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Calendar FAQ


How long is calendar data kept?

Calendar data does not expire and counts against your Exchange quota. Old calendar data may be removed or archived.



What is the difference between appointments and meetings?

Appointments do not involve other people or reserving resources. A meeting includes other people and/or reserved resources



What is the difference between appointments and events?

Appointments have a "start and end time". Events are "all day".



Can my calendar auto-accept meetings?

Yes, choose Tools/Options/Calendar Options/Resource Scheduling
Select 'Automatically accept meeting requests and process cancellations'
You may also want to select ' Automatically decline conflicting meeting requests'
Click OK three times.

Note: Incoming meeting notifications will appear temporarily in your Mail Inbox and then Outlook will take over, auto-accept the meeting for you, send an acceptance notification back to the meeting organizer, and move the meeting notification from your Mail Inbox to your Sent Items folder. Meetings are only auto-accepted while Outlook is running.

The meeting will appear on your calendar as it was scheduled by the meeting organizer (Busy, Tentative, Free, or Out of Office).



Do I have to 'accept' a meeting for it to appear on my calendar?

If you preview or open the notification, then the meeting will appear as Tentative.

In the Outlook 2003 client, you can also set the auto-accept option under Resource Scheduling for your individual account. To set this option, select Tools/Options/Preferences/Calendar Options/Resource Scheduling. Check Automatically accept meetings and process cancellations. Note: Meetings are only auto-accepted while Outlook is running.



Can I open multiple calendars at one time?

Yes. Calendars can display side by side - 10 is the maximum that Microsoft recommends for optimal viewing. You need to have delegate permissions in order to view details of other calendars.



Can I create a "post-it" note at a specific time on my calendar?

No, you can't associate a note with a specific time. Notes in Outlook appear at the top of your calendar.



Do recurring appointments have an option to add an additional date?

No, that option is not available in Outlook. However, you can copy the information to a new appointment.



When you invite someone to a meeting, does it appear as tentative on that person's calendar?

Not until they preview or open the notification, then it will appear on the calendar as Tentative.



When a users Exchange account is deleted, what happens to the meetings they scheduled?

When an Exchange account is deleted (e.g., person left WSU), it does NOT delete the meetings from the attendees calendars.



When I reach my maximum quota, can others still schedule me/can I still schedule appointments?

No, the calendar notification message cannot be delivered.



Can the calendar display in other than 30 minute increments?

Right-click on the Time Bar in the Outlook client and select the increment you want.
You can manually enter any time in OWA Premium, but there is not a way in OWA Basic.



Using the OWA, can I delete one meeting in a group of recurring meetings?

Open the event that you want to delete, select Open the occurrence and click OK. Click the Delete (X) button.



Can I delegate permissions for someone to view my meeting details?

Yes: Select Tools/Options and click on the Delegates tab.



Will the Out of Office Assistant respond to meeting notifications?

Yes, the Out of Office auto response will be sent.



What happens if I have a "tentative" appointment on my calendar and then I delete the e-mail notification without accepting the appointment?

If you delete the e-mail notification before you accept the "tentative" appointment, it will also delete the appointment from your calendar.



If I delete a meeting and then decide later to attend, how do I get the meeting back?

Check your "Deleted Items" folder for the meeting notification. If the meeting notification has been deleted, then you should contact the organizer and ask them to them re-invite you.

Instead of deleting a meeting, you may want to mark it as tentative and send a response back to the organizer stating that you will not be able to attend. You could also color code (label) the "deleted" meeting.



How do I create an activity to block the entire day?

When you create a New Appointment, you can click the All Day Event box, enter a "Subject" (text of your "note"), and then save it. It appears in the grey area at the TOP of the Calendar window. By default, an All Day Event does not show your calendar as busy. However, you can change the Show Time As option to Busy and then your entire day will display as busy.



Can people invited to a meeting see who has accepted, declined...?

No, only the person that scheduled the meeting will have the Tracking button to see all attendee's responses (e.g., accepted, declined...).



As a Delegate, I scheduled a meeting but I am not an attendee. How can I find the meeting?

By opening the calendar of the person you are a delegate for (e.g., choose File/Open/Other User's Folder and type Name = "the name of your delegate" and Folder Type = Calendar. Then you can do a search by clicking Options/Advanced Find and filling in the appropriate fields. Note: Organized By = your Delegates' name; not yours, because you were scheduling the meeting on the delegate's behalf.



I'm scheduling a meeting for others (not as a delegate). Can I remove myself as an attendee?

No, as the Organizer of the meeting you are a required attendee. However, to mark your time as free, right-click on the meeting and set Show Time As = Free.



Why are my appointments/meetings visible in the Outlook client Calendar, but not with OWA?

Your Exchange account is configured to use a Personal Folder. To view calendar data from both you need to store your data on the Exchange server. Launch Outlook, select Tools/e-mail Accounts , click Next , in the "Deliver new e-mail to the following location:" pull-down menu, select Mailbox - username (NID) and click Finish.



If an individual is given Author rights to a calendar, does the delegate for that individual have the same rights when acting on behalf of?

Rights don't inherit to the delegate.



Is there a limit to the number of day events I can have on one day?

Yes, in Outlook there is a limit of 15 per day.



I am one of two delegates for the department chair, but I can't seem to make changes to meetings scheduled by the other delegate. Why?

In order to change the other delegate's entries, you need to be a Publishing Editor rather than an Editor.



Can I send Outlook reminders via e-mail instead of the pop-up window?

Only pop-up reminders are available in Outlook. Reminders don't display in OWA Basic.



Can I print more than one calendar at a time?

There isn't a way to print multiple calendars.



Can I share a group schedule that I have created?

No. You can create a distribution list and then e-mail it to others - they can then use it to create their own group schedule.



I am displaying a 7-day work week view, but when I click a date in another week, it takes me to the day view. Why?

In order to see that week, you need to click outside the dates (left side of the week), as if selecting the whole row.



In the meeting planner, can I add a calendar from a public folder?

No, the "Add Public Folder" option is not selectable - it was only available pre-Outlook 2003.



Is there a way to print meeting attendees with any of the calendar print styles?

There is not a way to print attendees for all meetings in a day or week. But you can highlight an individual meeting, select File/Print and choose the Memo Style to print a list of attendees.



Can I change my default to "Don't send a response" for handling invitations to all day events?

The person being sent a calendar invitation cannot change the response default in Outlook 2003 but the meeting originator can change an option that will eliminate the response request. This can be useful when you send a meeting request or post your vacation time to a large number of attendees and tracking attendance is not necessary. Follow these steps:

1. On the File menu, point to New, and then click Meeting Request.
2. On the Actions menu, click Request Responses.
3. This turns off the Request Responses option. To turn back on requesting responses, on the Actions menu, click Request Responses



I am not receiving e-mail notifications when someone schedules me in a meeting - Why?

Anyone of the following will prevent e-mail notifications from being sent:

1. You have added a Delegate and selected 'Send meeting requests and responses only to my delegates, not to me'. (e.g., Tools/Options/Delegate).
2. You have your calendar set to auto-accept meeting requests.
3. You set Author permissions on your calendar. This allows a person to open your calendar by choosing 'Open a Shared Calendar' and schedule a meeting directly on your calendar. Therefore, no e-mail notification is sent.



Do new meeting requests display on my calendar when Outlook is not open?

No, Outlook must be running for the meeting requests to display on your calendar. By default, if a meeting request is sent to you, it will sit in your Exchange Inbox until you open Outlook. After you open Outlook, the meeting will appear on your calendar as Tentative. Note: there may be a few minutes delay once you open Outlook before the tentative meeting appears on your calendar. You must then go to your Inbox and Accept or Decline the appointment.



Why do I get a permission error when I try to cancel a meeting that I originally scheduled?

You will get the following error when the original meeting was created including a resource where the Delegate controlled the resource, and the resource has since been changed to auto-accept appointments.

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You will need to contact the resource owner to cancel the meeting on the resource.



Is there a way to remove duplicate holidays from my calendar?

1. Select the Calendar tab and then choose View/Arrange By/Current View/Events.
2. Select View/Arrange By/Current View/Customize Current View and click the Fields button.
3. In the "Available Fields" list, select Created and click the Add button.
4. Click OK twice.
5. Click the Created column to sort the events.
6. Look for Holiday events in the Categories field.
7. Select the Duplicate Group(s) of holidays created on the same day and delete them.

Note: If you have many duplicates, it may be easier to delete all Holiday events and then go back and re-add them.



When I add an All Day Event, is there an option to ask for no e-mail response?

Yes, when you schedule an All Day Event and invite other people, you can specify that "No reply is necessary". To set this, after listing the people on your all day event, go to the Actions menu and uncheck Request Response. Note: people might still click on Accept, but no notice will be sent.



I have delegate rights to someone's calendar but when I try to print the calendar I get an error message "The messaging interface has returned an unknown error. If the problem persists, restart Outlook." Why?

This error will occur if you have been given delegate rights to someone's Calendar but not given rights to their Tasks and are trying to print their calendar using the Daily Style which includes printing task items. The delegate can resolve this problem by modifying the Print style to exclude task items. This can be done by selecting File/Print and clicking on the Define Styles button. Highlight Daily Style and click on the Edit button. Then uncheck the Include TaskPad option and click OK. You will now be able to print the calendar.

Alternatively, the calendar owner can modify delegate rights to include permissions for Tasks.



How can I prevent the publishing/searching of my free/busy information?

Click on Calendar and choose Tools/Options/Calendar Options/Free/Busy Options... and set 'Publish = 0 month(s) of Calendar free/busy information on the server'. Click OK. Note: This is not the recommended option if others need to schedule meetings with you.

To set a resource calendar (e.g., conference room), the resource owner must first sign onto the resource and then follow the steps above.

Note: People given rights to your calendar can still see it, but they cannot do a Free/Busy search against it. If there are already appointments on your calendar before these settings are changed, those appointments will still be searchable (e.g. entries added after the change will not be).

Note: These steps do not prevent someone from tentatively inviting you to a meeting.



Is it possible to prevent someone from doing a free/busy time search on my calendar?

Yes. However, someone can still invite you to a meeting. Choose Tools/Options/Calendar Option/Free/Busy Options and set Publish = 0 and set Update free/busy information on the server every _ minutes = 0. This will inhibit the publishing and/or searching of Free/Busy information for your calendar. Note: you can still give a person rights to your calendar, but they cannot do a Free/Busy search against it. If there are already things on the calendar before you change these settings, they will still be searchable. Entries after the change will not be.



How do I open someone's calendar to view free/busy times?

Unless you have delegate rights, Outlook does not have an option where you can open and view an individual's calendar (even though you only see the "busy" time blocks).

To see someone's free/busy times in Outlook you have two options:

* Start a New Appointment and then add the individual as an attendee.
* Create a Group View, add the person(s) and then click the View Group Schedules button any time you want to view the group calendar(s).

To create a group view, select Actions/View Group Schedules and click on the New button. Enter a "Group name" (e.g. IT Staff), enter the name(s) of the group member(s), and click OK.

To view the group schedules, click the View Group Schedules button, 04 select the Group you want to view, and click the Open button. Note: A group can contain one or more persons.



What do you recommend users set as defaults for publishing free/busy and how often to update from the server?

We recommend that you set publishing free/busy for the maximum of 36 months and updating server free/busy every 15 minutes. Note: if you run a detect and repair, the defaults are reset to 2 months and 15 minutes, so you should remember to change these.



I have set my free/busy options to publish 36 months of calendar information but only three months are displayed. Why?

Even though you have set free/busy publishing to 36 months using Outlook 2003, the amount of calendar information published to the free/busy public folder is three months when using OWA. The amount for OWA is set on the server and cannot be changed. Be aware that your calendar information is published to the free/busy public folder whenever you create, delete or accept a calendar appointment request or change the begin or end time of a calendar appointment.. If you use OWA to view your calendar and do not make any changes that affect appointment times then your free/busy information will not be affected.

In order to resolve this situation, it is necessary to re-publish your calendar information using Outlook 2003. This can be done by creating an appointment for yourself on the calendar as soon as you return to the office.



Can a delegate force the free/busy information to update after the user has used OWA?

No. Access has to be from the user's Outlook client.



When I try to view someone's Free/Busy times, I get an "Unable to load Free/Busy information" error. Why?

You may get this error if there is a problem with the other person's published Free/Busy information. Contact the other person and ask them to do the following:

1. Exit Outlook and select Start/Run.
2. In the Open box, type: outlook.exe /cleanfreebusy and then click OK.
3. Have the other person contact you when they have completed steps 1 and 2, so that you can try to view their published Free/Busy information from your computer to verify that you can see it.



Why am I seeing 'No Information' available when I look at someone's free/busy information?

Check to see if you have the person listed in your Contacts or your Auto complete drop down list. If so, delete them. Then start a new meeting and select the person from the Global Address List (GAL).



When I cancel a meeting involving a resource, the meeting displays as Canceled on the resource calendar - can it be deleted?

The resource calendar time does show as free when doing a free/busy search after canceling a meeting. However, since it does clutter the calendar display, especially when printing, ITS recommends that the resource owner periodically go in and delete any "canceled" meetings on their resource.



Can I schedule shared resources such as a conference room?

Yes. Conference Rooms and equipment can be scheduled in Exchange.



Can resources be set to auto accept meetings?

Yes. When a resource is created, it can be set to auto-confirm and decline conflicting meeting requests.



How are resource rights set in Exchange?

Resources can have multiple owners with varying rights. You can set rights for others who need access to the resource.



Can resources be double-booked?

Yes. When a resource is created, it can be set to either double-book or not double-book.



I'm trying to schedule a resource and get the following error: 'The operation failed. An object could not be found. Unable to directly book a resource for this meeting'. Why?

The resource you are trying to schedule is set to 'Automatically accept meeting requests and process cancellations' and 'Automatically decline conflicting meeting requests'.

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The resource owner should give users permission to view and edit the resource in order for the settings to work offline. (e.g., 99% of the time the resource will not be "online", meaning the owner will not be signed in to the resource.) The resource owner needs to login to the resource and follow the steps in Managing a Resource to set the Resource Permissions.



My resource is set to Automatically accept meeting requests... what permissions should I set?

Resource owners who have set their resources to:

· Automatically accept meeting requests and process cancellations
· Automatically decline conflicting meeting requests

In conjunction with the above settings, the resource permissions must be set with Full Author permissions. (Note: Author permissions will allow users to see meeting details). If you do not want details to be visible to all Exchange users, you will need to set up your Resource permissions so that a Delegate can manage the resource-in other words, you will need to de-select the Automatically accept and decline settings listed above.

For more information, see http://www.its.uiowa.edu/cs/exchange/resourcemgmt.html



My resource is set to Automatically accept meeting requests... yet I find some meeting requests in the resource Inbox - Why?

When scheduling a meeting, if you invite a Resource as a person, not as a 'resource', the meeting request will go to the Resource Inbox. Note: when scheduling a resource, you must make sure that you schedule a resource as a 'resource'.

OR

If someone schedules a resource using OWA, the meeting request will "sit" in the Resource Inbox until the Resource Owner accepts it. OWA does not support direct booking of resources.



My resource is set to Automatically decline conflicting meeting requests, yet my resource got double booked - Why?

A resource could get double booked if the resource owner has given users rights to create appointments directly on the resource mailbox's calendar (e.g., Open A Shared Calendar). This is because no meeting invitation is generated and therefore can't be processed.



When I change or delete a meeting from a resource, the appointment stays on the calendar as "Cancelled" - Why?

In this situation, the resource is set to Automatically accept meeting invitations. Microsoft says this behavior is working as designed - since it is set to Automatically accept meeting, e-mail does not get generated when changes or deletions occur (designates do not see any e-mail) So, a designate for the resource must go in periodically and clean up the calendar. We have asked for this to be changed in the client.



My question isn't answered here... How can I get an answer?

You can ask the ITS Cougtech or 335-4357 (1-800-608-3839)



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