The U of S Email and Calendar service enables you to see when other people are available and invite them to meetings. Meeting rooms, equipment, and shared calendars can also be configured so that they can be scheduled for your meeting as well.
In This Section
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.
This page lists all the IAM features that support Exchange that are noticeable to you with an
explanation of each.
When you load a client in the client dashboard, you should see some new links
related to Exchange in the quick-links section
Auto reply
The Auto-Reply link will allow you to set the Auto Reply for the user. This
auto-reply option is modelled after the Microsoft Outlook Web Application.
The new Auto-reply page 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
- a separate auto reply message
for people "on campus" than for non "on campus" people
- classify what
non-"off campus" contacts you want to send an auto-reply message to. ("contacts
that are in your contact list" or "all")
- rich-formatting (allows you to
bold text, change size, font, colour etc)
Please note that formatting DOES affect the number
of characters available. The maximum number of characters is still 4000. And
this includes characters that are 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)
Another Note: 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 "Refresh" until the changes have been processed
successfully by the server.
Summary
Clicking on the 'Summary' link will bring up a screen of detailed information about the user's Exchange mailbox.
Please note that all sizes 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. The "System"
folders are NOT visible to the client in MITS.
Requesting 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 addres 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, send an email an email to help.desk@usask.ca with the name of the department as you would like to the address list named and the name for an Active Directory group (such as 'Library_ExchangeAddressList' or 'ICT_ExchangeAddressList') on which to base the address list. NOTE that if you prefer, you can request an IAM managed Active Directory group and manage the membership of the group based on a query or an IAM eligibility group or both.
Requesting a Resource or Shared Calendar
Departments or colleges that have:
- rooms (training or meeting rooms)
- equipiment (for example a data projector or laptop)
- shared calendar (for team events and vacations)
that they would like to be able to book for meetings using the U of S Email and Calendar Service can submit a request to help.desk@usask.ca with the following information:
- a 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... these users will be delegated the ability to configure the permissions and settings for the resource... a resource may also be configured so that all booking requests have to be approved by the resource managers
- whether the resource is a room, equipment, or a shared calendar
- if its a room, they may want to specify a capacity (i.e. seats 12
people)
- which way a room or equipment resource should be configured:
- so that users can directly book the resource and have it automatically
accept (or reject) meeting invites
- so that all booking requests have to be approved by the resource managers
(delegates)
Configuring a Resource Mailbox
Once a resource mailbox has been created, as the manager of a resource, you may want to perform some configuration on the resource. There are several common ways to configure resource mailbox behaviour:
- Auto-booking: One option is to have the resource mailbox configured to accept booking invitations (i.e. meeting invitations send to the resource mailbox) automatically. Typically, the resource mailboxwill accept any booking between designated hours provided that it doesn't conflict with an existing meeting.
- Delegate-booking: Another option is to configure the resource mailbox so that booking requests go to one or more delegates for approval.
- Hybrid: It is possible to configure a resource mailbox so that one group of users can book the resource directly and have it auto-acceptand another group of users can book the resource only through one or more delegates
- Shared calendar: If the mailbox is for a shared team or project calendar, you may want to allow a group of users to book the calendar andallow overlapping events or meetings (such as for a vacation/time-off calendar).
With any resource or shared calendar, you need to consider:
- who will be able to view the calendar? Will they be able to see event/meeting details or just free/busy information?
- who will be able to request or book the resource calendar? Will they be able to book the resource directly through meeting invitation or will they book the resource through delegate approval?
- who will have delegate access to the resource?
- who will have 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. To configure a resource mailbox in OWA, follow these steps:
- login to OWA https://campus.usask.ca
- click on your name in the upper right hand corner to display the 'Open Other Mailbox' window
- enter the name of the resource mailbox you are managing and click the 'Open...' button
- click on 'Options' and then 'See All Options...'
- click on 'Settings'
The 'Resource' settings page should be displayed. From this page, you can configure:
- whether the resource mailbox should automatically process meeting invitations
- how far in advance meetings or recurring meetings can be booked and meeting duration
- whether bookings are restricted to working hours (note that you can specify working hours on the 'Calendar' tab)
- whether recurring meetings are allowed
- whether to allow conflicts and if so how many
- a text message to be included in responses to meeting requests
- permissions for who can schedule the resource automatically (by default 'Everyone')
- permissions for who can request the resource subject to approval (note: to specify the delegates, you will need to use Outlook for Windows or Macintosh)
The 'Calendar' settings page also has some important settings for a resource mailbox:
- set the working days and working hours (these can be used with the setting described above to restrict when the resource can be booked)
- disable reminders (typically the resource mailbox itself doesn't need to see reminders)
- configure the automatic process of meeting invitations
- whether to automatically accept requests as tentative
- whether to automatically delete outdated requests and responses
- whether to process requests from external senders
To configure viewing permissions on the calendar from OWA, you must first go to the Calendar view:
- click on 'Mail' in the upper left corner
- then click on 'Calendar' from the lower left corner of the window
Once you are in 'Calendar' you can modify the Sharing permissions of the calendar.
