December 2016

Outlook Calendaring Policy - Faculty FAQ

Posted December 22, 2016

Effective Date: January 1, 2017

Since the initial announcement of the Campus Calendaring and Communication Policy, faculty members have asked a number of questions about the reasons for and impact of this policy. The most frequently asked questions are answered below. For training materials, visit

Why do I need to use Outlook calendaring?

The College provides Microsoft Office, which includes Outlook and Skype for Business, for faculty and staff to use for communication. Consistent use of these tools will improve scheduling efficiencies by creating a single place to communicate with all faculty and staff and reduce unnecessary email in your inbox.

Do I have to put all of my activities on my calendar?

In order to facilitate scheduling between you and your colleagues, it’s important for you to keep your calendar up to date during normal business hours: 8 AM to 6 PM Monday through Friday. If you’re normally unavailable or out of the office during these hours, simply add that to your calendar. You can also mark events as private.

Will administrators use my calendar to track my activity?

No. This initiative is only being used to bring calendaring consistency across campus.

How do I schedule my class times or other recurring events on my Outlook calendar?

The Recurrence button appears in the ribbon when creating or editing an appointment. Select the button and enter your recurrence details.

Can I see my Outlook calendar on my phone or tablet?

The Outlook App, available from your app store, provides secure access to your email, calendar, and contacts. You can also use your phone or tablet’s built-in mail or calendar app. Contact Academic and Institutional Technology if you’d like help setting up Outlook on your phone.

What details from my calendar can people see when they use Outlook to schedule a meeting?

You have complete control over what others can or cannot see in Outlook. All Outlook calendars default to a view called free-busy that blocks out a time but displays no details. This setting can be adjusted if you prefer.

What can I do if I attempt to schedule a meeting with a colleague but they are not available at the time I want to meet?

When faculty and staff use Outlook for their scheduling, you’ll be able to use the Scheduling Assistant to view your colleagues’ availability and choose a convenient time. You can also allow invitees to Propose a New Time when responding.

How do I accept invitations for meetings in Outlook?

When you receive a meeting invitation, you’ll see options that allow you to accept, accept tentatively, or decline. If you accept or accept tentatively, the meeting is automatically added to your calendar. Whatever your response, Send a Response to the meeting organizer as an RSVP. Choose Edit the Response before sending to offer further explanation or suggestions if you prefer. For some invitations, the organizer may have allowed you to Propose a New Time. If you do, the meeting organizer can accept the new time and update all participants.

How can I migrate my Google calendar over to Outlook?

Microsoft Outlook has the same features that you rely on in your Google calendar. Outlook allows users to view Google calendar side-by-side with their Outlook calendar and drag & drop appointments from the Google calendar onto your Outlook calendar. The instructional sheet Add Your Google Calendar to Outlook may be helpful.

I want to keep using my Google calendar. How do I keep my Outlook calendar up to date from now on?

For appointments during the workday, keeping your Outlook calendar up-to-date can be nearly automatic if you get in the habit of inviting your Outlook calendar to your Google appointments and accepting them in Outlook. Instructions for this procedure as well as instructions to manually transfer appointments while viewing your Google & Outlook calendar side-by-side can be found in Keep Your Outlook Calendar Up-to-Date when Using a Google Calendar.

Is there a way for me to view or subscribe other calendars (Google, iCloud, Schoology, etc.) in Outlook?

Any calendar with a URL can be added and viewed from any device. Calendars need to be added from the Outlook 365 web app at Adding a personal calendar does not allow administrators to see it.

How can I schedule a meeting with colleagues or students that may not be using Outlook?

You can invite anyone by entering their full email address into the To line of the Outlook meeting invitation. You won’t be able to view their free/busy time, so you might want to allow invitees to propose a new meeting time.

Who do I contact if I have questions about calendaring?

You can find on-demand resources at In addition, expert training through Thundercloud Training (powered by is available, where you can view a brief video on a specific topic or develop a deeper understanding by watching an entire course.

If you would like assistance using Outlook, you are welcome to contact Academic and Institutional Technology at 630.752.4357 (HELP) or by email at There will be dedicated drop-in hours for Outlook questions at the AIT Service Desk in Blanchard 171 from 2-4 PM from January 3 through 6 and January 9 through 13. Stop by with any questions you might have.

Doubling Our Bandwidth: Internet2 Comes to Wheaton College

Posted December 15, 2016

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Effective Date: January 3 - 4, 2017

From 10 PM on January 3 until 1 AM on January 4, we will connect the campus network to Illinois Century Network as well as Internet2. Around 10 PM, there will be a brief network outage. This outage is expected to last for less than 30 minutes.

Key Benefits and Features

  • Connecting to the Illinois Century Network and Internet2 will double Wheaton's network bandwidth. This increases the amount of traffic the network can handle and will improve performance.
  • This upgrade will provide redundant Internet service that results in a more reliable network.
  • Internet2 will improve the functionality of Wheaton's high performance computing cluster and provide access to cutting-edge network tools.

Impact on College Community

  • Around 10 PM on January 3, 2017, there will be a network outage lasting fewer than 30 minutes.
  • After the upgrade, the campus network bandwidth will double in capacity, improving performance across campus and providing new functionality to the high performance computing cluster.

If you have any questions or concerns, please contact Academic and Institutional Technology at 630.752.4357 (HELP) or by email at

Password Expiration Extended to One Year; New Mobile Device Security

Posted December 15, 2016


In late January into early February, you can expect some changes to the normal six-month routine of password changes for your Wheaton College accounts. These changes are designed to improve security and reduce the frustration of frequent password changes.

Starting in late January, the password expiration for employees will increase from six months to a year, doubling the amount of time between password changes. This will balance ease of use with good security practices.

Increasing the amount of time before you have to change your password makes it easier to remember your password and choose a unique password each time, and locking your account after 10 failed log in attempts will make it harder for someone to access your data by trying lots of different passwords.

We will also begin requiring personally-owned mobile devices with Wheaton College email to have additional security precautions. These devices must have a passcode. For most people, this PIN, passcode, or Touch ID is already in place.

This change will not require you to bring in your device. Instead, we will notify you via email before any change to your account. After the change, your phone will notify you if your security settings need to be adjusted before sending or receiving mail.

Our goal is to enforce security policies that keep our data safe, while still offering convenient access and easy use of your Wheaton email and calendar. If you have any questions or concerns, please contact Academic and Institutional Technology at 630.752.4357 (HELP) or by email at

LISTSERV: Improving Email Notifications

Posted December 15, 2016


In January 2017, LISTSERV will come to Wheaton College. LISTSERV is a mailing list service that will replace the current system of email notifications. LISTSERV is being launched as part of the new Internal Digital Notification Policy.

LISTSERV improves on the old notification system in many ways. One of the key features is the ability for recipients to unsubscribe from nonessential lists or subscribe to lists for campus groups that interest them. This will also allow students, faculty, and staff to request mailing lists that allow for easier communication, collaboration, and information distribution.

Another component of this service is LISTSERV Maestro, which allows departments or groups to send formatted newsletter-style emails to subscribers. This will help generate interest for groups that want to send subscribers or club members regular updates about group activity.

You can read more about the Internal Digital Notification Policy here. Keep an eye out for future emails about LISTSERV to learn more.

If you have any questions or concerns, please contact Academic and Institutional Technology at 630.752.4357 (HELP) or by email at

Maintenance on Emergency Messaging System

Posted December 15, 2016


Effective Date: December 19, 2016

On December 19, the vendor who provides our emergency messaging system will perform routine infrastructure maintenance.

Impact on College Community

  • This maintenance should not cause any false alarms or messages.
  • For Alertus desktop, installed on College-owned computers, you may notice a status that reads "disconnected." If this lasts for longer than 15 minutes, please contact us.

If you have any questions or concerns, please contact us by email or call 630.752.4357 (HELP). 

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