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About the Calendar

To submit an FAQ about the Exchange Calendar system, visit http://www.ohio.edu/oitech.

How do I schedule group meetings in Exchange?

 The best way is to create Group Schedules List by selecting people from the GAL. Once the Group Schedules List is created, User can then schedule meetings with the group by clicking "Actions" on Calendar, then clicking "View Group Schedules". Select a group list on the Group Schedules pop up window, then click "Open". Click "Make Meetings" to schedule group meeting. The real benefits are not only you don't need to type all individuals, but that the group will combine everyone's free busy information so that you don't need to check each individual's free/busy times as well.

Appointments and meetings are not being properly displayed in Entourage. How do I fix this?

The Problem is that your calendar in Entourage is out-of-sync with your Exchange calendar.
Some appointments and meetings are not showing up in Entourage. Events created through Outlook or Outlook Web Access (OWA) do not show up on the calendar in Entourage. If you look at your Exchange calendar in Outlook or in OWA, the events display properly.

To resolve this problem, clear your Entourage cache by doing the following:

  1. Open Entourage.

  2. Click Calendar in the upper left corner of the window.

  3. Locate your Exchange calendar in the area on the left side of the window. Your Exchange calendar may be named Calendar [Your Name] — not Calendar [On My Computer].

  4. Do one of the following:

    • Right-click your Exchange calendar and select Folder Properties.

    • Hold down the Control key on your keyboard and click your Exchange calendar. Then select Folder Properties.

  5. In the area labeled Empty Cache, click the Empty button.

  6. Click OK.

  7. Entourage will clear all events on your calendar. It will then update your calendar by retrieving events from the Exchange server.

    Your calendar in Entourage is now in-sync with your Exchange calendar.

How do I create an archive of all of my Oracle Calendar data?

For PC users, you can use the following steps to create an archive of your Oracle Calendar data in text file format that can be opened in Microsoft Excel. The exported file includes: date, start and end times, duration, title, importance and access levels, owner, and creator, number (but not names) of attendees. The "Details" (text) of agenda items are not exported.

  1. From the File menu, choose Export Data

  2. In the "Export Utility" dialog window, choose Comma (or Tab) Delimited Text File for Agendas. Click Continue.

  3. In the "Comma (or Tab) Delimited Text File for Agendas window

    1. In the Period section, enter the range of dates you want to archive.

    2. In the People/Resources section, you should see listed the name of the person whose Agenda you've been working with. You can use the search box to add additional Agendas.

    3. In the File Name section, you must enter the entire path for the placement of this file. The file name must end with ".txt." Click the Browse... button, if necessary, to search for a place to save the file.

    4. Finally, click the OK button. You should see a message that "all data was transferred"

  4. When you open this text file in Microsoft Excel, the Text Import Wizard dialog box will appear and walk you through opening the file.

How can I check someone's availability in Exchange?

When you are creating a new meeting, you can use the Scheduling Assistant to view availability. Here is a help document from Microsoft describing in detail how to schedule meetings in Outlook 2007

Can I retain declined meetings on my calendar to have a record of them taking place even though I don't plan to attend?

You can decline the meeting, then go to your Deleted Items box and forward the deleted meeting to yourself, then accept without sending a response.

How do I let everyone know if I am going to be away from the office?

You can easily mark time as "out of office" in your Microsoft Office Outlook 2007 Calendar. This document from Microsoft explains how to indicate in your calendar that you are out of the office. You may also want to automatically respond to emails while you are out of the office.

How do I see if a person or resource is available in Exchange?

In Outlook 2007, you can use the Scheduling Assistant to check the availability of a person or resource. Follow these steps:

  1. On the Navigation pane in the lower left, click Calendar

  2. From the File menu, select New >> Meeting Request

  3. From the Meeting tab, in the Show group, click Scheduling Assistant

  4. To select attendees from an Address Book, click ADD ATTENDEES... > add the desired attendees

Reading the schedule

In Oracle Calendar, names were displayed vertically and availability was displayed horizontal. In Exchange, names are displayed horizontally, and schedule availability is displayed vertically.

The top line (dark gray) is the summary of everyone's schedule.

Green (start) and red (end) bars appear within the day of the meeting, marking off its start and end times.

Appointment time color indicators are as follows:

  • Blue: Busy

  • Blue and white striped: Scheduled with tentative appointments

  • Purple: Scheduled as "out of office"

  • Black and white striped: Time periods for which Outlook has no information

How do I keep a record of declined meetings in Exchange?

There are two workarounds for keeping a record of declined meetings:
1) Change the "show time as" to Tentative
2) Decline the meeting, then go to your Deleted Items box and forward the deleted meeting to yourself, then accept without sending a response