• For POP Users - Turn off "leave mail on Server" >>
  1. From the Mail menu, select Preferences.
  2. Click Accounts, and select your email account.
  3. Go to the Advanced tab.
  4. Check the Remove copy from server after retrieving a message checkbox.
  5. Click OK
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.
1. Click the Calendar file you want to add to your Calendar listed below.
2. Select a location you can remember (e.g., Desktop) to where it is saved. Click Save.
3. Drag the Calendar file onto the iCal icon, on your Dock.
4. If prompted, select the Calendar you wish to import the file to (you should select your UMS Calendar).
5. Click OK.
---
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

Calendar

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.

  Note: Attendees cannot be invited as "Optional" in Entourage. If you must invite an Attendee as Optional, please use OWA Light or Premium, or Outlook.

  • 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.
  
  

  Note: Free/busy times for each attendee appear as a colored horizontal in accordance with the key at the bottom of the window.

  ---

  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.

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.

Mail

General

• For POP Users - Turn off "leave mail on Server" >>
  1. From the Tools menu, select Accounts.
  2. In Accounts, under Mail tab choose Account and click Edit button.
  3. In the Edit Account dialog box, choose the tab Options.
  4. Under the Server options, do not check the option Leave a copy of each message on the server.
• Find Someone in the JPL Mail list >>
  1. Click Address Book.

     ---

  2. In the folder list, under Directory Services, click the directory service that you want to search.

     ---

  3. In the Filter box, type the first few letters of the name of the person who you want to find.

     ---

  4. Double-click the person's name.

     ---

  5. Notice that the person's contact information is listed.

     ---

  Note: To begin a mail message to the person, click E-mail.

• How to Archive Email in Entourage (PDF)

Working With Signatures

• How to Set Up Out of Office Assistant >>
  1. Click Mail.
  2. In the folder list, click the Microsoft Exchange account for which you want to turn on the Out of Office Assistant.
  Note: You must turn the Out of Office Assistant on or off for each account separately.
  3. On the Tools menu, click Out of Office.
  4. Click Send Out of Office messages.
  5. In the Reply to message with box, type the text that you want to include in your automatic reply.
  6. If your account is on Exchange 2007, click More Options, and then do any of the following:
  • To set start and end dates for an Out of Office message:
    • Select the I am out of the office between check box, and then set your Start date and End date.
  • To Set options for replying outside your organization (if enabled by your Microsoft Exchange administrator):
    • Select the Send replies outside my company to check box, and then follow the instructions on the screen.

  Note: Your delegate cannot turn on or turn off the Out of Office Assistant for you.

• Format a Signature >>
  1. On the Tools menu, click Signatures.
  2. Double-click the signature you want to change.
  3. Click Use HTML to turn on HTML formatting.
  4. Select the text that you want to format, and then select the formatting options that you want.

  Note: If you insert a formatted signature into a plain text image, the signature appears as plain text.

• How to Add a Picture, Sound or Movie to a Signature >>
  1. On the Tools menu, click Signatures.
  2. Double-click the signature that you want to change.
  3. Click Use HTML to turn on HTML formatting.
  4. Place the cursor where you want to add a picture, sound, or movie.
  5. On the Message menu, point to Insert, and then click the option that you want.
  6. Locate the file that you want to insert, and then click Choose.

  Note: If you insert a signature into a plain text message, Entourage removes any pictures, sounds, or movies from the signature. Any graphic file type supported by your version of QuickTime is likely to be supported by Entourage.

• Add or Remove a Signature from your Random List >>

  If you want to vary the signature that you attach to messages, you can have Entourage pick one at random from the signatures that you have added to your random list. You can set your default signature to random, or you can manually insert a signature from your random list when you create a message.

  1. On the Tools menu, click Signatures.
  2. In the Random column, select or clear the check box next to the signature that you want to add or remove.
• How to Set the Default Signature >>
  1. On the Tools menu, click Accounts, and then click the Mail tab.
  2. Double-click the account that you want to set a default signature for.
  3. Click the Options tab.
  4. Do one of the following:
     • Select a single default signature:
       Under Message Options, in the Default signature pop-up window, click a Signature.
     • Use signatures from your random list:
       Under Message Options, on the Default signature pop-up menu, click Random.

  Notes:

  • When your email has been migrated to the Exchange server, you may need to reset your default signature.
  • If you want to use a default signature on multiple mail accounts, you must set the default signature for each mail account.
  • Before you set your default signature to random, you should add some signatures to your random list.

For Windows

• For POP Users - Turn off "leave mail on Server" >>
  1. From the Special menu, select Settings... .
  2. Select Checking Mail.
  3. Ensure Leave mail on server is unchecked.
  4. Click OK.

For Mac

• For POP Users - Turn off mail on Server >>
  1. From the Tools menu, select Options.
  2. Select Incoming Mail.
  3. Ensure Leave mail on server is unchecked.
  4. Click OK.

• For POP Users - Turn off "leave mail on Server" >>
  1. From the Edit menu, select Preferences.
  2. Select Mail Accounts from the left window.
  3. Select the email account, and click Edit.
  4. Click Receiving Options Tab
  5. Ensure Leave Mail on Server is not checked.

Calendar

Calendar Quick Reference Guide (Handout)
(PDF File)

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

• Export Your Meeting Maker Calendar Data for Future Reference
• How to Export Contacts from Meeting Maker (PC) >>
  
  1. Launch Meeting Maker
  2. Go to File > Export as Text

     ---

     
  3. In the Export as Text dialog box, uncheck the Calendar and To-Dos checkboxes and click Ok

     ---

     
  4. Type in a name for the address book you are going to export (this can be any name; the exported file just needs a name)
  5. Select a location on the hard drive, such as the Desktop, that will make it easy to find the exported file
  6. Make sure the "Save As Type" is .txt (otherwise Outlook will not be able to import the file) and click Save

     ---

     
  7. Open the exported .txt file in Excel (when opening, you may need to select "All File Types" in order for the .txt file to show up in the open dialog box).

     ---

     
  8. If the first row with text has just one column of data (probably titled Contacts), delete that row so that the field headers move to the top of the page
  9. This step is necessary because if the exported file doesn't have field headings on the first row, you will have trouble properly importing the contacts.
  10. Once you have modified the file as above, save the file (still as a .txt) and close it.

      ---

  11. Open Outlook if it isn't already opened
  12. Go to File > Import and Export... in Outlook

      ---

      
  13. Select Import from another program or file and click Next

      ---

      
  14. Select Tab Separated Values (Windows) and click Next

      ---

      
  15. Browse to the .txt file you just exported and select it
  16. Choose whichever method you prefer for dealing with duplicates and then click Next

      ---

      
  17. Select the Destination Folder for the import (this should be either the Contacts folder found on the server or under Personal Folders) and click Next; if you want the contacts to be stored on the Exchange server, you should select the Contacts folder on the server

      ---

  18. On the next window that appears, you should manually map the fields (at least check the field mappings). You can do this by selecting Map Custom Fields ... You will probably need to, at least, manually map the Email address, Work Phone, and Address fields.

      NOTE: To verify you have the correct field mappings in place, you may want to test importing one or two records first. Make a copy of the exported data and delete all records in Excel except one or two records that have data in the highest number of fields for the address book in question. Then your test will require you to properly map all the fields you will need to map for the import of the entire set of contacts.

  19. Once you are finished with the field mappings, click Finish to complete the process.
• Navigating the Outlook Calendar >>
  1. Click the Calendar button in the Button bar (or click the Calendar folder in the All Folders view).
  
  
  2. Click buttons on the toolbar to display either the "Day," the "Week", or the "Month." Toggle either "Show work week," or "Show full week."

     Note: While in the day view, press ALT+1 to display one day, ALT+2 to display two days, and so on through ALT+9 to display nine days. To display 10 days, press ALT+0.

     To display more than one week, click a date in the navigation month and drag to select the days that you want to view.

  3. Click the Today button to return to the current date.
  4. 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.
  5. Click arrows on the left or right of the date navigator to move to the previous or next month.
  6. Click any date in a navigator month to go to that date.
  7. Click the scroll bar on the right to move ahead or back in the month.
  8. The My Calendars pane on the left displays check boxes for the default and any user-created calendars. Click a check box to display one or more other calendars side-by-side.
  9. The Other Calendars pane displays calendars of those who have shared them with you. Click a check box to display one or more other calendars side by side with your own.

     Note: you can uncheck any calendar to make more display room, but you must have at least one calendar checked.

  10. The Open a Shared Calendar... and Share My Calendar...links at the bottom allow you to open a newly-shared calendar or to share your calendar with another user.
• Create an Appointment in Outlook >>

  Note: An appointment is an activity that involves only you.

  1. Create a New Calendar Appointment
     • On the Menu bar, click Actions - New Appointment to access a blank slate for the appointment and enter all of the appointment details.
     • Or right-click a calendar day and select New Appointment, or double-click on a day.
     • Or select a time block on the calendar, right-click the selection and click New Appointment. Use this method to book the appointment at a specific time. Since you've already selected the time, it will be auto-filled.
  
  2. Be sure you have the Appointment Tab selected
  3. In the Subject box, type a description.
  4. Enter the location in the Location box.
  5. Uncheck the All Day Event box and enter the Start and End times for the meeting.
  6. Change the reminder time or select None.
  7. Enter appropriate information in the text area.
  8. Click Save and Close.
• Create a Meeting in Outlook >> (Watch Video)

  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, designated as either required or optional. Once someone is added to the attendee list, that person will remain an attendee, even if she or he declines the invitation, unless the meeting organizer removes her or him from the list of those invited.
  • Location — In Outlook, 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. Create a New Meeting
     
     • On the Menu bar click Actions - New Meeting Request to access a blank slate for the meeting and enter all of the meeting details.
     • Or — In Calendar on the Menu bar, click Plan a Meeting. This command starts you off on the Scheduling tab. Use this method when the time of your meeting can adapt to the schedules of the people who are coming.

     ---

     • Or — In Day or Week view, select a time on the calendar, right-click and select New Meeting Request. You can use this method when you want to book the meeting at a specific time. Since you've already selected the time, it will be auto-filled.
     • Or — Right-click in your calendar and select New Meeting Request.
  2. Ensure you have the Appointment Tab selected
  3. In the Subject field, enter a description.
  4. Enter the location in the Location box.
  5. Uncheck the All Day Event box and enter the Start and End times for the meeting.
  6. On the Appointment tab, change the reminder time, if desired, or uncheck the box.
  7. Enter appropriate information in the text area.

  ---

  
  8. Click the Scheduling Assistant Button.

  ---

  
  9. Click Add Attendees....

  ---

  
  10. In the Type name or select from list box, enter the name(s) of people invited to the meeting.
  11. For each name entered, click Required, Optional, or Resources.
      (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box.)
  12. Click OK.

  ---

  13. Click Send.

  ---

  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 displayed in the free/busy graph (or the entire meeting time) can be dragged to an open time for all Invitees, if needed. The meeting times in the event will be adjusted accordingly.
  
  

  Note: Free/busy times for each attendee appear as a colored horizontal in accordance with the key at the bottom of the window.

  • Use AutoPick Next at the bottom of the window to find the next available free time for all invitees.
• Create a Recurring Meeting in Outlook >> (Watch Video)
  1. Begin by making a meeting as you normally would (see Create a Meeting in Outlook)
  
  2. Click Recurrence on the Meeting Group on the Ribbon once you , then select the recurrence pattern. Select any other appropriate options.

  ---

  3. Click Invite Attendees.
  4. Click Send.
• Add Another Category to a Recurring Meeting in Outlook >>
  1. Highlight one of the items in the recurring meeting.
  2. Use the following shortcut (hot-key) combination CTRL + C. This will copy the meeting.
  

  ---

  3. Place the cursor just below the existing meeting entry.
  4. Click CTRL + V. This will paste the meeting in just below the existing meeting entry.
  

  ---

  5. Delete the existing meeting above it (only that occurrence) and click OK.
  

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  6. Next, drag/drop the new meeting up to the time slot and you are done.
  

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• 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.

  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 the window and Save when prompted.

• Make Changes to a Meeting and Send an Update to Attendees >>
  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 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 Outlook >>

  Part 1

  • Accept — When you accept a meeting, it appears in 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, 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 are 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 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 Outlook >>

  Only the meeting organizer can cancel a meeting.

  1. Open the meeting.
  2. On the toolbar, click Cancel Meeting.
  3. Click Send Cancellation.
  4. Recipients will receive a cancellation message and can click Remove from Calendar in the message.

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  Cancel One Occurrence of a Recurring Meeting

  1. Open the meeting on the date to be cancelled.
  2. Click Open this occurrence.
  3. On the Actions menu, click Cancel Meeting.
  4. On the "Do you want to delete all occurrences ... or just this one?" Dialog, Click Delete this occurrence.
  5. Click OK
  
  6. Click the Send cancellation and delete meeting.
  7. Click OK.
  8. Click Send.
  9. Recipients will receive a cancellation message and can click Remove from Calendar in the message.

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  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 Ribbon, click the Recurrence tab.
     Important: If Recurrence is not on the Ribbon, you are not the meeting organizer and you cannot cancel the meeting.
  4. Under Range of recurrence, click End by, select the date that you want the meeting to end, and then click OK.
  5. Click the Send Update button.
  6. In the Confirm Delete dialog box, click Delete this occurrence.

  Note: By changing the end date of the recurring meeting, the instances of the meeting that have already occurred will remain 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.

  1. Click the Calendar file you want to add to your Calendar listed below.
  2. Select a location you can remember (e.g. Desktop) to where it is saved. Click "Save".
  3. Open Outlook, and select File > Import and Export.
  4. Select Import an iCalendar or vCalendar file.
  5. Select the file you downloaded earlier. Click OK.

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  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
• Create and Use Public and Private Groups (Distribution Lists) in Outlook >>

  Public Groups in Outlook:

  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.

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  To Create a Distribution List in Outlook:

  Note: In Outlook, private groups are referred to as private or non-sharable Distribution Lists.

  1. Go to the Contacts screen
  2. Select Distribution List from the New drop-down menu
  3. Type the List Name in the given field
  4. Add the contact to the list
  • If the contact being added has a JPL UMS account, it is best to add that contact from the Global Address List (GAL). This will allow you to see the Free/Busy time when using the Distribution List for invitees to a meeting
• Recover Deleted Items in Outlook >>

  How to Recover a Deleted Item in Outlook 2007:

  The following instructions are how to recover deleted items if the items had previously been "emptied" or deleted from the Deleted Items folder. In Outlook 2007, you can recover deleted items from any folder, as well as the Deleted Items folder.

  ---

  1. From the Tools menu, select Recover Deleted Items...
     the "Recover Deleted Items From - Inbox" window appears.
  2. Select the item to be retrieved.
  3. From the icons at the top of the window, select the icon "Select All," "Recover Selected Items." or "Purge Selected Items."

  In Outlook 2003 or OWA Premium, you can recover deleted items from the Deleted Items folder.

  In OWA Premium:

  1. Click Options.
  2. Click Deleted Items.
  3. Select the item.
  4. Click Recover to Deleted Items folder.

  Note: There is no way to recover deleted items in either Entourage or OWA Light (either version).

Sharing

Sharing any Outlook 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 My Calendar >>
  Grant someone sharing permissions to your calendar.

  
  1. In the Calendar Navigation pane, right-click your Calendar.

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  2. Select "Change Sharing Permissions".

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  3. In the Name box, click Add.

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  4. In the Add Users dialog box, in the Type Name or Select from List box, all or part of the name of the person to share your calendar.
  5. Select the name and click Add and then click OK.

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  6. Under Permissions, in the Permission Level list, click a permission level or check the appropriate boxes.
  • Owner — Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
  • Publishing Editor — Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
  • Editor — Create, read, modify, and delete all items. Having editor permissions allows a delegate to perform tasks such as rescheduling an existing meeting that the manager created.
  • Publishing Author — Create and read items and files, create subfolders, and modify and delete items except items created by the owner. (Does not apply to delegates.)
  • Author — Create and read items and files, and modify and delete items except items created by the owner. For example, a delegate can create task requests and meeting requests directly in the owner’s Task or Calendar folder, and then send either item on the owner’s behalf.
  • Non editing Author — Create and read items, and delete items except items created by the owner.
  • Contributor — Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
  • Reviewer — Read items and files only. Note: If you would like to grant someone permission only to view your calendar, it is highly recommended that you use “Sharing” instead of Delegates.
  • Custom — Perform activities defined by the folder owner. (Does not apply to delegates.)
  • None — Not perform any activity. The user has no permissions and cannot open the folder.
  7. Click OK.

  Note: If you select the Private check box on a Calendar item, anyone with Read permission could view the details of a private item.

• Unshare Your Calendar With Another Person >>
  Remove calendar sharing privileges.

  
  1. In the Calendar Navigation pane, right-click your Calendar.

  ---

  
  2. Select "Change Sharing Permissions...".

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  3. Select the name of the person you want to remove sharing priviledges with and click the Remove button.

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  4. Click OK.
  5. The person now does not have priviledges to your calendar.

• Open a Shared Calendar >>
  After someone has given you permission to view their calendar, you will need to open their calendar.

  
  1. Under My Calendars in the left pane, click the Open a Shared Calendar link.

  ---

  2. Click the Name button.
  3. Select the name of the person whose calendar you would like to open.
  4. Click the OK button.

Managing Conference Room Calendars

• Configure a Conference Room or Resource Profile >>

  Note: When setting up a Conference Room or Resource Calendar Profile for the first time, we recommend that you are on-Lab and connected to the JPL Network.

  1. Close the Outlook application if it's open. Click on the Window "Start" menu, and go to "Settings" > "Control Panel"
  2. Double click on the "Mail" icon in the control panel.

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  3. Click on the Show Profiles...button.

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  4. Select "Prompt for a profile to be used"

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  5. Click "Add" and type your profile name. Choose whatever name you prefer that is easy to remember.
  6. Click OK

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  7. Check Manually configure server settings or additional server types

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  8. Check Microsoft Exchange
  9. Click Next

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  10. In the "Microsoft Exchange Server:" field, enter "ums-exch.jpl.nasa.gov"
  11. Uncheck "Use Cached Exchange Mode".
  12. In the "User Name:" field, enter the conference room JPL user name (e.g. CRC 303-211).
      If you do not know the exact name, you can enter in the first few characters and then click check name.
  13. Click "Check Name".

      ---

      
  14. Pick the conference room that belongs to you
  15. Click OK

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  16. The Name and Email address fields should be populated automatically.
  17. Click Next on the Outlook application window.
  18. Click Finish to complete the setup.

      ---

      
  19. Now restart Outlook. When you are prompted for which profile to be used, you can select your conference room to view the conference room profile.

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• Add a Conference Room or Resource Mailbox in Outlook 2007/2003 >>

  Step 1 of 6

  

  • Open the Outlook application
  • In Outlook 2003: Click the "Tools" menu, and select E-mail Accounts...
  • In Outlook 2007: Click the "Tools" menu, and select Account Settings...

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  Step 2 of 6

  

  • In Outlook 2003: You will receive an "E-mail Accounts" window. Select "View or change existing e-mail accounts" and Click Next >

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  • In Outlook 2003 and 2007: Double-click your UMS email account name (e.g., Microsoft Exchange).

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  Step 3 of 6

  

  • In Outlook 2003 and 2007: Click More Settings...

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  Step 4 of 6

  • Click the Advanced tab
  • Click Add...
  • Enter the first few characters of the conference room or resource and click OK

  
  

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  Step 5 of 6

  

  • Pick the conference room or resource from the list.
  • Click OK

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  Step 6 of 6

  • Click Apply
  • Click OK

Mail

• How to verify which version of Outlook you have installed. >>
  Go to Start > All Programs > Microsoft Office and look for either "Microsoft Outlook 2003" or "Microsoft Outlook 2007".
• For POP Users - Turn off "leave mail on Server" >>
  1. Go to the E-mail Accounts dialog...
     • In Outlook 2007: From the Tools menu, select Account Settings.
     • In Outlook 2003: Select your E-mail account, and then click Change.
  2. Select your E-mail account, and then click Change.
  3. Click More Settings.
  4. Click the Advanced tab, and under Delivery, ensure Leave a copy of messages on the server check box is unchecked.
• How to Archive Email in Outlook (PDF)
• How to Configure Role Based Mail Accounts in:
  • Outlook 2003 >>
  • Outlook 2007 >>

• For POP Users - Turn off "leave mail on Server" >>
  1. From the Tools menu (Edit menu on Unix/Linux), select Account Settings.
  2. Select Server Settings from the left window
  3. Ensure the Leave messages on server checkbox is unchecked.
  4. Click OK.