You can use Outlook 2007 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 transfer events from your existing Outlook 2007 calendar on your local computer into the online calendar, how to share your calendar with your colleagues, how to schedule a meeting using Outlook 2007, and how to synchronise Outlook 2007 with the Oxford Nexus (the Oxford University Exchange server) to ensure your information is always up-to-date and correct. This guide assumes you have already successfully configured Outlook 2007 to access Oxford Nexus.
1. Importing events from your local calendar to the Exchange server
If you already use the calendar function in Outlook 2007, 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.
When you start Outlook 2007, you should be able to see both your personal calendar (locally stored on your own machine) and the new Nexus account calendar. You can view both calendars side by side by selecting each calendar from under the
[My Calendars] menu. If you only have a few items in your personal calendar you can simply drag and drop them on to the correct place in the Nexus calendar.
Many users are likely to have many entries in their personal local calendar which will need to be transferred to the Nexus version. In order to do this you need to export your personal calendar and then import it into Nexus:
Exporting your Personal Calendar
[File]from the top menu and select the
[Import and Export]option
The Import and Export wizard then opens
From the list of possible formats choose
[Export to a file]and click on
On the Export to a file screen choose
[Personal Folder File]and click on
On the Export Personal Folders screen navigate to the personal calendar you wish to export and click on
On the next screen you can choose what to call the file and where it will be saved.
Finishbutton when you have made your choices.
- Your file will now be saved to your specified location
Now that your data has been saved to a .pst file you need to import it back into Outlook and into your Nexus calendar. To do this:
Importing your personal calendar data into your Nexus calendar
[Import and Export]
Click on Import from another program or file and click on
On the Import a file screen select Personal Folder File (.pst) and click on
On the following screen you can browse to where you have stored the file you wish to import. Select the file and click on
From the Import Personal Folders screen, select what you want to import (calendar in this case) and select your Nexus mailbox as the receiving folder. Click on
Your calendar is now imported into your Nexus accounts calendar. You will see entries from your personal calendar now appear in both your Outlook Nexus calendar and your calendar on the web (https://nexus.ox.ac.uk/owa)
2. Adding UK holidays
Outlook will allow you to add in extra features such as the standard UK bank holidays to your default calendar. To add UK holidays to your calendar:
[Options]to open the main
Click on the
Calendar Optionsscreen click on the
Tick the country name for the holidays from that country to be added to your calendar.
OK. The countries holidays are now added to your own calendar.
You can check that the holiday dates have been added by navigating to a suitable date e.g. Christmas Day. You will see that the holiday name is added to the top of the day column in your calendar.
4. Viewing another person's calendar
To view another person's calendar in Outlook 2007 you need to do the following:
If you have received an email from a colleague giving you permission to view their calendar it will look similar to:
If you click on the
Open This Calendarbutton, your colleague's calendar is automatically opened in Outlook in a new window. You can then see their appointments.
If you close down the window you can still see the other person's calendar by going to the
Calendarssection. Click on the
People's Calendarsection to reveal your colleague's shared calendar.
- Click the checkbox next to the name of the shared calendar to view it.
If you have previously been given access to a calendar but have since deleted it you can regain access by:
Under the calendars options there is a small help section. One of the options is to
Open a Shared Calendar. Click on this link.
A new dialogue box opens:
If you already know the username type it into the
Namefield and press
- If you have permission to view the person's calendar it will now open up.
If you do not know the persons username you can find then by clicking on the
Namebutton. This opens up the
University Global Address List:
Type in the name of the person and, once found, click on their name to select them before clicking on
You will be returned to the first name screen again and this time the persons name is in the field and underlined:
OK. If you have permission to view the calendar it will appear in your
Outlook calendarspage. If not, you will see a new message asking if you want to request access to this users calendar:
If you do want to send a request, a new email opens which is partially completed. Add your message and press
Send. Your colleague will then decide if they want to grant you access or not.
4.1. Printing Calendars
Microsoft Outlook 2007 is not designed to print multiple calendars. However, there is a Microsoft tool that can be installed should you need to print multiple calendars. Please see Printing multiple calendars using Outlook 2007 for details.
5. Schedule meetings
One of the great features of Outlook 2007 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 main lefthand menu.
From the main
Calendar tool bar, select
Newto open the
New Appointment email.
Appointmentemail, add your recipents email addresses and set a subject for the email.
To open the
Schedule Assistant, click the large button in the top menu. (N.B. can appear just as text if your Outlook window is small)
You will now see the
All Attendeescolumn add in the names of the people you want to invite.
You can quickly gauge your attendees availability for a given date by simply selecting the date from the calendar.
To see a more detailed view of attendees availability, select the date and time from the drop down boxes.
The schedule assistant suggests times when all your attendees are available. If you select one of these times, the times are automatically adjusted on the main view.
If you are happy with the selected time and date, press the
Sendbutton. Your time and date are automatically added to the
Appointmentemail and sent to your colleagues. The appointment is also added to your own calendar too.
6. Where next?
Now that you have seen how to use calendars with Outlook 2007 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
- Printing more than one calendar at a time
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.