Calendar

Basic tips on Exchange | Share your calendar | Display a shared calendar | Create an invitation
 

Basic tips on Exchange

  • owa.unil.ch, "Microsoft Outlook" on Windows and "Calendar" on Mac are the only supported apps by the Centre informatique, regarding the use of the Exchange calendar.
  • Use only one calendar, the one named "Calendar", to enter your events
  • If you consider an event as private, use the checkbox "Private" that will appear when creating the said event
  • Do not display more than 5 shared calendars in the app you are using to display the Exchange calendar.

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Share your calendar

1. Choose the appropriate type of share
Type of permissions Use Name used on Exchange

Read

Gives the beneficiary rights to read events of the shared calendar. 
The beneficiary cannot enter events. 

Full details

Read + write

Gives the beneficiary rights to read and write events in the shared calendar. 

Caution: every user with such rights could delete any event in the shared calendar without its owner knowing it.

Editor

Full access

Gives the beneficiary full rights to control the shared calendar (read and write events, respond to invitations, send invitations)

To be used in only one situation: complete delegation of a head of department's agenda to its secretary

Delegate

 

NB: Two more types of permissions are available in Exchange: ”Availability only" and ”Limited details". Use of one of those two is not recommended at the UNIL, as they are not correctly processed by mac computers.

2. Share one's calendar

1. Connect to https://owa.unil.ch

partage_owa_01.png

 

2. Click on Calendar

partage_owa_02.png

 

3. Right-click on the calendar named "Calendar" and click on "Share calendar"

partage_owa_03.png

 

4. Start typing the name of the person you would like to share your calendar with. If it does not show automatically, use the "Search contacts and directory" button.

partage_owa_04.png

 

5. select the type of share you would like to use (recommended: "Full details")

partage_owa_05.png

 

6. (Option) Once the share type is defined, one's might change the subject of the email sent to the beneficiary. 

partage_owa_06.png

 

7. Click on ”Send"

partage_owa_07.png

 

8. The beneficiary of the shared calendar will receive a standard email, saying that the calendar has been shared with him/her.

partage_owa_08.png

3. (option) Check permissions on the shared calendar

1. Right-click on "Calendar" and click on "Permissions"

partage_owa_09.png

2. Permissions list then appears

partage_owa_10.png

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Display a shared calendar

Web (owa.unil.ch)

1.Connect to https://owa.unil.ch with the UNIL username/password

partage_owa_01.png

 

2. Click on ”Calendar"

partage_owa_02.png

 

3. Right-click on "Other Calendars" and click on "Open calendar"

afficher_cal_owa_01.png

 

4. Type in the name of the person who shared his/her calendar

afficher_cal_owa_02.png

 

5. Click on "Open"

afficher_cal_owa_03.png

 

6. The shared calendar appears in the "Other calendars" section. In the example below, helptest's shared calendar is the green one.

afficher_cal_owa_04.png

 

6'. The example below shows how a private event displays in helptest's shared calendar. The beneficiary of the shared calendar will only see a "Private event" mention.

afficher_cal_owa_05.png

 

Windows

1. Open the Microsoft Outlook app

afficher_cal_windows_01.png

 

2. Click on Calendar

afficher_cal_windows_02.png

 

3. Click on "Open calendar", then on "From Address Book..."

afficher_cal_windows_03.png

 

4. Type the name of the person sharing his/her calendar, select him/her in the list, click on "Calendar" then on "OK".

afficher_cal_windows_04.png

 

5. The shared calendar appears in the "Shared calendars" section. In the example below, helptest's shared calendar is the green one.

afficher_cal_windows_05.png

 

5'. The example below shows how a private event displays in helptest's shared calendar. The beneficiary of the shared calendar will only see a "Private event" mention.

afficher_cal_windows_06.png

 

Mac

1. Open the Calendar app

afficher_cal_mail_01.png

 

2. (Option) Click on "Calendars" to display a list of all Calendars

afficher_cal_mail_02.png

 

3. In the "Calendar" menu, click on "Preferences"

afficher_cal_mail_03.png

 

4. Click on "Accounts", then on ”Exchange", then on "Delegation"

afficher_cal_mail_04.png

 

5. Click on the "+" button, then start typing the name of the person who shared his/her calendar. Select the right name in the displayed list.

afficher_cal_mail_05.png

 

6. Check the "Show" box and close the window.

afficher_cal_mail_06.png

 

7. The shared calendar appears in the "Delegates" section. In the example below, helptest's shared calendar is the blue one.

afficher_cal_mail_07.png

 

7'. The example below shows how a private event displays in helptest's shared calendar. The beneficiary of the shared calendar will only see a "Private event" mention.

afficher_cal_mail_08.png

 

NB: Display of private events is not functionning in MacOS Sierra (10.12.x).

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Create an invitation

(IMPORTANT) Please read this

The "Create an invitation" section explains how to create an invitation to an event using Microsoft Exchange's scheduling assistant. Please consider the following "best practices": 

  • Not every user enters all his/her events in the Exchange calendar. This means that a user could easily decline an invitation even if the scheduling assistant shows that he or she is available at the time planned for the event 
  • Use a planning tool (such as Doodle) when planning an event with more than 2 attendees. The goal is to set a relevant date for the event.
  • With less than 2 attendees, the use of a planning tool might not be necessary
Web (owa.unil.ch)

1. Connect to https://owa.unil.ch with the UNIL username/password

partage_owa_01.png

 

2. Click on ”Calendar"

partage_owa_02.png

3. Click on  "New event"

invitation_owa_01.png

 

4. Add an event name, an event place (if known), the name of the attendees, choose a date and add notes (if wanted).

invitation_owa_02.png

 

5. (option) Click on "Scheduling assistant" to check availability.

invitation_owa_ZZ.png

 

6. (option) Check availability of attendees and modify the date and/or hour of the event if needed.

invitation_owa_03.png

 

7. Click on "Send"

invitation_owa_04.png

 

Windows

1. Open the Microsoft Outlook app

afficher_cal_windows_01.png

 

2. Click on "Calendar"

afficher_cal_windows_02.png

 

3. Click on "New meeting"

invitation_outlook_01.png

 

4. Add an event name, an event place (if known), the name of the attendees, choose a date and add notes (if wanted).

invitation_outlook_02.png

 

5. (optionnel) Click on "Scheduling assistant", check availability of attendees and modify the date and/or hour of the event based on the results.

invitation_outlook_03.png

 

6. Click on "Send"

invitation_outlook_04.png

Mac

1. Open the Calendar app

afficher_cal_mail_01.png

2. Create an event with a double-click at the planned date. Enter a name for the event and set the planned date and hour.

invitation_calendrier_02.png

 

3. In the "Add invitees" section, enter the name of the invitees.

invitation_calendrier_03.png

 

4. (option) Click on "Check Availability...".

invitation_calendrier_04.png

 

5. (option) Check availability of your invitees and modifiy planned date and/or hour of the meeting if needed. Click on "Next available time" if you want Exchange to search for the next availability shared by every invitee.

invitation_calendrier_05.png

 

6. Click on "Send"

invitation_calendrier_04.png

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