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Calendaring

For the best calendaring experience, review the Calendaring Best Practices.

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Frequently Asked Questions

I have meetings showing strange behavior. What causes this and what can I do about it?

There are a few possible causes. See Calendaring Best Practices for some remedies.

How do I add an e-mail meeting proposal into my Exchange calendar?

Search your e-mail program's vendor site:

Why can't I see the availability of some campus Exchange users?

ITS Exchange email and calendaring is only available to users with sensitive research data. These are the only users for which you are able to see availability.

Other systems are not connected to ITS Exchange and so availability of users on these systems is not available to ITS Exchange users.

You will, however, receive automatic confirmation regarding your meeting request.

Can I move appointments from my personal calendar into Exchange?

You sure can, but first, what's the difference between your personal and Exchange calendar?

It's a matter of access. Appointments in your personal calendar are stored on your computer and are only accessible there. Appointments in your Exchange calendar are stored on the server and accessible anywhere you access Exchange. Other Exchange users can determine if you are available before proposing a meeting.

Here's the two step process:
NOTE: These steps will move your appointments. If you only wish to copy them, hold down the Ctrl (Windows) or Option (Mac) key while you drag the appointments.

  1. Display both calendars side-by-side.

  2. Drag appointments from one calendar into the other.

Want to move the entire contents of one calendar into another? In the source calendar:

  1. select the By Category view.

  2. click the first item.

  3. scroll to the bottom of the list.

  4. Shift-click the last item to select all entries.

  5. drag the selected block onto the other calendar.

Can I allow others to view my Exchange calendar?

Yes, you can share your Exchange calendar with other Exchange users. Refer to the Share an Exchange Calendar (PDF) Step-By-Step Procedure for instructions in Outlook for Windows and Mac.

How can I delegate my calendar?

Unlike viewing, delegation allows others to actually manage your calendar as well as just seeing items. Delegation of your calendar can be set up within your e-mail program. Visit the vendor's site for instructions:

Outlook (Win): Can I look at items from multiple calendars as if they were in one calendar?

Yes. First, open the calendars you wish to view. Then, click merge to merge them.

Outlook (Win): How do I move appointments from my personal Outlook calendar to my Exchange calendar?

You can even move Exchange calendar items to your personal Outlook calendar.

NOTE: Appointments in your Exchange calendar are viewable anywhere you can access your Exchange account, including Outlook Web App. You can only view your personal calendar appointments on the computer upon which they are stored.

To move some appointments:

  1. Display both calendars side-by-side.

  2. Select appointments and drag them to the other calendar.
    HINT: If you want to keep appointments in the original calendar and copy them to the other, hold down the Control (Ctrl) key when you drag.

To move all appointments from one calendar to the other:

  1. Display both calendars side-by-side.

  2. In the source calendar, select the By Category view.

  3. Select the first item in the source calendar.

  4. Scroll to the bottom of the list and — holding down the Shift key — click the last item.

  5. Drag the entire list of items to the new calendar
    HINT: If you want to keep appointments in the original calendar and copy them to the other, hold down the Control (Ctrl) key when you drag.

Entourage: Why don't meetings I flag as Private show up that way?

This issue affects Entourage users who share their calendar with a delegate or other people.

Exchange allows you to set a Private option when scheduling a meeting.
Private setting under the Options menu
You expect that only you and your invitees can see the details. Those with permission to view your and your recipients' calendars should only see the words "Private Event" or "Private Appointment."

Your recipients don't know you've set the Private option. Also, those with whom they share their calendars will see the full meeting details.

The "solution" is to include — in your meeting proposal — a request that recipients mark the meeting as Private in their calendars. To alert them, we recommend you use either the Subject heading or the text field.

This issue is unique to Entourage. Outlook correctly sets the privacy tag on the server and marks all calendar entries with a key icon.

More Details

Disappearing/Wrong Info

Avoid or troubleshoot missing and inaccurate information with these resources:

Specific Operating Systems

Mac:

Mobile Devices: