The University's expected access & scheduling settings
Depending on when you started at the University, and in many cases depending in which department you started working, the settings for your Calendar may not conform to the expected University settings. Check your settings to see if they conform to the settings in the table below - if not, then collaboration may not be possible. The illustrated tutorials below show you how to change your settings if necsessary.
The University's expected access and scheduling settings
In the majority of cases the expected access and scheduling settings should be set. Some individuals may need to alter access settings for reasons of privacy due to the nature of their work, though they should adhere to the University's minimum expected level of 'View times only' for all times at which they are unavailable to be invited to meetings.
| Tab | Access level | Expected settings for 'Default: any unlisted person' | Notes |
|---|---|---|---|
| Viewing | Normal | View entries | Use for all work-related meetings and times when you are unavailable during working hours. |
| Viewing | Confidential | View times only | Use for private entries during working hours so that people can see that you are busy but cannot see what you are doing. |
| Viewing | Personal | No viewing rights | Use for personal entries outside of working hours only. These cannot be detected so there is a risk of double-booking. |
| N/A | Public | All Calendar users can view full details of meetings | Cannot be reconfigured. |
| Scheduling | Scheduling rights | Can invite you to meetings | |
| Designate | Designate rights | Cannot be granted | Different designate rights may be granted to Normal, Confidential, Personal and Public entries. |
These settings determine what others can see and do in your agenda and the correct setting up of these is essential to enable collaboration. You can set access rights in either desktop or web.
If syncing to Calendar via a PDA, there are some limitations to the access rights that can be set - see Viewing rights settings for Palm and Pocket PC.
How to set up your Calendar correctly: desktop version only
To set the University's expected access settings:
- From the 'Tools' menu select 'Access Rights'.
- Select the 'Viewing' tab and highlight 'Default: Any unlisted person'.
- Ensure that the 'View times only' box is selected for 'Confidential Entries'.
- Ensure that 'View Entries' is selected for 'Normal Entries'.
- Ensure that the 'No viewing rights' box does not have a tick in it.
Screenshot: select select the 'Viewing' tab and select the boxes as shown
To set the University's expected scheduling settings:
- Select the 'Scheduling' tab and highlight 'Default: Any unlisted person'.
- Ensure that there is a tick in the box next to 'Can invite you to entries'.
Screenshot: select the 'Scheduling' tab and select the boxes as shown
To accept both sets of settings:
- Click on 'OK' to return to your agenda.
How to set up your Calendar correctly: web version only
Screenshot: select the 'Edit Access Rights' icon
To set the University's expected access and scheduling settings:
- Click on the 'Edit Access Rights' icon.
- Highlight 'Default: Any unlisted person' if not already highlighted and click on the 'Edit Access Rights' button.
- Ensure that the 'View times only' box is selected for 'Confidential Entries'.
- Ensure that 'View Entries' is selected for 'Normal Entries'.
- Ensure that there is a tick in the box next to 'Can invite me to entries'.
- Click on 'OK', and then 'Done' on the next screen to return to your agenda.
Screenshot: select the viewing and scheduling options as shown