Question: Our department master calendar is kept in Outlook. All the faculty have access to look at it. They would like for the students to have access to look at it too (but NOT edit) but the system will not let me give them access. The message says that the students are outside of our system. Is there any way to let them look at the actual calendar rather than having to make a .pdf of it and post it to blackboard? The schedule changes practically daily.
Answer: I would recommend changing the Default permissions to Reviewer, so that anyone can see the events but are not able to edit or add anything. I have this for our CSTTRAIN calendar. However, anyone can see it, so you are not limiting to just faculty or students. But those who are not interested probably wouldn’t be looking for it. In order to give permissions to just specific faculty and students, you would have to add them one by one.
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: 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.
Question: Why can someone see my calendar entries when I didn’t give them permission? I have only given a few people permission to edit my calendar.
Answer: More than likely you have inadvertently given access to everyone to view or edit your calendar. To check this from the calendar view, right click on your calendar and click Properties> Permissions (or click Calendar Permissions in the ribbon). You will see Default listed first, followed by those you gave permissions. Default is what anyone in the global address book can see. If Default lists something other than Free/Busy time, you probably accidentally selected permissions when having Default selected. To change permissions, click the name (or Default) and click the permission level desired (normally it is Free/Busy time for Default). Free/busy is convenient for scheduling meetings and finding freetime of people across campus without allowing others to see your entries. You can also customize permissions by selecting various options in the Read, Write, Delete Items and Other categories.