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Obtaining/Installing Outlook 2003

Who is eligible for Outlook 2003?


Anyone who has signed up for a WSU Connect! account is eligible to
download Outlook 2003 or Entourage 2004 for free from myWSU's Tech
Tools.
How do I obtain a free copy of Outlook 2003?
If you are eligible for a free copy, you can download it from myWSU's Tech
Tools. For more help, please read the tutorial Obtaining free software through
WSU.
Email
Calendar
What is the difference between an appointment and a
meeting?
Appointments are activities that you schedule in your calendar that do not
involve inviting other people or reserving resources. A meeting is an
appointment you invite people to or reserve resources for.
Can I set my calendar to auto-accept meetings?
Yes, choose Tools/Options/Calendar Options/Resource Scheduling Select
'Automatically accept meeting requests and process cancellations' You may
also want to select ' Automatically decline conflicting meeting requests' Click
OK three times.

Note: Incoming meeting notifications will appear temporarily in your Mail Inbox
and then Outlook will take over, auto-accept the meeting for you, send an
acceptance notification back to the meeting organizer, and move the meeting
notification from your Mail Inbox to your Sent Items folder. Meetings are only
auto-accepted while Outlook is running.

The meeting will appear on your calendar as it was scheduled by the meeting
organizer (Busy, Tentative, Free, or Out of Office).
How can I prevent the publishing/searching of my free/busy
information?
To set your calendar so it won't publish your free/busy information, click on
Calendar and choose Tools/Options/Calendar Options/Free/Busy Options...
and set 'Publish = 0 month(s) of Calendar free/busy information on the
server'. Click OK. Note: This is not the recommended option if others need to
schedule meetings with you.

To set a resource calendar (e.g., conference room), the resource owner must
first sign onto the resource and then follow the steps above.

Note: People given rights to your calendar can still see it, but they cannot do a
Free/Busy search against it. If there are already appointments on your
calendar before these settings are changed, those appointments will still be
searchable (e.g. entries added after the change will not be).

Note: These steps do not prevent someone from tentatively inviting you to a
meeting.
Do I have to 'accept' a meeting for it to appear on my
calendar?
If your Outlook Mail client is configured to display the Reading Pane, and you
preview the meeting notification OR if the Reading Pane is turned off, but you
open the meeting notification, then the meeting will appear on your calendar
as Tentative, even though you have not accepted the meeting.

In the Outlook 2003 client, you can also set the auto-accept option under
Resource Scheduling for your individual account. To set this option, select
Tools/Options/Preferences/Calendar Options/Resource Scheduling. Check
Automatically accept meetings and process cancellations. Note: Meetings are
only auto-accepted while Outlook is running.
Can I open multiple calendars at one time?
Yes. Calendars can display side by side - 10 is the maximum that Microsoft
recommends for optimal viewing. You need to have delegate permissions in
order to view details of other calendars.
Can I create a "post-it" note at a specific time on my calendar?
No, you can't associate a note with a specific time. Notes in Outlook appear at
the top of your calendar.
When creating a recurring appointment, is there an option to
add an additional date?
No, that option is not available in Outlook. However, you can copy the
information to a new appointment.
What is the difference between appointments and events?
Appointments have a "start and end time" associated with them. Events are
"all day".
Can I set my calendar to display in other than 30 minute
increments?
Right-click on the Time Bar in the Outlook client and select the increment you
want.
How do I open someone's calendar to view free/busy times?
Unless you have delegate rights, Outlook does not have an option where you
can open and view an individual's calendar (even though you only see the
"busy" time blocks).
To see someone's free/busy times in Outlook you have two options:

 Start a New Appointment and then add the individual as an attendee.


 Create a Group View, add the person(s) and then click the View Group
Schedules button any time you want to view the group calendar(s).

To create a group view, select Actions/View Group Schedules and click on the
New button. Enter a "Group name" (e.g. IT Staff), enter the name(s) of the
group member(s), and click OK.
To view the group schedules, click the View Group Schedules button, select
the Group you want to view, and click the Open button. Note: A group can
contain one or more persons.
Can I set delegate permissions for someone to view my
meeting details?
To set delegate permissions, select Tools/Options and click on the Delegates
tab to include combinations of read, create, and modify.
What happens if I have a "tentative" appointment on my
calendar and then I delete the email notification without
accepting the appointment?
If you delete the email notification before you accept the "tentative"
appointment, it will also delete the appointment from your calendar.
How do I create an activity to block the entire day?
When you create a New Appointment, you can click the All Day Event box,
enter a "Subject" (text of your "note"), and then save it. It appears in the grey
area at the TOP of the Calendar window. By default, an All Day Event does
not show your calendar as busy. However, you can change the Show Time As
option to Busy and then your entire day will display as busy.
As a Delegate, I scheduled a meeting but I am not an attendee.
How can I find the meeting?
By opening the calendar of the person you are a delegate for (e.g., choose
File/Open/Other User's Folder and type Name = "the name of your delegate"
and Folder Type = Calendar. Then you can do a search by clicking
Options/Advanced Find and filling in the appropriate fields. Note: Organized
By = your Delegates' name; not yours, because you were scheduling the
meeting on the delegate's behalf.
What do you recommend users set as defaults for publishing
free/busy and how often to update from the server?
We recommend that you set publishing free busy for the maximum of 36
months and updating server free busy every 15 minutes. Note: if you run a
detect and repair, the defaults are reset to 2 months and 15 minutes, so you
should remember to change these.
Is there a limit to the number of day events I can have on one
day?
Yes, in Outlook there is a limit of 15 per day.
Can I send Outlook reminders via email instead of the pop-up
window?
Only pop-up reminders are available in Outlook. Reminders don't display in
OWA Basic.
However, you can purchase a program to work with Outlook that will send
email reminders. The links to the web sites are listed below:
http://www.sperrysoftware.com/Outlook/Email-Reminders.asp
http://pwp.netcabo.pt/rsoutlook/us/ormdemail.htm
http://www.slovaktech.com/remindermanager.htm
Can I print more than one calendar at a time?
There isn't a way to print multiple calendars.
Can I share a group schedule that I have created?
No. You can create a distribution list and then email it to others - they can
then use it to create their own group schedule.
I am displaying a 7-day work week view, but when I click a
date in another week, it takes me to the day view. Why?
In order to see that week, you need to click outside the dates (left side of the
week), as if selecting the whole row.
In the meeting planner, can I add a calendar from a public
folder?
No, the "Add Public Folder" option is not selectable - it was only available pre-
Outlook 2003.
Is there a way to print meeting attendees with any of the
calendar print styles?
There is not a way to print attendees for all meetings in a day or week. But
you can highlight an individual meeting, select File/Print and choose the
Memo Style to print a list of attendees.
Can I change my default to "Don't send a response" for
handling invitations to all day events?
The person being sent a calendar invitation cannot change the response
default in Outlook 2003 but the meeting originator can change an option that
will eliminate the response request. This can be useful when you send a
meeting request or post your vacation time to a large number of attendees
and tracking attendance is not necessary. Follow these steps:
1. On the File menu, point to New, and then click Meeting Request. 2. On the
Actions menu, click Request Responses. 3. This turns off the Request
Responses option. To turn back on requesting responses, on the Actions
menu, click Request Responses
When I try to view someone's Free/Busy times, I get an
"Unable to load Free/Busy information" error. Why?
You may get this error if there is a problem with the other person's published
Free/Busy information. Contact the other person and ask them to do the
following:
1. Exit Outlook and select Start/Run. 2. In the Open box, type: outlook.exe
/cleanfreebusy and then click OK. 3. Have the other person contact you when
they have completed steps 1 and 2, so that you can try to view their published
Free/Busy information from your computer to verify that you can see it.
My resource is set to Automatically accept meeting requests...
yet I find some meeting requests in the resource Inbox - Why?
When scheduling a meeting, if you invite a Resource as a person, not as a
'resource', the meeting request will go to the Resource Inbox. Note: when
scheduling a resource, you must make sure that you schedule a resource as
a 'resource'.
I am not receiving email notifications when someone
schedules me in a meeting - Why?
Anyone of the following will prevent email notifications from being sent:

1. You have added a Delegate and selected 'Send meeting requests and
responses only to my delegates, not to me'. (e.g.,
Tools/Options/Delegate).
2. You have your calendar set to auto-accept meeting requests.
3. You set Author permissions on your calendar. This allows a person to
open your calendar by choosing 'Open a Shared Calendar' and
schedule a meeting directly on your calendar. Therefore, no email
notification is sent.
Do new meeting requests display on my calendar when
Outlook is not open?
No, Outlook must be running for the meeting requests to display on your
calendar. By default, if a meeting request is sent to you, it will sit in your
Exchange Inbox until you open Outlook. After you open Outlook, the meeting
will appear on your calendar as Tentative. Note: there may be a few minutes
delay once you open Outlook before the tentative meeting appears on your
calendar. You must then go to your Inbox and Accept or Decline the
appointment.
Why do I get a permission error when I try to cancel a meeting
that I originally scheduled?
You will get the following error when the original meeting was created
including a resource where the Delegate controlled the resource, and the
resource has since been changed to auto-accept appointments.

You will need to contact the resource owner to cancel the meeting on the
resource.
Why am I seeing 'No Information' available when I look at
someone's free/busy information?
Check to see if you have the person listed in your Contacts or your Auto
complete drop down list. If so, delete them. Then start a new meeting and
select the person from the Global Address List (GAL).
Is there a way to remove duplicate holidays from my
calendar?

1. Select the Calendar tab and then choose View/Arrange By/Current


View/Events.
2. Select View/Arrange By/Current View/Customize Current View and
click the Fields button.
3. In the "Available Fields" list, select Created and click the Add button.
4. Click OK twice.
5. Click the Created column to sort the events.
6. Look for Holiday events in the Categories field.
7. Select the Duplicate Group(s) of holidays created on the same day and
delete them.

Note: If you have many duplicates, it may be easier to delete all Holiday
events and then go back and re-add them.
When I add an All Day Event, is there an option to ask for no
email response?
Yes, when you schedule an All Day Event and invite other people, you can
specify that "No reply is necessary". To set this, after listing the people on
your all day event, go to the Actions menu and uncheck Request Response.
Note: people might still click on Accept, but no notice will be sent.
I have delegate rights to someone's calendar but when I try to
print the calendar I get an error message "The messaging
interface has returned an unknown error. If the problem
persists, restart Outlook." Why?
This error will occur if you have been given delegate rights to someone's
Calendar but not given rights to their Tasks and are trying to print their
calendar using the Daily Style which includes printing task items. The
delegate can resolve this problem by modifying the Print style to exclude task
items. This can be done by selecting File/Print and clicking on the Define
Styles button. Highlight Daily Style and click on the Edit button. Then uncheck
the Include TaskPad option and click OK. You will now be able to print the
calendar.
Alternatively, the calendar owner can modify delegate rights to include
permissions for Tasks.
Tasks

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