Troubleshooting Calendar free/busy using Outlook 2003 This
Contents
1. o Ve TIT INFORMATION SYSTEMS SERVICES O Troubleshooting Calendar free busy using Outlook 2003 NIVERSITY OF EEDS This document gives instructions on how to troubleshoot Calendar free busy when using Outlook 2003 AUTHOR Adrian Wheway ISS DATE February 2006 EDITION 1 0 UNIVERSITY OF LEEDS HOW 40 roman eens senvees SYSTEMS SERVICES Contents DiS ACI GO UIIND PE ETE IA EEA IAA AAEE EAE E AA 3 2 TROUBLESHOOTING CALENDAR FREE BUSY cccccscsssesceccesscssccsessessessessessecsuseuseesesserseusessecauseuseuseuseuseuseeas 3 Feedback If you notice any mistakes in this document please contact the Information Officer Email should be sent to the address info officer leeds ac uk Copyright This document is copyright University of Leeds Permission to use material in this document should be obtained from the Information Officer email should be sent to the address info officer leeds ac uk Print Record This document was printed on 28 Feb 06 how40 doc Version 1 0 Feb 2006 ISS Printed 28 February 2006 Page 2 of 5 INFORMATION SYSTEMS SERVICES 1 Background Occasionally an Outlook calendar may not have free busy information correctly published to the Exchange server The purpose of this guide is to explain how to force Exchange to re publish your calendar free busy 2 Troubleshooting Calendar free busy lf your free busy information is not being published correctly then a window simi2. ceive 2p Find S GJ Type a contact to fine orv z Options 21x e ji Search In Inbox Find Now Options xX RE Call Reference 00144772 Public folder size Newest on top ai Preferences mail Setup Mail Format Spelling Security Other Delegates k TE A Paul Buckle E mail l Be To l Adrian Wheway Change the appearance of messages and the way they are handled 09 51 Adrian z z 44772 Public folder size l AOR E MOM E mail Options j a Thanks for that We will take you up on the offer am going to discuss email retention with Calendar f the users at the next unit meeting so hopefully we won t need to increase it further Customize the appearance of the Calendar V Default reminder fis minutes x Calendar Options Tasks S j Change the appearance Reminder time Thu 17 47 Regards Fri 02 12 Paul Buckle 0 x Administrator Calendar work week M Mon M Tue M Wed M Thu 8 Change default settings f Sat Sun rials Research Unit CTRU First day of week Monday start time 09 00 i ime of Leeds Notes First week of year StartsonJan1 w Endtime 17 00 x y Change the appearance Calendar options I Show week numbers in the Date Navigator gfield Mount i IV Allow attendees to propose new times for meetings you organize F Use this response when you propose new meeting times Tentative v Free Busy Opti
3. lar to that shown in figure 1 will be seen by someone who is attempting to arrange a meeting with you on any date i e hashes are shown next to your name in the New Appointment Scheduling window 18 x ii Untitled Meeting File Edit View Insert Format Tools actions Help E send gy a BY Recurrence EA Cancel Invitation X OB Appointment Scheduling Zoom 100 Day view v 02 February 2006 03 February 2006 11 00 12 00 13 00 14 00 15 00 16 00 09 00 10 00 11 00 12 00 13 00 1400 15 00 1 00 09 00 13 00 11 00 2 00 Er SS GE IS A SE T a a T nn eee E lAdrianwheway z Paul Smith 1551 NSE anaes sasasessssaseacanse Po m Add Others w Options w s _Addothers e Meeting start time Fri 09 12 2005 x 11 00 xl ES AutorickNext gt gt Meeting end time Fri 09 12 2005 11 30 x E 6usy Tentative W out of Office No Infomation Figure 1 how40 doc Version 1 0 Feb 2006 ISS Page 3 of 5 Printed 28 February 2006 INFORMATION SYSTEMS SERVICES To verify that Outlook is configured to publish six months of free busy information apply the following process Open Outlook Click Tools then Options Click the Calendar Options button Click the Free Busy Options button you should see a group of windows similar to figure 2 Inbox Microsoft k laj File Edit View Go Tools Actions Help yoe a question f aiNew ch A XK Reply Reply to All Forward H Send Re
4. ons x Background color Use selected background color on all cal OPtions Data File Management Free busy information is used by people sending meeting requests to determine when you are available for meetings Publish 3 month s of Calendar free busy information on the server Advanced options Ci JV Enable alternate calendar English in vhe if ts r tt sending n Free Busy Options Res Update Free busy information on the server every 15 minutes Internet Free Busy 7 Publish and search using Microsoft Office Internet Free Busy Service V Request free busy information inn 7 Publish at my location Search location sage If you are not the addressee Cancel r this message to anyone In such immediately 2 HH 84 Yi i Ca 4 2 5 Items L Online Start O a O L isinbox Untitled 96 Rem 4 Call Log 2 Inte B3 win E comma 4 Docume LALY 11 10 Figure 2 how40 doc Version 1 0 Feb 2006 ISS Printed 28 February 2006 Page 4 of 5 INFORMATION SYSTEMS SERVICES Free Busy Options Options ig Free busy information is used by people sending meeting requests to determine when vou are available For meetings Publish le months of Calendar Free busy information on the server Cc Update Free busy information on the server every 15 minutes Internet Free Busy Publish and search using Mic
5. rosoft Office Internet Free Busy Service E Request freefbusy information in meeting invitations Publish at my location Search location concel_ Figure 3 e Verify that the Publish lt value gt month s of Calendar free busy information on the server is set to six months If not then change this value to 6 months as shown in figure 3 e Click the OK button on each of the three windows to accept the change Finally you will need to apply the following step Ro eee axl Close Outlook e Click Start and select Run Type the name of a program Folder document or f Internet resource and Windows will open it For you e Awindow similar to that shown in figure 4 should open Open e Click into the Open field and type outlook exe cleanfreebusy e Click the OK button Cancel Browse e Outlook will open Figure 4 Your calendar free busy information will have been re published and should be visible to other users who are arranging an appointment with you If you experience any problems following the procedures in this document please contact the ISS Help Desk on 0113 343 5374 or helpdesk leeds ac uk how40 doc Version 1 0 Feb 2006 ISS Printed 28 February 2006 Page 5 of 5
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