Email

Frequently Asked Questions

Do I need to use Exchange for email?

It is not required to use Exchange for email. You can continue to use your existing mail server, but you will need to redirect your email from connect to your main email account. If you ever switch to Exchange for email, be sure to turn off the rules on your account.

Please note however that the experience is better for people who choose to use Exchange for both email and calendar.

Can I create a meeting and remove myself from it?

No. In Exchange Calendar, the meeting organizer is always part of the meeting. (If you work as a delegate, then you can make your boss, or a room you control the organizer of the meeting and it will not show in your calendar.)

How can I set up a delegate for my calendar?

To set up a delegate you must use a desktop client such as Outlook. You cannot perform this task in the web interface. Please see our notes for Outlook 2007 or for Outlook 2010 for more details.

How do I book a room

Room bookings are normally done by creating a meeting and inviting the room to the meeting. Use the Scheduling Assistant to find a time when the room is free.

How can I open someone else's calendar to book a meeting?

In Exchange Calendar, you should not attempt to open someone's calendar to book a meeting with them. Start from your own calendar, create a meeting and invite your colleague to your meeting. Use the Scheduling Assistant to find a time when they are free.

Why can't I see free/busy information for my colleague?

You can only see free/busy (availability) information for people on the Exchange server. Find them in the Global Address List to be sure that you have found their Exchange account. In many cases, Outlook autocomplete contains old out of date email addresses which are not linked to the Exchange account.

Why can't I open someone's calendar in Outlook 2007?

In Outlook 2007 you must have Reviewer permission or higher in order to open someone's calendar folder. A workaround is to use the web client (OWA) which will show you a calendar view with free/busy times blocked off.

What happens to meetings when an account is deleted?

Other people's calendars are not affected by account deletion; they will look the same before and after an account is deleted. Any meetings where the organizer's account has been deleted become impossible to modify automatically. They can be individually deleted one at a time in each calendar where they appear.

If you know in advance that a person is leaving and that their account will be deleted, it is recommended that you take note of all meetings in their calendar, then have them cancel all meetings they have created, then have the meetings re-created by the new meeting organizer.

Meetings created directly in a resource or a shared calendar (i.e. the resource is the meeting organizer) will work the same after the account is deleted, and can still be modified by a delegate for the resource (i.e. Editor privilege or higher).

Last updated by William Lewis, June 6, 2011