Unified Messaging Service

Integrated Calendar & Email

JPL IT - Unified Messaging Service

Entourage (Mac) Client with UMS

Entourage isn't just for Mail: Using Entourage's Calendar

Entourage Calendar Training Presentation
(PDF File)

Entourage 2008 Calendar Basics Video
(QuickTime Movie)

Basic calendar functions are similar to that of Meeting Maker, but there is enhanced functionality and more integration within the UMS environment.

When a new meeting is created, the people who are invited to the meeting will automatically receive an email notification. Meeting notifications look different from other emails, because they have a special icon next to the email (left image). After you accept a meeting invitation, the email notification will be moved automatically to your Deleted Items folder.

The Basics

Calendar Quick Reference Guide (Handout)
(PDF File)

Calendar Scenarios and Quick Tips
(PDF File)

Use the Calendar to schedule appointments, make all-day events, and set up meetings with Contacts from the Global Address List (GAL) or your own Contacts. Entourage sends email invitations to the invitees and adds the meeting to their Calendars if they are using Outlook or Entourage.

Navigating Entourage Calendar >>
1. Click the Calendar button in the upper left corner (or click the Calendar folder in the Folders list).
2. Click buttons on the toolbar to display either "Today," "One Day," the "Work Week," the "Full Week," or a "Month."
3. To display more than one week in the Calendar, click a date in the navigation month and drag to select the days that you want to view.
4. Click the Today button to return to the current date.
5. The pane on the left displays the date navigator months at the bottom. If it is not visible, click the arrow button in the lower-left corner to expand it into view.
6. Click arrows on the left or right of the date navigator to move to the previous or next month.
7. Click any date in a navigator month to go to that date.
Create an Appointment in Entourage >>
An appointment is an activity that involves only you.
1. Create a New Calendar Event
  - On the Menu bar, click File >> New >> Calendar Event.
  - Or right-click (or ctrl-click, if using a one-button mouse) on a calendar day and select New Calendar Event, or double-click on a day.
  - Or select a time block on the calendar, right-click (or ctrl-click) the selection, and click Open Event. Use this method to book the appointment at a specific time. Since you've already selected the time, it will be auto-filled.
2. In the Subject box, enter a description.
3. Enter the location in the Location box.
4. Uncheck the All Day Event box and enter the Start and End times for the meeting.
5. Change the reminder time or deselect this option.
6. Enter appropriate information in the text area.
7. Close the window and Save when prompted.
Create an All-Day Event >>

An All-Day Event is posted as a banner on your calendar so other items can continue to appear on your schedule for that day.

T Turn any calendar entry into an all day event by selecting the All day event check box in that entry. Be sure to click the status button to set your time for the event as Free, Busy, Tentative or Out Of Office. Close and Save to add the banner to your Calendar.
Create a Meeting in Entourage >>
A meeting is similar to an appointment with other people invited.
- Meeting organizer — Whoever creates a meeting is the meeting organizer. Only the organizer can change the meeting and she or he cannot assign a new organizer to an existing meeting.
- Attendee — Anyone invited to a meeting is an attendee. Once someone is added to the attendee list, that person will remain an attendee, even if she or he declines a meeting, unless the meeting organizer removes her or him from the list of those invited.
- Location — In Entourage, Conference Rooms should be included as an Invitee selected from the Global Address List (GAL). To find a Conference Room with an available timeslot, invite multiple Conference Rooms. Then, once the Free/Busy time has been viewed via the Scheduling tab, delete those that were unavailable or unneeded.
To Schedule a Meeting
1. Open a New Calendar Event
2. In the Subject field, enter a description.
3. Enter the location in the Location box.
4. Uncheck the All Day Event box and enter the Start and End times for the meeting.
5. On the Appointment tab, change the reminder time, if desired, or uncheck the box.
6. Enter appropriate information in the text area.
7. Click the Invite button and add your attendees in the To: field.
8. You may then view the Free/Busy time of your Invitees via the Scheduling tab.
When Some Attendees are Unavailable
- Change the start and end times at the top to a period when all invitees are available
- Or — The beginning or ending edges of the meeting time as displayed in the free/busy graph (or the entire meeting time) can be dragged to an open time for all Invitees. The meeting time will be adjusted accordingly.
Make a Recurring Meeting

Select an option from the “Occurs” drop-down on the Appointment tab. Click Send Now.
Make Changes to a Meeting and Send an Update in Entourage >>
1. Double-click the meeting to open it.
2. Click the Appointment button to change options such as the date, time, occurrence of the meeting, or reminder.
3. Click the Scheduling tab button to view details about the Attendees' free/busy time.
Note: If you add or remove attendees, you can choose to send an update to everyone or only to those who have just been included or removed.

Select Yes to send updates only to added or deleted attendees or No to send updates to all attendees.
Respond to a Meeting Request in Entourage >>
Part 1
- Accept — When you accept a meeting, it appears on your Calendar and you receive updates of changes of the meeting. If others view your free/busy time, the time appears as Busy by default.
- Decline — When you decline a meeting, it does not appear on your Calendar, but it does not sever your ties with the meeting: You will receive any updates and be able to respond to them. To be fully disengaged from a meeting, ask the organizer to remove your name from the attendee list.
- Tentative — Use this option if you are interested in the meeting, but not sure whether you will be able to make it. The meeting will appear on your Calendar and that block of time is displayed to others as tentatively unavailable.
- Propose New Time — If the organizer allows this option, you may choose to propose a new time for the meeting; the meeting organizer receives your request and can choose to change to the time you prefer.
Part 2
- Edit the response before sending — Use this option if you want to include a message with your response. When you respond to a message, you can send a personal note to the organizer.
- Send the response now — The meeting response is sent back to the organizer's Inbox and the meeting entry is updated in the Calendar.
- Don't send a response — The meeting is added to your Calendar, but the meeting organizer will not be notified.
Cancel a Meeting in Entourage >>
Only the meeting organizer can cancel a meeting.
1. Open the meeting.
2. On the toolbar, click Cancel Invite.
3. You may notify the Invitees with or without comments.
4. Recipients will receive a cancellation message and can click Remove from Calendar in the message.
Cancel One Occurrence of a Recurring Meeting
1. Open the meeting on the date to be cancelled.
2. In the dialog box, click Open this one and click OK.
3. On the toolbar, click Cancel Invite.
4. You may notify the Invitees with or without comments.
5. Recipients will receive a cancellation message and can click Remove from Calendar in the message.
Cancel Recurring Meeting Series

To retain meetings that have already occurred as a record on the calendar, do not "cancel" the entire series, but change the end date.
1. Open the meeting.
2. In the dialog box, click Open the series, and then click OK.
3. On the Appointment tab, select "Custom" from the Occurs drop-down.
4. Make the appropriate changes to the "End by:" field and select OK.
5. Click the Send Update button.
Note: By changing the end date of the recurring meeting, the instances of the meeting that have already occurred stay on the attendees' calendars.
Import JPL Calendar items (2010 and 2009 RDO, Payday, and Holiday Calendar files) >>
Note: Run the following steps for any of the calendar file downloads listed below. You will need to import each file separately.

To run these steps you will need to have the Entourage icon in the Dock.
1. Open Entourage.
2. Select a calendar file (.ics) from the list below.
3. CTRL-click on the .ics file, and save it to a location (e.g., Desktop).
4. Drag and drop the .ics file to the Entourage icon on your Dock.
2010 Payday Calendar (Calendar File)

9/2/2009 — File to import list of JPL 2010 Paydays into your UMS Calendar

2010 Regular Day Off (RDO) Calendar (Calendar File)

9/2/2009 — File to import list of JPL 2010 RDOs into your UMS Calendar

2010 Holiday Calendar: 9-80 Workweek (Calendar File)

9/2/2009 — File to import list of 2010 9-80 Holidays into your UMS Calendar

2010 Holiday Calendar: 5-40 Workweek (Calendar File)

9/2/2009 — File to import list of 2010 5-40 Holidays into your UMS Calendar
Filter Meeting Requests and Updates to a Specified Folder >>
Note: For this example, you will want to have the folder already created in order to move the message to the specified folder. [Right Click {Ctrl+Click}, select new folder.]

Step 1
- In Microsoft Entourage, from the drop down menu.
- Select "Tools" > "Rules" > Click on Mail (Exchange Tab) > Click the New Button
Step 2

You can make a client side rule that moves a message if it is a meeting, but as all rules in Entourage are Client Only it will only work when Entourage is running.
- In the first drop-down menu under "If", select Specific header
- In the text box immediately to the right of Specific header type in "Content-class" (without the quotes)
- Then select Contains from the second drop-down menu.
- Type in "calendarmessage” in the text-box immediately to the right of Contains
Step 3
- In the first drop-down menu under "Then", select Move Message
- In the second drop-down menu, select the folder you created earlier.
Your Rule is now successfully created. Click OK and then Close the Rules Window.
Create and Use Public and Private Groups in Entourage >>
Public Groups in Entourage:

The Public Groups that were used in Meeting Maker have been moved to the JPL Directory and are available for use as either email distribution lists or calendar invitee lists. In the future, these groups will be maintained using the JPL Directory Groups Interface. Until owners are identified for each of these groups, please submit a Service Request or call 4-HELP to request changes.

To Create a Private Group in Entourage:

Note: In Entourage, private groups are referred to as Groups.
1. Click Address Book.
2. Click the arrow next to New , and then click Group.
3. Do any of the following:
  - Create a group name
    — In the Group name box, type a name.
  - Add a person or group from your address book, or add a person with whom you've recently exchanged e-mail
    — Click Add , type the first few letters of the person or group's name, and then click the appropriate entry on the pop-up menu.
  - Add a person who is not in your address book or with whom you haven't recently exchanged e-mail
    — Click Add , and then type the person's e-mail address.
  - Prevent message recipients from seeing the addresses of other group members
    — Select the Don't show addresses when sending to group check box.
  - Remove a member
    — Click the member, and then click Remove.
4. Close the Group window, and then if a confirmation message appears, click Save. The group appears in your address book, and you can send messages to the group exactly as you would to an individual contact.
Note: To make changes to a group, double-click the group in the address book, and then make the changes that you want.

Managing Another User's Calendar or Mail in Entourage 2008 (brochure)
(PDF File)

Sharing

Sharing any Entourage default folder is a two-step process: (1) The owner of the folder must grant permission, and (2) the person to share must open the folder.

Share a Microsoft Exchange Folder >>
1. Click the Microsoft Exchange folder that you want to share (for example, Inbox).
2. CONTROL+click the folder, and then click Sharing.
3. On the Permissions tab, click Add User.
4. Type the name of the person who you want to share the folder with, and then click Find. Select the name, and then click OK.
5. In the Permission Level pop-up menu, click the permission level that you want the person to have, and then click OK.
  - Owner — Create, read, modify, and delete all calendar, address book, private and public folder, and mail folder items. As an owner, a user can change the permission levels others have for the folder.
  - Publishing Editor — Create, read, modify, and delete all items, and create subfolders.
  - Editor — Create, read, modify, and delete all items.
  - Publishing Author — Create and read items, create subfolders, and modify and delete items you create.
  - Author — Create and read items, and modify and delete items you create.
  - Nonediting Author — Create and read items, and delete items that you create.
  - Reviewer — Read items only.
  - Contributor — Create items only.
  - Custom — Perform activities defined by the folder owner.
  - None — Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.
  Note: People that you share folders with have the same permission level for subfolders unless you assign different permission levels to the subfolders.
Open a Shared Mail Folder >>
1. Click File > Open Other User's Folder.
2. Click on the Find User icon
3. Type the name you want to share with, and click Find.
4. Highlight name, and click Advanced
5. In the Advanced Settings window, add /exchange/jplusername@jpl.nasa.gov, where "jplusername" is the user that you want to open a shared calendar. Click OK
6. Click OK on the “Open Other User’s Folder” dialog box.
Note: To disconnect from a shared folder, CONTROL+click the folder, and then click Remove From View.
Post a Message to a Public Folder >>
1. In the folder list, under your Microsoft Exchange account, click the arrow next to Public Folders.
2. Open the mail folder that you want to post a message to.
  There are three types of public folders: mail, calendars, and address books.
3. Click New.
4. Type the message that you want to post, and then click Post.
5. Notice that the message appears in the public folder's inbox.
Notes:
- For quick access to a public folder, drag the folder to Subscribed Public Folders.
- To create a new public folder, click File > New > Folder.
Remove Access To Your Calendar >>
On the Permissions tab, click Edit > Folder Properties. Select the name and click the Remove button. The name is removed from the list.