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Calendar FAQs

Users who manage Rooms/Resources can continue managing them in JeffNet/JeffCal (Lotus Notes) until these accounts are converted to the new Outlook system in late July. While your personal email account might be converted to Outlook earlier, your old mail account will remain (as read-only), allowing you to access JeffNet and manage the Rooms and Resources during the course of the conversion.

In most cases, the department will convert to Outlook at the same time.

It will be migrated to Outlook.

No, as long as you follow the detailed instructions you receive via email or the How to Prepare section of this site prior to your conversion.

Yes, you will need to redelegate your calendar when you convert to Outlook. Instructions are included in User Guides menu option of this section.

By default, your Calendar is set to be shared with Free/Busy time view (Shows all Calendar entries as Free or Busy. No other details are provided.). A Jefferson User can add your Calendar by following steps in question “How do I access a shared or delegated Calendar”. For more specific setting, such as Calendar delegation, please see question “How do I delegate my Calendar…?”

No, it does not carry over. You will need to have him/her reassign you rights to his calendar.

In Calendar view, select Open Calendar. Then, click From Address Book to locate the Calendar Owner to be added, and click OK. Under Shared Calendar, you will see the newly added Calendar. Your will be able to view/edit the Calendar based on the Calendar Permission as configured by the Owner.

Under Home ribbon menu, select Calendar Permissions to open the Calendar Properties window. Under Permissions tab, click Add to select your Assistant’s name from the Address Book. Then, select one of the Level-presets in the Permission Level Dropdown List (Please note that you will be able to view/edit preset details under the Read/Write/Delete radio button sections). A few of the common settings are:

  • Editor: Create, read, edit, and delete all items
  • Author: Create and read items; edit and delete items they've created.
  • Reviewer: Read items
  • Free/Busy time, subject, location: View the time, subject, and location of the appointment or meeting on your calendar.
  • None: No permissions are set for the selected user on the specified calendar or folder.

Under Home ribbon menu, click Create New Calendar Group, then enter desired name. In the Address Book, locate Calendar owners, and click OK.

Create a meeting request in one of the Calendar of the Group Calendar. To do so, simply do a right-click in the desired time slot, and then click New Meeting Request. The Request will be sent to all members of the Group Calendar.

You can use the Schedule View to display multiple Calendars or Group Calendar in one single view. This option can be useful for finding available meeting time or further Calendar comparison analysis. To access it, simply select the Calendar(s), and then select Schedule View under Arrange section in Home ribbon menu.

When you create a new meeting, one of the tabs contains the Scheduling Assistant. Click on the button, and then you can then click on the Add Attendees which will put you in the global address table. Once added, you will be able to see their availability.

Under the File tab select Info and click on the Automatic Replies Button.

A secondary screen will display where you can set the reply duration and message text. You can also have an additional OOF set for messages that you receive externally, (do not originate from a Jefferson user with an email address). Note that only 1 OOF message is sent to a user during your absence so they only get notified one time if they send you multiple messages.

Create a New Meeting. On Meeting Series menu, click Recurrence icon to open the Appointment Recurrence window, and select appropriate options.

You will be able to view the Recurrence details under Location textbox.