Information Services – IT Services

Calendars in ConnectMail

Some of the benefits of using your ConnectMail Calendar:

  • Get automatic appointment reminders.
  • View colleagues' calendars, and / or share your own calendar.
  • Schedule and manage meetings based on availability of rooms and people.

Using the Calendar

 

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Delegate access for booking meetings or sending mail

Delegate access can only be granted in Outlook (not Outlook Web Access).

Allow another user to access your mailbox folders (Outlook 2010/2007)

Using Office 2007, click Tools (top menu) then select Options and click the Delegates tab (in the Options box).

Using Office 2010, click File, click the Account Settings button and select Delegate Access

Then follow these instructions:

  1. Click Add, select the user you want to assign delegate access to, click Add, and then click OK.
  2. For each folder you want the delegate to access (eg, Inbox, Calendar, Contacts), set the user's permissions on that folder from the options given:
    1. Reviewer: can only read items.
    2. Author: can create and read all items but cannot edit or delete.
    3. Editor: can create, read, edit, and delete all items.
      Tip: to be able to arrange meetings for you, the delegate must have editor priveleges on your Calendar folder.
      To be able to send, reply or forward mail for you, the delegate must have Editor or Author priveleges on the mailbox.
  3. If you want Outlook to send a message to the delegate outlining these permissions, tick the Automatically send a message to delegate summarizing these permissions check box.
  4. If you want the delegate to see any items that you have marked as private, tick the Delegate can see my private items check box.
  5. Click OK to return to the Options dialog box
  6. You have the option to send meeting requests and responses only to my delegate by selecting the delegate's name and ticking the checkbox below.
  7. Click OK to finish.

Access the mailbox folders of another person (that has granted you access) (Outlook 2007)

  1. Click Tools, then Account Settings.
  2. Click your Exchange Server account and then click Change.
  3. Click More Settings to open the Microsoft Exchange dialog box.
  4. Click the Advanced tab, then click Add to open the Add Mailbox dialog box.
  5. Type the owner's name and click OK.
  6. Click OK to return to the Change E-mail Account dialog box. Click Next.
  7. Click Finish to return to the Account Settings dialog box.
  8. Click Close. Outlook displays both sets of mail folders.

Send a message from the mailbox of another person (Outlook 2007)

  1. Start a new message or reply to or forward an existing message in one of the owner's message folders.
  2. Make sure the From field is displayed by choosing Options, Show From.
  3. Type the owner's name into the From field, and then fill out and send the message normally.
  4. When the recipient receives the message, the From field data has the following format: Delegate Name on behalf of Owner Name.

 

Add UK bank holidays to your Outlook calendar

Using the Outlook programme (not Outlook Web Access), you can add UK Bank Holidays to your Outlook Calendar by navigating to Tools, Options, then clicking Calendar Options. In Calendar Options click Add Holidays and tick the box next to United Kingdom.

Once you have added Bank Holidays in Outlook, they will also be visible in your calendar in Outlook Web Access

Note:  Due to the bank holiday changes for 2012, you may have noticed Outlook showing some incorrect bank holiday dates for this May/June:

  • Monday 28 May 2012 is not a UK bank holiday
  • Monday 4 and Tuesday 5 June 2012 are UK bank holidays.
You can either correct this manually, or automatically by accessing the link below (using Internet Explorer):
www.kent.ac.uk/itservices/email/connect/downloads/OUTLOOK_UK_additions.HOL

Shared calendars

On the Calendar screen, calendars you already have access to are shown under People's Calendars in the Navigation Pane. Tick the box next to a person's name to view their calendar.  

Add another person's calendar in OWA 2010
  1. On the Calendar screen, right-click on People's Calendars and choose Add Calendar.
  2. On the Add Calendar box, click name, and select the relevant person in the Address Book, then click OK.
  3. Click OK to the Add Calendar box.
Share your calendar using OWA 2010
  1. Click the blue Share label at the top of the Calendar screen and choose Share This Calendar.
  2. Fill in the details on the Sharing Invitation popup window then click the blue Send label.

To see who has access to your calendar, click the Share label, then choose Change Sharing Permissons.
Note: to give others permission to create or delete appointments, you need to use the Outlook programme.

Add another person's calendar in Outlook 2007
  1. On the Calendar screen, select Open a Shared Calendar... from the left-hand Navigation Pane.
  2. Click Name... on the popup, to select the relevant person, then click OK until both popups have closed.
Share your calendar using Outlook 2007
  1. Click the Calendar button from the bottom-left of the screen (in the Navigation Pane) to view your calendar.
  2. Right-click on your calendar (from under My Calendars within the Navigation Pane) and select Change Sharing Permissions...
  3. The Calendar Properties window will open with the Permissions tab selected. Click Add to add permissions for a user.
  4. The Add Users window will open. Locate the user you wish to add by searching the Global Address List and once found, highlight the user and click Add->. Once all users have been added, click OK.
  5. All of your users now appear in the Permissions window with 'None' set as their permission level.
  6. Select the required permissions for each user from the Permission Level: drop-down menu (Reviewer status is recommended - this allows the users view the non private contents of your calendar; they cannot add, edit or delete items).
  7. Select OK to confirm these settings.

Meetings

How to arrange meetings with colleagues:

  1. Open Outlook or OWA and click the Calendar button from the bottom-left of the screen (in the Navigation Pane) to view your calendar 
  2. Double-click on a potential day/time, and enter details for the appointment.
  3. Click Scheduling Assistant (in OWA) or Scheduling (in Outlook) to invite attendees and click OK when finished:
    1. to invite someone whose email address you know: using OWA, enter their full email address (their Kent username is not enough) into the next available empty box under your name in the Select Attendees column; using Outlook, enter their full email into in the To field (again, their Kent username is not enough).
    2. to choose a contact from the Global Address List: if using OWA,click Select Attendees, if using Outlook click on To... button, then click on contacts to highlight them, and click either the Required or Optional button as appropriate.  
    3. if your department has set up a meeting room as a resource calendar, you can book the room too: select All Rooms, click on a room to select it and click the Resources- > button at the bottom to add it to the meeting as a resource. When you click OK to confirm all changes, it will appear in the Location field of the meeting request.
  4. Check whether contacts are available for the meeting under Scheduling: the time and date can be adjusted using the options given to help you select a time when all contacts are free (note: you can only see availability for ConnectMail users).
  5. Click the Appointment tab to add any further details about the meeting.
  6. To send the meeting invitation to all invitees, click Send (top left part of screen).

Tracking responses: when invitees accept or decline, your calendar is updated. To check this, open the appointment and click Tracking.

To cancel meetings, open the appointment and click the Delete button on the toolbar: you are offered the option to send a meeting cancellation to all invitees.

Quick check for availability: using OWA you can quickly check somebody's availability without going into the calendar: type a username into the box (top right) and press the Enter key:  a new browser window will 'pop up', with a summary of that user's details and a snapshot of their availability that day (with the option to change the day): blocks of blue or shaded boxes indicate appointments in their calendar.

Get started using the calendar

To view your calendar, open Outlook or OWA and click the Calendar button from the bottom-left of the screen (in the Navigation Pane). You can change the view to day, week, work week or month by clicking on the buttons along the top to select your preference.

  • To add an appointment, double-click the day/time required and enter details. To hide details of personal appointments from other users, tick the Private box (bottom right).
  • To edit or view details of appointments, open the calendar and double-click on the event to open it.
  • Reminders: open the appointment and tick or untick the Reminder tickbox to turn reminders on or off (a reminder of 15 minutes is set by default). To select a different time interval click 15 minutes (from the Reminder drop down list) and choose an alternative option. 

Setup a resource calendar

To set up a shared calendar for resources such as meeting rooms or groups, complete the online Shared resource calendar application form

Once set up, users can book resources via the Calendar - instructions are under the Meetings section above.

Add important University dates to your Outlook calendar

University staff can add a shared calendar in Outlook to show term-times, vacations and other important University dates. Access the Calendar area in Outlook and click on Open a Shared Calendar. In the pop up box that appears, type University Diary and click OK.

 

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Last Updated: 19/11/2012