Protocols for Using Outlook
Who is expected to use Outlook Calendar?
The Academic Leadership Team have agreed that everyone who regularly attends University meetings should use Outlook calendar which is available on both PCs and Macs and can be linked with a mobile device. It is intended that this will reduce the administration involved in organising meetings.
How people are expected to use Outlook Calendar?
People need to keep their Outlook calendar up-to-date to ensure that others who want them to attend a meeting can see if they are free or busy. This does not mean that people can see full details of the diary but can see if you have a confirmed appointment or have something tentatively blocked out. Within teams or between a manager and PA it may be appropriate and useful to share detailed calendars and to enable someone to make and accept appointments on your behalf. Even if calendars are shared it is still possible to flag appointments as being “private” and not share the detail and people may like to use this facility for personal appointments.
All meetings will move to being arranged using Outlook Calendar which will be used as the basis for checking availability and issuing invitations. Those invited to meetings (or those who undertake diary management for them) will have the opportunity to reject the meeting request or to suggest a more suitable time. Using the system does not mean that people should accept inappropriate meetings any more than would have been the case if someone telephoned and asked for a meeting.
Blocking out time
There are many good reasons why people may block out time within their working day. In most situations this should be marked as "tentative" so that, although people should try not to use this time when arranging meetings, it may be used if there are no other options.
Travelling Between Meetings
The meeting time will be set as the period when people are sitting round the table. If the meeting is somewhere other than in your office or building you may need to allocate some additional time in your diary for travel at either end of the meeting. There can be problems if you do not do this with back-to-back meetings. It is best to put this into your diary as you accept the meeting.
Booking Rooms for Meetings
An increasing number of rooms are being listed within Outlook Calendar and these can be associated with a meeting alongside those who are invited. One advantage of using Outlook Calendar is that should the meeting have to be moved everyone is automatically informed and the venue changed within everyone's calendar.
Documents for Meetings
It is possible to add notes for yourself and also to associate notes for those invited to the meeting. Documents and emails can also be attached. As a security measure, any documents are removed from the room booking.
In general we would recommend that you put links to documents stored in a shared drive, this provides some security and reduces the number of copies of the file. You can attach documents to the meeting request, although this has lower security. If you mark the meeting as private, then access to the documents is more limited.
Links to a shared drive would be accessible using VPN on a mobile device if someone needed to access the files away from the office.
Email Access Off-Campus
Your e-mail and calendar is accessible from off campus using webmail, your mobile device (see below), or using a VPN connection and Outlook. All three methods allow you to use your calendar and email as if you were at your desk, although there are some differences in levels of functionality between the three. For example, recalling a message is best done through Outlook and a VPN connection (or from your desk).
- Windows 7 Service
- Windows Personal Machine
- Macintosh OS X Personal Machine
Mobiles can be configured to access the Exchange server directly, so both your desktop and your mobile device will be synchronised. This allows you to access your calendar, e-mail, tasks, and contacts.
IT Services strongly suggest you have a passcode, or swipe code, on your phone to provide some level of security.
Once the phone is set to synchronise with Exchange, you can wipe it remotely if you lose the phone. You can either wipe just the e-mail, using webmail or Outlook, or the entire phone if you've previously set this up (from the phone's App store).