Question: We would like our staff to be able to see the conference room calendar from their iphone, but see that we can only see our personal calendar and not shared calendars. Is there another option?
Answer: Unfortunately, there doesn’t appear to be a way to do that, other than using the browser and logging into your account and selecting the shared calendar. However, if the calendar doesn’t change more than weekly or monthly, some departments take a screen print of that calendar in weekly or monthly view and paste into a message to send to the staff that need that calendar (or they can paste it into a message to send themselves). That way they would be able to see it within the message from their iphone or ipad. I like using the Windows 7 Snipping Tool (just type “snip” from the start button to find the application and click and drag over the part of the screen you wish to copy, then paste (Ctrl V) into the message. I use the snipping tool so much that I have added it to my start button or task bar on my Windows screen (right click on the snipping tool application before opening it to do that).
UPDATE: Someone found a nice article explaining how to get your shared calendar to open on an iphone. Unfortunately, due to security and HIPAA issues, our campus does not enable this feature.
Question: I have to schedule a recurring meeting but would like to be able to track who has accept the invitation. If I schedule this from the room, I’m not able to see the responses. Should I send this from my own calendar?
Answer: I would avoid that. No need to be inundated with more email. The easiest way to monitor that is to open the meeting invitation and from the Meeting tab click Tracking > View Tracking Status. From here you can see who has received and processed the responses. You can then click Contact Attendees and send an email to invitees to remind them of the meeting invite.
Question: Why did my email stop working on my iPad and how can I get it working again?
Answer: There are several troubleshooting suggestions you can try:
- UNMC email only allows 2 mobile devices, so if you have two items already (a cell and tablet) you will have to delete one of those devices by going to Outlook web access (OWA) options > phone.
- If that is not the problem, try deleting UNMC setup and re-adding it by following the instructions here.
- Try shutting your phone off completely and restarting it.
- In this case, we had to disconnect and delete the TK-421 network wireless setup and set it up again (according to these directions), and voila! It worked!
We aren’t sure why issues like this happen. For more information, please contact the ITS Helpdesk (402-559-7700 or firstname.lastname@example.org)
Question: I manage a shared account and would like to be able to access it from off campus. I am able to see the calendars from my account on Outlook Web Access, but I don’t have access to the inbox or other folders. Is this possible?
Answer: In Outlook Web Access (OWA) If you have full access, which is set up and approved by ITS Systems and can be requested through email@example.com. With full access you can select the dropdown next to your name in the upper right of the screen and type search for the shared account name and click Open. You will see the shared account emails and any mail you send from here will be stored in that account’s sent mail folder (not in your sent folder as it is on the Outlook client 2007, 2010 or 2011). To see your account you have to select your name from that dropdown arrow again or open another browser windows…or use your client for your own email.
For more information about this feature, contact firstname.lastname@example.org or email@example.com .
Question: I like being able to attach a Word document or Excel spreadsheet or PowerPoint presentation to an Outlook message by just clicking the email option in the application, however I notice it doesn’t add my signature to the message and it requires me to send the message before leaving to check my calendar or other email messages. Is there an option to change that?
Answer: I don’t know of any option to change those quirks, but you can click on signatures and select the signature you wish to add to your email message. If you want to leave the message to check your calendar or email or anything else, just click the save icon to save the message as a draft. Then you’ll be able to leave that message and return to it later.
Question: Someone sent me an email from their Gmail account from their phone and now every time I type their name to send them a message from Outlook it automatically fills in that Gmail address instead of the UNMC account. How can I remove that email address, as I forgot to check the address every time and they miss my emails.
Answer: With Outlook 2010, go back and type in the person’s name and when you see the Gmail address display in the suggested names, click the x on the right side of the name. This will delete it from the suggested contacts.
Question: If a message is received in Outlook with information for a meeting time, location, date, subject, is it possible to convert or transfer all of the meeting information to the Outlook Calendar without entering it manually?
Answer: If you have you are using Outlook 2010, you can drag and drop the message to the calendar on the To Do bar (if it is displayed on your mail screen). You can change the calendar to the correct month and drag to the day, then all you would need to do is change the time but the subject will be the subject of the message and the contents of the message will be in the description of the calendar entry.
You can also drag and drop the message to the Calendar icon (at the bottom) of the window but then you need to change the date too. You can also right click on the message and select Move To and then select your calendar folder. If you select Copy, it will retain the message in your inbox, otherwise Move will delete it from the inbox. But you still have to add the information, but at least you have the contents in the description where you can to see and copy and paste.
Unfortunately, I have been testing Outlook 2013 and that drag and drop feature to the To Do bar was removed, which annoys me greatly, as I loved that feature. We are not yet promoting moving to Office 2013.