Exchange Calendar Frequently Asked Questions for Windows

Can I use my local address book to find people's free/busy information?

Not a simple answer. The first response is NO. Your local contacts can come from a variety of sources. If you have an old e-mail address or one from a source such as e-mail or a distribution list, that address likely does not match anything in the Exchange environment.

How do I schedule groups in Exchange?

For individuals, the best method is to create local address groups by selecting people from the GAL. Once this list is created, one can then schedule meetings with the group. The real benefit is that the group will combine everyone's free busy information so that you don't need to check each individual's free/busy times.

For departments, the recommended solution is to call the ITS Service Desk and ask to have a group added to the GAL. This way it is available to all users in the department.

What is a delegate?

A delegate is a person that has heightened access to another users data. Normally, other RIT users will only see your free/busy information and can only request your attendance at a meeting. However, if you have the need to allow others to access your calendar as if they were you so that they can schedule and add other information on your behalf, you can set them up as a delegate. Delegate access can also get very granular, and can be applied to select folders, or your entire mailbox.

Does the calendar folder go against my quota?

Yes. All folder that fall under your folder labeled Mailbox- [Your Name] count against your Exchange quota.

Can I schedule conference rooms and other resources in Exchange calendar?

Yes. Resources such as conference rooms, AV equipment, loaned equipment, etc, can be added to the Global Address List (GAL). All resources are organized using this layout RES [Department] [Location] [Proper Name] For example, the ITS conference room in the Frank Gannett building will show in the GAL as RES ITS 7b-1028 Conference Room. By default all resources will begin with the RES suffix to help quickly locate the resource in the GAL. If you cannot find a resource in the GAL, chances are a request for it to be there has not made to the ITS Service Desk. We apologize for any inconvenience, but if you are not the owner or administrator for the resource, the request cannot be processed. If you are unsure, please consult with your department head or college administrators.

If I have granted someone delegate access to my Mailbox, is it possible to hide private appointments from them?

Yes. When setting the individual as a delegate make sure the option that states Delegate can see my private items is left unchecked (which is the default setting). Setting items as private at all can only be done with a MAPI client in Windows, Outlook 2001 on a Mac, Entourage is unable to set items as private.

Is it possible to set my calendar to auto accept meetings?

Yes, but it is not recommended, as double bookings can occur. If you would like to do it anyway, follow these instructions. Using the menus at the top, go to Tools->Options. Within the options windows, select the Calendar Options button. In the window that opens, click on Resource Scheduling. Check the box that says Automatically accept meeting requests and process cancelations.

Can I change my free/busy schedule beyond 2 months?

Yes. Using the menus at the top, go to Tools->Options. Within the options windows, select the Calendar Options button. Select the Free/Busy Options button. From the window that opens, you can change the number of months in the future that you would like to publich your calendar.

Can I change the default appointment time from a 1/2 an hour to an hour?

Yes. When scheduling an appointment, select the Schedule tab. Along the left side of the free/busy display are the hours of the day. Right click on the hours, and a menu appears where you can select the default time.

How do I make the Global Address List (GAL) my default address book?
  1. Open your Outlook client
  2. From the top menu, select Tools->Addres Book....
  3. From the Address Book window, select Tools->Options
  4. In the Show this address list first use the arrow on the left to pull down other choices.
  5. Select the Global Address List and press OK
  6. Press OK on the next screen, and you are all set!