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Exchange Calendar

Exchange Calendar. Bob Hicks, IST. Introduction.

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Exchange Calendar

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  1. Exchange Calendar Bob Hicks, IST

  2. Introduction We are about to move to our 3rd corporate calendaring system. Our first corporate calendaring system was called Synchronize. Then we moved to Bookit. We are about to move to Exchange Calendar. Each time we move it gets a little harder because there are more clients involved, more resources, more data, and more details to worry about. Also, we are converting clients who have the previous system entrenched in their minds. In this seminar you will learn how Exchange Calendar differs from Bookit, including some hints and tips to help make the transition easier.

  3. Information • http://ist.uwaterloo.ca/cs/exchange/calendar

  4. Bookitvs Exchange Calendar • Exchange Calendar is email driven, but client can choose to manage calendar from the calendar. • Indicating meeting intentions should be utilized more in Exchange Calendar • Better support for mobiles in Exchange Calendar • Process to schedule a group is different (scheduling assistant) • Setting permissions is different and just as confusing as it was in Bookit (e.g. group permissions for resources set from web client). • Best advice: Forget about Bookit when learning Exchange Calendar

  5. Why Indicate Your Intentions to Attend a Meeting, or Not? • Majority of people didn’t do this in Bookit. • Allows organizer of meeting an opportunity to cancel or reschedule a meeting if the majority of invitees have indicated they are not attending. • Calendaring Etiquette 101

  6. OWA or Outlook • OWA is for light calendar users. If you need to schedule meetings with large groups on a regular basis use Outlook. • If you want to set a delegate permission on your calendar you need to use Outlook. • You need Outlook to create distribution lists that will be used to set resource permissions. Or, use public groups. • You need OWA to setup scheduling permissions for distribution groups on resources. • Distribution groups are called contact groups in Outlook 2010.

  7. Do I need to use Exchange for Email • Our expectation is that people will use the same email server and client before the migration as they do after the migration. If you are currently using a server other than Exchange for email, your Exchange account will be considered calendar-only. Your Exchange email will be automatically set up with a rule to forward all mail to your @uwaterloo.ca email address and retain all meeting invitations in Exchange. • Please note that calendar-only users will not see calendar-related emails in their regular email account, and should open the Outlook Web Application (OWA) regularly to manage their calendar.  My suggestion is to manage your calendar from the calendar, not from email.

  8. Thursday December 9 • Clients have been asked to print their Bookit calendars for December • Print resource calendars for December as well.

  9. Friday December 10 • Bookit is shutdown at 11 am. No access.

  10. Monday December 13th • Clients are asked to email issues to request@uwaterloo.ca. Major issues will be addressed first. The “how do I do …” questions will be later. • If room designates have not set permissions on their rooms, then anyone can book their room. • Be calm…there will be some asking “Bookit isn’t working” on December 10th.

  11. Monday December 13th • Check to see if your Bookit entries are correct in your agenda and in the resources you manage. • Duplicate entries – see http://ist.uwaterloo.ca/cs/exchange/calendar/duplicates.html • Set up permissions • Set up distribution groups in Outlook

  12. Differences in Migrated Data • Meetings marked as "will confirm later" in Bookit will not show up as tentative in Exchange. • Meetings proposed by a delegate will not show the name of the delegate. • Meetings where the organizer has removed themselves will be added back into the organizer's calendar. Meeting organizers cannot remove themselves from meetings in Exchange. • Meetings longer than a day show at the top of the relevant days in Exchange as all-day events. (In Bookit they were shown in the time-scale view blocking the entire day.) • Recurring meetings may not stay as part of a series of connected meetings. Any time there is a meeting that has been edited, the recurrence pattern will be broken.

  13. Reporting Problems If you believe you have found a problem with the way a meeting has been imported, please first try to create a new meeting the way you expect it to look in Exchange. You may find that it is not possible to duplicate what you saw in Bookit and Exchange simply does not support what you are trying to accomplish. If you do notice a major problem with the migrated data, please report the following information by email to request@uwaterloo.ca: • The name of the calendar(s) where the problem appears • Who is the organizer of the meeting • Subject of the meeting • Date and time of the meeting • Screenshot showing the problem in Exchange • A description of what you expected to see and what you saw instead

  14. Defaults • Everyone can open your calendar and see your free and busy times. They can’t see what you are doing in a meeting. • Everyone can book you for meetings. • You can be double booked. • Repeating meetings with no end date actually end in 2 years. • Rooms are open for anyone to book until tied down by resource owners.

  15. Training Experiences • Trained over 1000 people in Exchange Calendar. More courses to be scheduled. • Overall, people were happy with Exchange Calendar. Some not happy about email, some not happy that they couldn’t track meetings unless they organized the meeting. • When I accept a meeting via email, the message is then removed from my inbox and placed in the Deleted folder. • Setting up resource permissions is confusing…same as it was in Bookit.

  16. Future Work This project effort focused on migrating Bookit data and achieving the current functionality in Exchange. Some worthwhile and desirable features are not being addressed at this time, but could be the focus of future work on improving the calendar experience for campus • Is it possible to synchronized with Google Calendar, Live @edu, or other services? • Publishing calendars to a web site that anyone can view (can do at Live@edu), but need a Live@edu account. • Integration with SharePoint • Adding university holidays to accounts • Move to Outlook 2010 (Spring 2011)

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