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Office 365 allows users to view the availabilities of all relevant parties when setting up an event, making scheduling easier.

To make use of this feature through OWA (connect.rutgers.edu), create the event and then invite participants using the “People” tool on the top right. When you add participants, they will show up below in the “Attendees” list with their Free/Busy status. You can change the time or date of the event and the participants’ statuses will update accordingly, helping you to find a time which works for everyone.

If you use the Outlook desktop client, create the event and then select “Invite Attendees.” As you add participants, a list of possible meeting times will update to indicate whether everyone is free at that time or if there are participants who would not be able to attend; in the latter case, these participants will be named along with their conflicting event. Additionally, there will be a calendar with Good, Fair, and Poor (based on the total availability of all participants) days for the meeting marked.

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When invited to a meeting or event by another user, you will have the event automatically added to your schedule and marked as tentative. This is done to avoid a third party attempting to schedule an event with you at the same time – if they view your free/busy information they will see that you may possibly be occupied. However, that default behavior may not be suitable for certain users, and they may desire to turn it off. To turn off this feature, open the Outlook desktop client, click the “File” tab at the top of the program window, then select “Options” from the list on the left. This will cause a popup to appear; select “Mail” from its left pane, then scroll down to “Tracking” and uncheck “Automatically process meeting requests and responses to meeting requests and polls.”

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Users can copy all of one calendar’s events to another calendar using the Outlook desktop client. Go to the “Calendar” tab on the bottom left, open the calendar you want to copy from, then select the “View” tab at the top of the window. After you open this tab, the leftmost option in the ribbon will be a dropdown menu labeled “Change View.” Click this menu and select “List.” All events on the calendar will be displayed. Highlight them all and then drag them over to the calendar you would like to copy them to, which will be in the list of calendars on the left-hand side of the window.

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Yes. By default, all calendars are viewable only by the account holder, but viewing permission can be extended to individual accounts, to selected Rutgers Connect groups, or to all outside viewers. Future documentation will describe this.

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Yes. The policy revisions include calendars as part of email services.

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Although full details cannot be publicly shared using Office 365, it is possible to make the free/busy times on a calendar publicly available. In order to do so, a user should first share their calendar with any email address outside of Rutgers Connect. This will generate two links for the calendar: one which ends in .ics (for use in calendar management programs) and one ending in .html (for viewing in browsers). These links can be copied and distributed anywhere the user desires.

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There is a quick solution to this problem. Outlook on mobile devices does in fact support shared calendars now; however, if a calendar was shared with you prior to this support being offered, the calendar will need to be shared with you again. Once you have this new invitation, you will be able to view the shared calendar on your mobile device with no further issues.

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