You can use Entourage Web Services not only to access email, but also to use an online calendar that you can access from any Exchange client and that you can give other people access to, and to share contacts, tasks, files and folders with your colleagues. This guide will explain how you transfer events from your existing Entourage calendar on your local computer into the online calendar, how to share your calendar with your colleagues, how to schedule a meeting using Entourage, and how to synchronise Entourage with the Nexus server to ensure your information is always up-to-date and correct.
The following sections assume you have already successfully configured Entourage Web Services to access Oxford Nexus (the Oxford University Exchange server).
2. Opening Other User's Calendars
As well as being able to share your calendar with colleagues within the University it is also possible for you to open another user's calendar.
To view the calendar belonging to a colleague, choose
[File/Open Other User's Folder...] on the Entourage menu.
Click on the Find User icon next to the User input box to choose from the Global Address Book.
Type in all or part of the name of the person who has shared their contacts with you, and click
Find to search. In the resulting list, click on the correct name and then click
OK to continue.
Choose the type of folder that you want to view, in this case
calendar, and click
OK to finish.
You may then see the following message:
On this screen tick
Always use my response for this server and then click the
The user's calendar should now appear on the list of folders on the left, and will be opened ready for you to view.
3. Uploading events from your local calendar
If you have previously used Entourage to keep an electronic calendar on your computer, it is likely that it contains events you will need to transfer to the calendar on the Exchange server. In the example below, you can see that on the left, the Calendar that is highlighted is located in the
On My Computer folder and therefore on your own machine rather than on the server. Under the highlighted calendar, there is an item
Calendar Views. One of the options it offers is
All Events. Click on this option.
This should bring up the events that you saw above in week view in the following format. If you have already entered some events in your online calendar as well as in the local Entourage Calendar, ensure
On My Computer is selected, as it is below.
Go to the
[Edit] menu and click on
Select all. This should highlight all events in blue. You can then click on them and, without releasing the click, drag them onto the calendar listed under the name you have given your Exchange account, in the example below OUCS Nexus. The image shows the local events being dragged to the Nexus calendar.
If you now open the calendar on the Exchange server - in the image below, this calendar is now highlighted in blue - you will see it has added the events from your local calendar.
4. Scheduling meetings
Entourage Web Services allows you to schedule meetings with colleagues. Because you can easily see when someone is free you can plan your meetings accordingly. To schedule a meeting follow the instructions below:
Click on the Calendar icon in the top
From the top
tool bar, click the
Newbutton to open the
New Event - Calendarscreen. You can also get to this screen by clicking the small arrow on the
Newbutton and selecting
New Event - Calendarscreen, filll in the details such as the subject, ie the title of the meeting, and the location and the time and date for the meeting. You can think of the time and date as being provisional at this stage, later on you will be able to check whether your attendees are available and as a result you may wish to change the meeting date and time according to availability.
To invite colleagues to this meeting click the
Invitebutton in the top menu bar (this is usually the left most button).
You will now see a pop up window that allows you to add invitees to your event. As elsewhere in Entourage, when you type in a partial name Entourage shows a list of possible matches to choose from. You can use the
Addbutton within this pop up window to add as many invitees as required.
Once you have added all the invitees, click the top left box icon or hit return to close this pop up window and return to the
New Event - Calendarscreen where you will see that the invitees have been added above the
Subject. You can now check availability for these invitees by clicking the
Schedulingtab to switch from the appointment view to the scheduling view.
The time, date and duration that you specified originally will be indicated by a purple bounded box in the scheduling view. You can adjust the time, date and duration by using the
Endfields or by dragging the purple box within the scheduling view. Once you are happy with the time and date, press the
Send Nowbutton located on the top menu bar.
- The meeting request wil now be sent to your colleagues and the appointment will be added automatically to your calendar.
5. Where next?
Now that you have seen how to delegate Nexus access using Entourage you may like to have a look at some other Nexus features:
- Configuring Entourage for use with Nexus
- Nexus contacts/address book using Entourage Web Services
- Delegating access to email, calendar and other Nexus features
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 IT Services Help Centre for further assistance.