Email and Calendar Service - IT Support Information

Using IAM to support the U of S Email and Calendar Service

The U of S Email and Calendar service is based on Microsoft Exchange Server. Some changes were introduced to the IAM web application to support Exchange.

When you load a client in the client dashboard, you should see some new links related to Exchange in the quick-links section.

IAM Features
Auto reply

The new Auto-reply option is modelled after the Microsoft Outlook Web Application.

  • Enable auto reply without setting start and end dates.
  • Start and end-dates can be set down to the minute.
  • Separate auto reply message for people on campus.
  • Identify off campus contacts you want to send an auto-reply message to.
  • Rich-formatting (allows you to bold text, change size, font, colour etc.)

Formatting affects the number of characters available. The maximum number of characters is still 4000 including characters used for formatting. If the client requires that the auto-reply contents are longer than the 4000 characters or contain non supported character sets, the client can use the Outlook Web Application (OWA).

The Refresh link will cause the auto-reply information to be reloaded from the exchange server. If the changes were saved recently, they may not be reflected when you click the Refresh button until the changes have been processed successfully by the server.

Summary

The Summary link will bring up a screen of detailed information about the user's Exchange mailbox.

  • All sizes are displayed in the most appropriate type (B, KB, MB, GB).
  • Percentages used are now a percentage of the space available instead of a percentage of the total space used by the client.
  • Folders are separated into three sections. Mail related, “Other” and “System” folders ("System" folders are not visible to the client in MY Profile).
Request a Departmental Address List

Outlook and Outlook Web App are able to access the Global Address List (GAL) within Exchange to look up users.

IT support staff can also request an address list for a department which will show up in Outlook and Outlook Web App. Membership in the departmental address list will be based on a group within Active Directory (AD) that the IT support staff can manage as users come and go.

To request a departmental address list:

  1. Send an email to the ICT Service Desk with the name of the department as you would like to see in the address list.
  2. The name for an Active Directory group (such as 'Library_ExchangeAddressList' or 'ICT_ExchangeAddressList') on which to base the address list.

Request a Resource or Shared Calendar

Departments or colleges that have rooms (training or meeting), equipment or a shared calendar that they would like to be able to book for meetings can email the ICT Service Desk with the following information:

  • Three to five letter acronym or abbreviation for the department to whom the resource belongs (for example, SESD or ENGR or LIB).
  • Name of the resource (building and room number such as "222 Peterson" or "data projector 1" or "laptop 3" or team calendar such as "Safety Committee")
  • List of at least two individuals who will manage the resource.
  • Nature of the resource (room, equipment, or  shared calendar)
  • For room bookings, specify capacity.
  • Room or equipment resource configuration.
Configure a Resource Mailbox

There are several common ways to configure resource mailbox behaviour:

  1. Auto-booking: Have the resource mailbox configured to accept booking invitations automatically.
  2. Delegate-booking: Booking requests go to one or more delegates for approval.
  3. Hybrid: One group of users can book the resource directly and have it auto-accept while another group of users can book the resource only through one or more delegates.
  4. Shared calendar: Allow a group of users to book the calendar and allow overlapping events or meetings.

With any resource or shared calendar, you need to consider:

  • Who can view the calendar? Can they see event/meeting details or just free/busy information?
  • Who can request or book the resource calendar? Can they book the resource directly through meeting invitation or through delegate approval?
  • Who can delegate access to the resource?
  • Who has full mailbox access to the resource in order to manage delegates and other mailbox settings?

As the manager of a resource mailbox, you can use Outlook Web App (OWA) to configure many of these settings. However, if you need to specify delegates, you will need to use Outlook on Windows or Macintosh to do so. 

Configure a Resource Mailbox in Outlook Web App
  1. Login to Outlook Web App.
  2. Click on your name in the upper right hand corner to display the Open Other Mailbox window.
  3. Enter the name of the resource mailbox you are managing and click the Open button.
  4. Click on the Options button and then the See All Options button.
  5. Click on the Settings button.
  6. From the Resource settings page you can configure:
    • The resource mailbox to automatically process meeting invitations.
    • How far in advance meetings or reoccurring meetings can be booked and meeting duration.
    • If bookings are restricted to working hours.
    • The allowance of reoccurring meetings.
    • The allowance of conflicts and how many.
    • A text message to be included in response to meeting requests.
    • Permissions for scheduling resource automatically.
    • Permissions for requesting the resource subject approval.
  7. From the Calendar settings page you can set:
    • The working days and hours.
    • Disable reminders
    • The automatic process of meeting invitations.
Configure Viewing Permission on the Calendar from Outlook Web App
  1. Go to the Calendar view.
  2. Click on the Mail button in the upper left corner.
  3. Click on the Calendar button in the lower left corner of the window.
  4. In the calendar you can modify sharing permissions
Modify Calendar Sharing Permissions
  1. Login to Outlook Web App.
  2. Click the Calendar icon.
  3. Click the Share icon.
  4. Select the Change Sharing Permissions button.
  5. Select the person, click the Edit and Save buttons.
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