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Outlook 2003 Calendar FAQ


 

 

General

  1. What is the difference between an appointment, a meeting, and an all day event?
  2. Can resources be set to auto-accept meetings?
  3. Can I recall a meeting request like I can an email?
  4. What is the Outlook Today view?
  5. How do I eliminate the menu expand arrow and always show full menus?

Outlook 2003

  1. How do I schedule a meeting?
  2. How do I schedule an appointment?
  3. How do I schedule an all day event?
  4. How can I make an appointment and/or meeting private?
  5. How do I share my calendar?
  6. How do I view a shared calendar?
  7. Can I share my personal calendar?
  8. Can I set my calendar to auto-accept meetings?
  9. How can I prevent the publishing/searching of my free/busy information?
  10. Is it possible to prevent others from doing a free/busy time search on my calendar?
  11. How do I open someone's calendar to view free/busy times?
  12. Do I have to accept a meeting for it to appear on my calendar?
  13. When you invite someone to a meeting, does it appear as tentative on that person's calendar?
  14. Can I set delegate permissions for someone to view my meeting details?
  15. I'm scheduling a meeting for others (not as a delegate). Can I remove myself as an attendee?
  16. If I have the Out of Office Assistant turned on and someone schedules me in a meeting, do they get the Out of Office notification?
  17. What happens if I have a "tentative" appointment on my calendar and then I delete the e-mail notification without accepting the appointment?
  18. Can I set my calendar to display in other than 30 minute increments?
  19. How do I change the number of days displayed in the calendar?
  20. Can I create a "post-it" note at a specific time on my calendar?
  21. Can I print more than one calendar at a time?
  22. Can people invited to a meeting see who has accepted, declined...?
  23. When I add an All Day Event, is there an option to ask for no email response?
  24. Can I change my default to "Don't send a response" for handling invitations to all day events?
  25. What is a “group schedule”?
  26. How do I create a group schedule?
  27. I am not receiving email notifications when someone schedules me in a meeting - Why?  
  28. I have delegate rights to someone's calendar but when I try to print the calendar I get an error message "The messaging interface has returned an unknown error. If the problem persists, restart Outlook." Why?
  29. When trying to print from a shared calendar using Daily View i get an error message that says "The messaging interface has returned an unknown error." How do I resolve this?

OWA

  1. When I view my calendar with OWA, I don't see my appointments, but they are visible with the Outlook client.
  2. When using OWA, sometimes I have more features - the preview pane, an expandable folder tree, Rules, pop-up notifications, monthly calendar view, etc. - and sometimes I don't. Why? (What is the difference between "Premium" OWA and "Basic"?)
  3. In OWA, how do I access a calendar that another person has shared with me?

 

 

General

  1. What is the difference between an appointment, a meeting, and an all day event?

    An appointment is an activity that involves only you.   Use an appointment when you want to show that you're busy but no one else in your organization is involved. You might enter an appointment to block out time in your calendar when you need to meet with a client, visit the dentist, or research a project you're working on.

    A meeting is similar to an appointment. The difference is that you invite other people to it.  

    An all day event is an activity that lasts all day long but doesn't block out time in your Calendar. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all day event:

    • A holiday
    • A recurring annual event such as a birthday or anniversary
    • Other items that last all day, such as your vacation schedule

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  2. Can resources be set to auto-accept meetings?

    Yes. When a resource is created, it can be set to auto-confirm and decline conflicting meeting requests.

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  3. Can I recall a meeting request like I can an email?

    No.   Before you click Send, it's a good idea to check all the details because, unlike regular e-mail, there's no way to recall a meeting request once it has been sent.  

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  4. What is the Outlook Today view?

    The Outlook Today page provides a preview of your day. By using Microsoft Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new e-mail messages you have. You can set this page to be the first page that opens when you start Outlook, and you can change the way Outlook Today appears.

    You'll find Outlook Today in the Navigation Pane. Click on your Exchange Mailbox (Mailbox – Your Name) to see the Outlook Today view.

    You can also configure Outlook to show Outlook Today when you open Outlook and customize the calendar and folders in Outlook Today.

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  5. How do I eliminate the menu expand arrow and always show full menus?
    • Right-click on the menu bar at the top of Outlook.
    • A short list should appear. Click Customize.
    • Select the Options tab.
    • Check "Always show full menus" and click close.

    Note that you can make the same setting change in each of your Microsoft Office programs (i.e. Word, Excel, etc.)

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Outlook 2003

  1. How do I schedule a meeting?
    1. In Calendar, on the Actions menu, click Plan a Meeting.
    2. Click Add Others, and then click Add from Address Book.
    3. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
    4. For each name entered, click Required Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. ) Click OK.
    5. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
    6. Click Make Meeting.
    7. In the Subject box, type a description.
    8. Enter the location in the Location box.
    9. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
    10. Select any other options you want.
    11. Click Send.

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  2. How do I schedule an appointment?
    1. On the File menu, point to New, and then click Appointment.
    2. In the Subject box, type a description.
    3. In the Location box, enter the location.
    4. Enter start and end times.
    5. Select any other options you want.
    6. To make the appointment recur, click Recurrence.
    7. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.
    8. Click OK.
    9. Click Save and Close.

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  3. How do I schedule an all day event?
    1. In Calendar, on the Actions menu, click New All Day Event.
    2. In the Subject box, type a description.
    3. In the Location box, enter the location.
    4. Select any other options you want.
    5. Click Save and Close.

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  4. How can I make an appointment and/or meeting private?
    1. Create or open the appointment or meeting that you want to make private.
    2. Select the Private check box in the lower right corner.

    Important:  You should not rely on the Private feature to prevent all access by other people to the details of an appointment, contact, or task. To make sure that other people cannot read the item you marked as private, do not grant them Read permission to your Calendar, Contacts, or Tasks folder. A person who is granted Read permission to access your folders could use other e-mail applications to view details in a private item. Use the Private feature only when you share folders with people you trust. A better way to keep individual appointments private is to create them on a separate additional Calendar. Additional calendars cannot be shared.

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  5. How do I share my calendar?

    In Outlook, your calendar is a folder that stores information about your meetings, appointments, and so on. Sharing your calendar makes all this information visible to others that you select. Here's all you have to do to share:

    1. You would view your calendar, and on the Navigation Pane, under the Calendar folder, you would click Share My Calendar.
    2. Next you would add the name of the person you want to share with, and you would set permissions. Permission levels that you would be likely to use for calendar sharing include:
      • Reviewer—Can read calendar entries but cannot create, modify, or delete them.
      • Author—Can read or create calendar entries, and can modify or delete only entries that the author has created.
      • Editor—Can read, create, modify, or delete all calendar entries, whether or not the editor has created them.

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  6. How do I view a shared calendar?

    When you're viewing your calendar, you'll see a link in that pane called Open a Shared Calendar.  To open the shared calendar, you would click this link, click the Name button, and select or type the name for the person sharing with you. Right away, you'd see the name listed under Other Calendars.

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  7. Can I share my personal calendar?

    You cannot share a calendar unless you are keeping it on the server. A calendar stored on your own computer, in a local PST file, can't be shared.

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  8. Can I set my calendar to auto-accept meetings?

    Yes.

    1. Choose Tools/Options/Calendar Options/Resource Scheduling
    2. Select 'Automatically accept meeting requests and process cancellations'
    3. You may also want to select 'Automatically decline conflicting meeting requests'

    Note: Incoming meeting notifications will appear temporarily in your Mail Inbox and then Outlook will take over, auto-accept the meeting for you, send an acceptance notification back to the meeting organizer, and move the meeting notification from your Mail Inbox to your Sent Items folder. Meetings are only auto-accepted while Outlook is running.

    The meeting will appear on your calendar as it was scheduled by the meeting organizer (Busy, Tentative, Free, or Out of Office).

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  9. How can I prevent the publishing/searching of my free/busy information?

    To set your calendar so it won't publish your free/busy information, click on Calendar and choose Tools/Options/Calendar Options/Free/Busy Options... and set 'Publish = 0 month(s) of Calendar free/busy information on the server'. Click OK.

    Note: This is not the recommended option if others need to schedule meetings with you.

    Note: People given rights to your calendar can still see it, but they cannot do a Free/Busy search against it. If there are already appointments on your calendar before these settings are changed, those appointments will still be searchable (e.g. entries added after the change will not be).

    Note: These steps do not prevent someone from tentatively inviting you to a meeting.

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  10. Is it possible to prevent others from doing a free/busy time search on my calendar?

    Yes. However, someone can still invite you to a meeting. Choose Tools/Options/Calendar Option/Free/Busy Options and set Publish = 0 and set Update free/busy information on the server every _ minutes = 0. This will inhibit the publishing and/or searching of Free/Busy information for your calendar.

    Note: you can still give a person rights to your calendar, but they cannot do a Free/Busy search against it. If there are already things on the calendar before you change these settings, they will still be searchable. Entries after the change will not be.

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  11. How do I open someone's calendar to view free/busy times?

    Unless you have delegate rights, Outlook does not have an option where you can open and view an individual's calendar (even though you only see the "busy" time blocks).

    To see someone's free/busy times in Outlook you have two options:

    • Start a New Appointment and then add the individual as an attendee.
    • Create a Group View, add the person(s) and then click the View Group Schedules button any time you want to view the group calendar(s).

    To create a group view, select Actions/View Group Schedules and click on the New button. Enter a "Group name" (e.g. IT Staff), enter the name(s) of the group member(s), and click OK.

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  12. Do I have to accept a meeting for it to appear on my calendar?

    If your Outlook Mail client is configured to display the Reading Pane, and you preview the meeting notification OR if the Reading Pane is turned off, but you open the meeting notification, then the meeting will appear on your calendar as Tentative, even though you have not accepted the meeting.

    In the Outlook 2003 client, you can also set the auto-accept option under Resource Scheduling for your individual account. To set this option, select Tools/Options/Preferences/Calendar Options/Resource Scheduling. Check Automatically accept meetings and process cancellations.

    Note: Meetings are only auto-accepted while Outlook is running.

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  13. When you invite someone to a meeting, does it appear as tentative on that person's calendar?

    If their Outlook Mail client is configured to display the Reading Pane, and they preview the meeting notification OR if the Reading Pane is turned off, but they open the meeting notification, then the meeting will appear on their calendar as Tentative, even though they have not accepted the meeting.

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  14. Can I set delegate permissions for someone to view my meeting details?

    Yes.   Select Tools/Options and click on the Delegates tab.   You can choose from three options:  

    • Reviewer – can only read items
    • Author – can read and create items
    • Editor – can read, create, and modify items

    You can also choose to have your delegate receive a copy of meeting related messages sent to you.   To make this change, go to Tools/Options and click on the Delegates tab.   Check the box that says “Delegate receives copies of meeting-related messages sent to me”.  

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  15. I'm scheduling a meeting for others (not as a delegate). Can I remove myself as an attendee?

    No, as the Organizer of the meeting you are a required attendee. However, to mark your time as free, right-click on the meeting and set Show Time As = Free.

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  16. If I have the Out of Office Assistant turned on and someone schedules me in a meeting, do they get the Out of Office notification?

    Yes, the Out of Office auto response will be sent.

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  17. What happens if I have a "tentative" appointment on my calendar and then I delete the e-mail notification without accepting the appointment?

    If you delete the email notification before you accept the "tentative" appointment, it will also delete the appointment from your calendar.

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  18. Can I set my calendar to display in other than 30 minute increments?

    Right-click on the Time Bar in the Outlook client and select the increment you want.

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  19. How do I change the number of days displayed in the calendar?

    In Calendar, click any of the following:

    • Day
    • Week
    • Work Week
    • Month

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  20. Can I create a "post-it" note at a specific time on my calendar?

    No, you can't associate a note with a specific time. Notes in Outlook appear at the top of your calendar

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  21. Can I print more than one calendar at a time?

    There isn't a way to print multiple calendars.

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  22. Can people invited to a meeting see who has accepted, declined...?

    No, only the person that scheduled the meeting will have the Tracking button to see all attendee's responses (e.g., accepted, declined...).

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  23. When I add an All Day Event, is there an option to ask for no email response?

    Yes, when you schedule an All Day Event and invite other people, you can specify that "No reply is necessary". To set this, after listing the people on your all day event, go to the Actions menu and uncheck 'Request Response'. Note: people might still click on Accept, but no notice will be sent.

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  24. Can I change my default to "Don't send a response" for handling invitations to all day events?

    The person being sent a calendar invitation cannot change the response default in Outlook 2003 but the meeting originator can change an option that will eliminate the response request. This can be useful when you send a meeting request or post your vacation time to a large number of attendees and tracking attendance is not necessary. Follow these steps:

    1. On the File menu, point to New , and then click Meeting Request .
    2. On the Actions menu, click Request Responses.
      • This turns off the Request Responses option. To turn back on requesting responses, on the Actions menu, click Request Responses

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  25. What is a “group schedule”?

    The Calendar group schedule makes it easy for you to see the combined schedules of a number of people or resources at a glance.   You can create and save multiple group schedules, each showing a group of people or resources. For example, one group schedule might contain all employees in a department. Another group schedule might contain all conference rooms in a building. A group schedule can include all of the contacts or resources from a public folder.

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  26. How do I create a group schedule?

    You can create multiple group schedules in Outlook 2003. Each group schedule can include any selection of people, so you might create one schedule for all team members and other schedules for selected members.

    Follow these steps to create a group schedule:

    1. In Outlook 2003, open your Calendar folder.
    2. On the Actions menu, click View Group Schedules to open the Group Schedules dialog box.
    3. Click New, type a name for the group schedule, and click OK. The group's schedule dialog box appears.
       
    4.  In the group's schedule dialog box, click Add Others and click Add from Address Book. The Select Members dialog box appears.
       
    5. Click a contact, and then click To. Repeat this step to add other members from your Address Book. You can choose members from different address lists.
    6. Click OK.
    7. To add a public Calendar folder, click Add Others and click Add Public Folder. The Select Folder dialog box appears.
       
    8. Click the public folder, and click OK.
    9. Click Save and Close.

    By adding a public Calendar folder to a group schedule, the calendar's events are available for scheduling purposes. You can incorporate division-wide or campus-wide events into your schedule. You might use the public Calendar folder to identify campus-wide meetings and other special events or to identify the availability of a specific resource.

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  27. I am not receiving email notifications when someone schedules me in a meeting - Why?

    Anyone of the following will prevent email notifications from being sent:

    • You have added a Delegate and selected 'Send meeting requests and responses only to my delegates, not to me'. (e.g., Tools | Options | Delegate).
    • You have your calendar set to auto-accept meeting requests.
    • You set 'Author' permissions on your calendar. This allows a person to open your calendar by choosing 'Open a Shared Calendar' and schedule a meeting directly on your calendar. Therefore, no email notification is sent.

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  28. I have delegate rights to someone's calendar but when I try to print the calendar I get an error message "The messaging interface has returned an unknown error. If the problem persists, restart Outlook." Why?

    This error will occur if you have been given delegate rights to someone's Calendar but not given rights to their Tasks and are trying to print their calendar using the Daily Style which includes printing task items. The delegate can resolve this problem by modifying the Print style to exclude task items. This can be done by selecting File | Print and clicking on the Define Styles button. Highlight Daily Style and click on the Edit button. Then uncheck the Include TaskPad option and click OK. You will now be able to print the calendar.

    Alternatively, the calendar owner can modify delegate rights to include permissions for Tasks.

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  29. When trying to print from a shared calendar using Daily View i get an error message that says "The messaging interface has returned an unknown error." How do I resolve this?

    There are two ways to solve this problem.

    Method 1: Disable the TaskPad option

    1. On the File menu, click Print.
    2. Click Page Setup.
    3. On the Format tab, click to clear the TaskPad check box.
    4. Click OK to close the Page Setup dialog box.
    5. With the Daily Style print style selected, click OK to print the shared calendar.

    Method 2: Update the permissions of the user
    Note These steps are to be completed by the user who shares his or her calendar and tasks.

    To update the permissions for the user of the shared calendar, follow these steps:

    1. In the Navigation Pane, click Calendar.
    2. On the File menu, point to Folder, and then click Properties for "Calendar".
    3. Click the Permissions tab.
    4. Click Add, and then add the user.
    5. With the user selected, set the Permission Level to a minimum of Reviewer.
    6. Click OK to close the Calendar Properties dialog box.

    To update the permissions for the user of the shared tasks, follow these steps:

    1. In the Navigation Pane, click Tasks.
    2. On the File menu, point to Folder, and then click Properties for "Tasks".
    3. Click the Permissions tab.
    4. Click Add, and then add the user.
    5. With the user selected, set the Permission Level to a minimum of Reviewer.
    6. Click OK to close the Tasks Properties dialog box.

    For more information see MS support article 912803.

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OWA

  1. When I view my calendar with OWA, I don't see my appointments, but they are visible with the Outlook client.

    If your Exchange account is configured to store messages, calendar items, contacts, etc. in a Personal Folder (.pst file), then you will only be able to view your appointments when using the Outlook client, since Personal Folder data is stored on either your hard drive or on a network drive (H:\exchange). In order to view your calendar data from both Outlook and OWA, you need to store your data (calendar items, messages, etc.) on the Exchange server. To change your account configuration to the Exchange server, launch Outlook, select Tools/Email Accounts , click Next , in the "Deliver new email to the following location:" pull-down menu, select Mailbox – your user name and click Finish.

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  2. When using OWA, sometimes I have more features - the preview pane, an expandable folder tree, Rules, pop-up notifications, monthly calendar view, etc. - and sometimes I don't. Why? (What is the difference between "Premium" OWA and "Basic"?)
    • There are two different versions of OWA, "Premium" and "Basic". Premium has more features and resembles the Outlook client more. Basic has less features but is faster
    • If you are using Internet Explorer on a Windows PC, then you are given the choice between the two. If you are using a different browser, only Basic OWA is available (you are not given a choice).

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  3. In OWA, how do I access a calendar that another person has shared with me?
    • Open a browser and navigate to https://tmail.utk.edu/exchange/userid/calendar replacing "userid" with the Exchange account name of the person whose calendar you need to see.
    • You will see an Outlook Web Access (OWA) login screen. Login with your Exchange account name and password.
    • The person's calendar should open at this time.
    • Note that the person must have shared their calendar with you.

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