Outlook Calendaring Policy - Faculty FAQ

Posted December 22, 2016 by Academic and Institutional Technology
Tags: Training Updates

Outlook Calendaring Policy - Faculty FAQ

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 www.wheaton.edu/outlook.

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 outlook.com/wheaton.edu. 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 www.wheaton.edu/outlook. In addition, expert training through Thundercloud Training (powered by Lynda.com) 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 ait.service.desk@wheaton.edu. 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.