In spring/summer of 2012, Queen's staff, faculty and grad students were migrated to a new email and calendaring system on Microsoft Exchange Server. This repository of weekly tips was created to provide assistance in using the new tools during and after the transition period to the new service.
Since then, in the summer/fall of 2014, grad student accounts were migrated to the cloud-based service, Microsoft Office 365. Documentation can be found by visiting the Office 365 Service page.
When responding to a meeting request, if you choose the “Do Not Send a Response” option, the meeting organizer will not know whether you plan to attend. You should therefore always reply using either “Send the Response Now” or “Edit the Response before Sending”.
If someone has invited you to a meeting in Outlook Calendar and then cancelled the meeting, you will receive an email notification that the meeting has been cancelled. You must click on “Remove from Calendar” in that email notification in order to delete the meeting from your calendar. If you do not, it will still appear in your calendar (although the title of the meeting will be updated to say “Canceled”).
Unlike in Oracle Calendar, only the meeting organizer knows who is planning to attend a meeting. If you have been invited to a meeting you will be able to see who else has been invited, but you cannot see their RSVP status. However, if you open the meeting and then click on Scheduling Assistant, you can use the legend to make an educated "guess" as to who will be attending.
If you are invited to a meeting and you RSVP with a Decline response, it will remove the meeting from your calendar. Therefore, if you are unsure whether you will be able to attend, choose a Tentative response option. When you know for sure whether you will be able to go, you can go into the meeting and update your RSVP.
If you do decline a meeting that you later wish to accept, the original email invitation will be in your Deleted Items folder for 30 days after you declined it, after which time it will be purged. You can use this email to accept the invitation and restore the meeting to your calendar.
If you wish, you can put a copy of a declined meeting into your calendar. To do this, double-click on the declined meeting message. Under the Meeting tab, click on “Copy to My Calendar”. A copy of the meeting will be placed in Outlook Calendar and remain as an “unaccepted copy”. If you later decide you wish to attend the meeting, you will not be able to accept from the copy that has been placed back in your calendar; instead, you will have to do so using the original email invitation as described above.
When you open the Global Address List (GAL), the default search is by first name only. To search by first or last name, click on the radio button called More columns. You can also type a full or partial name in the To ... field and click on Check Names to find matches.
You may have noticed that when you RSVP to a meeting request, the email disappears from your Inbox. Outlook automatically moves the email to your Deleted Items folder, where it will remain for 30 days. After 30 days, it will be purged (permanently removed from the server).
If you do not want your replied to meeting emails to be purged, you have two options:
Just because you can see a resource in the Room Finder does not mean you are allowed to book it. If you are uncertain if you have booking rights for a particular resource, invite it to your planned meeting before you invite the other attendees. If you receive a confirmation email from the resource, you can then update the meeting to include the people.
If you hate toggling between email and calendar in Outlook 2010, right-click on the Calendar tab in the navigation pane, and choose “Open in New Window”. In Outlook 2011, choose File > New > Open New Main Window. You will now be able to see your email and calendar in two adjacent windows at the same time!
Outlook has its own set of rules for determining what goes into the Junk folder and how long email will be retained there before it is deleted. After your account has been migrated to the Exchange server, you will need to review your Junk folder to ensure that any email that has been moved there during the migration process is indeed junk.
If you find email that has been moved to the Junk folder mistakenly during the migration, you can move it back to your Inbox. This will “train” Outlook so next time email from that sender will not be moved to the Junk folder.
If you receive an invitation for a recurring meeting, you should accept the entire series from within the email. Then, if there is a specific occurrence you cannot attend, decline that single occurrence from within your calendar. Do not RSVP to each occurrence from within your calendar as this will generate a significantly greater volume of email for the meeting organizer.
Note that if you decline a series, the entire series will be removed from your calendar and you cannot make a copy of it. Similarly, if you accept the series but decline an occurrence, you cannot put a copy of that single occurrence in your calendar.
If you schedule a recurring meeting that uses a resource and that resource is not available for a single occurrence within the series, the resource will not be booked for any of the meetings in the series. You should therefore invite the resource to the recurring meeting before you invite the other attendees. If you receive a confirmation email from the resource, you can then update the meeting series to include the people.
Users of the new email and calendar system are entitled to 5 GB of free storage. To see how much of your quota you have used:
In Outlook 2010:
In the Outlook Web App:
Information on purchasing additional storage, as well as Queen’s University Archives’ “Guidelines for Management and Retention of Email”, can be found on the Email and Calendar for Staff, Faculty and Grad Students page.
The new email service has a built in option to recover deleted emails, which in some cases works even after the Deleted Items folder has been purged (which happens automatically after 30 days). Windows users can recover deleted items in Outlook 2010 or in the Outlook Web App (OWA); Mac users should do this in OWA.
In Outlook 2010:
In the Outlook Web App:
It is critical to the success of the new calendar system that you use the associated email functionality. For example, when responding to a meeting request, if you choose the “Do Not Send a Response” option, the meeting organizer will not know whether you plan to attend. You should therefore always reply using either “Send the Response Now” or “Edit the Response before Sending”. Similarly, if you wish to update a meeting you have organized, you must send the update to the attendees or they will not know you have made changes.
In our new calendar world, it is not considered rude to send calendar-related email – in fact, it’s a must!
This Saturday, January 26, undergraduate students will be migrating to their new email and calendar solution, Microsoft Office 365. When this migration is complete, the names and email address of undergraduate students will be integrated into the Global Address List (GAL) that is used in Microsoft Exchange, the email and calendar solution that staff, faculty and graduate students moved to in Spring 2012. This significant integration step will make it easier for all active members of the Queen's community to access contact information to exchange email, book meetings and maintain contact lists.
Navigating the GAL
When you open the GAL, the default search is by first name only. To search by last name, click on the radio button called "More columns".
How your name appears in the GAL is based on the “Preferred Name” that Human Resources has on record for you.
In response to requests from our users, the Global Address List (GAL) now displays more staff and faculty contact information. As of June 4, the GAL is populated with information for staff and faculty in the following fields: Business Phone, (Campus) Location, and Department. Please note that this information is not displayed for students, and all existing privacy flags for Business Phone and Location will be respected.
But there’s a mistake in my information!
If you notice an error in your contact information, please fill out the Faculty & Staff Contact Information Update Form to have it corrected.