schedule a meeting with other Nexus users. It assumes you have already successfully configured Outlook 2003 to access Oxford Nexus.
1. Transferring events from your local calendar to the Exchange server
If you already use the calendar function in Outlook 2003, 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.
The way to do this depends on the way that you have set up Outlook: If your existing calendar items are stored within the same Outlook Profile that you are using to access Nexus, follow the instructions below to move your existing calendar entries. If you are using a new Outlook Profile to connect to Nexus (for example, because you already connect to another Exchange Server), you will need to export your calendar to a file.
1.1. Move events between calendars
Figure images/CalendarPreTransfer.png [Shows two calendars side-by-side, in Week view. The left-hand calendar contains some events, whilst the right-hand calendar, the one stored on Nexus, is empty]
[View/Arrange by/Current View/By Category]on the Outlook menu:
Figure images/ViewMenu.png [Shows the menu sequence needed to view by category]You will now see your calendar items in a list:
Figure images/ListView.png [A list of calendar events]If your list is empty, you have the wrong calendar selected. Choose the correct calendar from the list of calendars at the top left, and change the view again.
<Ctrl-A>on your keyboard to select all the events:
Figure images/SelectAll.png [All the events are highlighted to show they are selected]
Calendar in Mailbox - Your Name). Your current calendar will now be empty:
Figure images/EmptyList.png [Having moved all your items, the current calendar is now empty]Click on the name of your Nexus calendar to see your events, transferred to the Nexus system. You may need to click
[View/Arrange By/Current View/"Day/Week/Month"]to get back to the normal calendar view:
Figure images/Transferred.png [The Nexus calendar now shows your events, and your old calendar is empty]
1.2. Export existing calendar and import to Nexus
Figure images/ChooseProfile.png [Choose Profile screen with "Outlook" (normally the name of the first profile created for Outlook) selected][If Outlook automatically logs in with the wrong Profile you will need to close Outlook, go to Windows Control Panel, double click Mail, click
Show Profiles, and select
Prompt for a profile to be used.]
[File/Import and Export...]from the Outlook menu.
Export to a fileand click
Figure images/Export.png [List of import/export options with "Export to a file" selected]
Personal Folder File (.pst)and click
Figure images/PST.png [A list of file types that Outlook can export to, with Personal Folder File selected]
Include subfolders, then click
Figure images/SelectCal.png [Mail folder tree with the calendar selected]
Browse...to choose a place for the exported file, where you will be able to find it easily, perhaps on your desktop. Give the file a suitable name and click
OKto return to the Export Wizard. Click
Figure images/SaveAs.png [The location for the exported file, and duplication options][Note that since you are creating a new file, there will be no duplicate items so you can ignore the options relating to these].
Figure images/Encryption.png [Allows you to change encryption settings and set a password for the export file]Click
OKto complete the export process.
[File/Import and Export...]from the Outlook menu. Select
Import from another program or fileand click
Figure images/ImportWiz1.png [Import and Export options with Import from another program or file selected]
Personal Folder File (.pst)and click
Figure images/ImportWiz2.png [List of file types that can be imported, with Personal Folder File selected]
Browseand navigate to the file you just exported. Select the file and then click
Opento return to the import Wizard:
Figure images/ImportWiz3.png [Import Wizard screen filled in with the file name and duplicates options]You can now choose what to do if any items in the exported file already exist in your Nexus calendar: replace them with the entries in the exported file, allow duplicates to be imported into your Nexus calendar, or do not import duplicates, just keeping the Nexus version of duplicated items. Then click
Calendarand select your Nexus mailbox to import into, then click
Finishto complete the import:
Figure images/ImportWiz4.png [A list of folders available within the imported file, and option to choose the destination mailbox]
2. Sharing calendars
Using Outlook 2003 with your Nexus Exchange account enables you to share your online calendar with colleagues within the University, and view calendars that others share with you.
Calendarbutton found in the Navigation bar on the left (or press
<Ctrl-2>). This will open your calendar as shown below:
Figure images/Calendar.png [Calendar view by week with some events]
My Calendars. This will be in the format
Calendar in Mailbox - Your Name. Choose
[Sharing]from the resulting menu
Figure images/CalProperties.png [Calendar Properties screen with Permissions tab selected]
Addto open the Add Users screen, and type in the beginning of the name of the person you want to share with, to find them in the list:
Figure images/AddSharer.png [A list of names from the global address list]Click on the name of the person you want to share with, and then click
Add. You can add more than one person at once if you wish. Then click
Figure images/AddedSharer.png [Calendar Properties screen with new user added]However, they do not have permission to access your calendar at this stage.
Permission Level, or create a custom access level by selecting from the options below. To allow someone to view but not change your calendar, choose the Permission level
Figure images/PermissionsAdded.png [In this example the user has been given Reviewer permission which allows them to see the calendar folder, and read the items within it, but not to add, edit or delete items]Click
OKto confirm your changes.
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. Viewing a shared calendar
Open a Shared Calendar...
Figure images/CalendarLink.png [Calendar view showing the location of the "Open a Shared Calendar" link]
Name...to choose the Nexus user whose calendar you want to open:
Figure images/Open.png [Dialog box to enter the name of the user]
Figure images/ChooseCal.png [List of Nexus users to choose from]Click
Other Calendarsin the Navigation Pane. Click on it to view it alongside your own:
Figure images/ViewBoth.png [Viewing two calendars side-by-side]
4. Scheduling meetings using Outlook 2003
One of the great features of Nexus which can be accessed through Outlook 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:
New(at the top of the screen), or double-click in your calendar. This will open up the Appointment screen. Here you can specify
Out of Officefor the duration of the event. For example, if you are entering the date of your holiday, you might want to choose
Out of Office; for someone's birthday you might choose
Free; for an uncofirmed meeting
Tentative; or for an appointment,
Busy. These labels will help others to schedule meetings with you at mutually convenient times.
Figure images/NewAppt.png [An example appointment]
Invite Attendeesbutton in the toolbar at the top. Now an extra field appears above the subject line, labelled
To.... Add attendees in the same way as you would for an email message, either by typing in their address or by clicking on the
Tobutton and choosing people from the address book:
Figure images/Appointment.png [Now the appointment has two recipients in the To field. Otherwise it looks the same]
Schedulingtab. Each participant is listed, including yourself. Items in their calendars are marked as either Busy (full blue bar), Tentative (striped blue bar), or Out of Office (purple bar). If there is no information for a participant (e.g. not a Nexus user), their bar appears white with diagonal black stripes. You can scroll and click in the calendar to choose a date/time, or use the boxes below the calendar. Alternatively Outlook will pick the next available time if you click the
Figure images/Scheduling.png [Calendar availability for the event organiser plus two attendees ]
Sendto send an email inviting your participants to the event. It will be added to your own calendar as well.
Send Updateto inform the other participants.
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.