You can use Outlook 2003 not only to access email, but also to use an online calendar. This has several benefits: you can access the calendar from any Exchange client, including Outlook Web Access; other Nexus users can use your free/busy information to schedule meetings with you; and you can give other people access to your calendar so they can add or update events, or just view your schedule.
This guide will explain how you can import events from your existing Outlook 2003 calendar on your local computer into the online calendar, how to share your calendar with your colleagues and view their shared calendars, and how to use Free/Busy information to help schedule a meeting with other Nexus users. It assumes you have already successfully configured Outlook 2003 to access Oxford Nexus.
1. Transferring events from your local calendar to the Exchange server
If you already use the calendar function in Outlook 2003, you may want to transfer your existing calendar entries into your new Nexus calendar, so that you can access your calendar from anywhere using Outlook Web Access, or so that you can share your calendar with other Nexus users.
The way to do this depends on the way that you have set up Outlook: If your existing calendar items are stored within the same Outlook Profile that you are using to access Nexus, follow the instructions below to move your existing calendar entries. If you are using a new Outlook Profile to connect to Nexus (for example, because you already connect to another Exchange Server), you will need to export your calendar to a file.
1.1. Move events between calendars
A simple way to move calendar entries from one calendar to another is to drag and drop them.
In Outlook 2003, go the the calendar view. You should see (at least) two calendars listed in the Navigation Pane. You can view them side-by side by checking the boxes next to each:
View your existing calendar by Category, by clicking
[View/Arrange by/Current View/By Category]on the Outlook menu:
You will now see your calendar items in a list:
If your list is empty, you have the wrong calendar selected. Choose the correct calendar from the list of calendars at the top left, and change the view again.
Click on the icon next to the first event in your list, to select the event. Press
<Ctrl-A>on your keyboard to select all the events:
Now drag and drop your events onto your Nexus calendar. Left-click on any calendar item, hold down the mouse button and drag across to the name of your Nexus calendar in the Navigation Pane on the left (
Calendar in Mailbox - Your Name). Your current calendar will now be empty:
Click on the name of your Nexus calendar to see your events, transferred to the Nexus system. You may need to click
[View/Arrange By/Current View/"Day/Week/Month"]to get back to the normal calendar view:
1.2. Export existing calendar and import to Nexus
If your existing calendar entries are not stored within the Outlook profile that you are using to connect to Nexus, you will need to export your calendar from your old profile, and import it to your new one.
Start up Outlook 2003 and choose the profile where your existing calendar is stored:
[If Outlook automatically logs in with the wrong Profile you will need to close Outlook, go to Windows Control Panel, double click Mail, click
Show Profiles, and select
Prompt for a profile to be used.]
[File/Import and Export...]from the Outlook menu.
Export to a fileand click
Personal Folder File (.pst)and click
Choose the calendar that you want to export. This may be within your Personal Folders, or on another server. If your calendar has subfolders then select
Include subfolders, then click
Browse...to choose a place for the exported file, where you will be able to find it easily, perhaps on your desktop. Give the file a suitable name and click
OKto return to the Export Wizard. Click
[Note that since you are creating a new file, there will be no duplicate items so you can ignore the options relating to these].
You will now see a screen with encryption settings. You can just leave the defaults selected here, but remember to go and delete the export file once you have successfully imported it to your Nexus account:
OKto complete the export process.
- Now close down Outlook, and start it again, this time connecting to your Nexus account.
[File/Import and Export...]from the Outlook menu. Select
Import from another program or fileand click
Personal Folder File (.pst)and click
Browseand navigate to the file you just exported. Select the file and then click
Opento return to the import Wizard:
You can now choose what to do if any items in the exported file already exist in your Nexus calendar: replace them with the entries in the exported file, allow duplicates to be imported into your Nexus calendar, or do not import duplicates, just keeping the Nexus version of duplicated items. Then click
Calendarand select your Nexus mailbox to import into, then click
Finishto complete the import:
3. Viewing a shared calendar
Go to the Calendar view in Outlook 2003. Click on the link in the Navigation Pane:
Open a Shared Calendar...
Name...to choose the Nexus user whose calendar you want to open:
Select the person from the list of Nexus users. (Type in the beginning of their name to scroll to the right place in the list.)
Assuming that the chosen person has given you permission to view their calendar, you will now see their calendar listed under
Other Calendarsin the Navigation Pane. Click on it to view it alongside your own:
4. Scheduling meetings using Outlook 2003
One of the great features of Nexus which can be accessed through Outlook is the ability to schedule meetings with colleagues. You can easily see when someone is free and plan your meetings accordingly. To schedule a meeting follow the instructions below:
Click on the Calendar option in the Navigation Pane (or press
To create a new meeting, appointment, or event, you can either click
New(at the top of the screen), or double-click in your calendar. This will open up the Appointment screen. Here you can specify
- The name of the event as it will appear in your calendar
- The place where the event will take place
- One of a set of coloured flags to help you organise your calendar
- Start time and End time
- The beginning and end times, but see below for instructions on how to check the availability of the other participants, if any
- Should Outlook remind you when the event is due, and if so, how far in advance?
- Show time as
Specify whether you will be
Out of Officefor the duration of the event. For example, if you are entering the date of your holiday, you might want to choose
Out of Office; for someone's birthday you might choose
Free; for an uncofirmed meeting
Tentative; or for an appointment,
Busy. These labels will help others to schedule meetings with you at mutually convenient times.
- Body text
- This is a space for you to add any notes etc. which relate to the event.
If you want to invite other people to the event, click the
Invite Attendeesbutton in the toolbar at the top. Now an extra field appears above the subject line, labelled
To.... Add attendees in the same way as you would for an email message, either by typing in their address or by clicking on the
Tobutton and choosing people from the address book:
You can now use the calendar free/busy information of the other participants to help you choose a suitable time for the meeting. Click on the
Schedulingtab. Each participant is listed, including yourself. Items in their calendars are marked as either Busy (full blue bar), Tentative (striped blue bar), or Out of Office (purple bar). If there is no information for a participant (e.g. not a Nexus user), their bar appears white with diagonal black stripes. You can scroll and click in the calendar to choose a date/time, or use the boxes below the calendar. Alternatively Outlook will pick the next available time if you click the
Once you have chosen the start and finish times, click
Sendto send an email inviting your participants to the event. It will be added to your own calendar as well.
If you need to change the event later, you can double-click on it in your calendar to open it. Make your changes and then click
Send Updateto inform the other participants.
5. Where next?
Now that you have seen how to use calendars with Outlook 2003 you may like to have a look at some other Nexus features:
- Nexus Email
- Nexus Contacts and Address Books
- Nexus Tasks
- 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 Helpcentre for further assistance.