Calendaring Solutions Using Outlook 2000

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Calendaring Solutions Using Outlook 2000
Jensen HarrisProgram ManagerMicrosoft
OutlookMicrosoft Corporation
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Agenda

• New features in Outlook 2000
• Calendaring Solutions
• Direct Booking of Conference Rooms
• Sharing Calendar Information
• Cross-Platform Calendaring
• Extending the Outlook Calendar
• Questions and Answers

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Demo

• New Calendar Featuresin Outlook 2000

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Outlook 2000 New Features

• Direct Booking
• Save Calendar as Web Page
• Background color and ScreenTips
• Details printout and word-wrap in printing
• Printing without showing private appointments
• Add/Remove Attendees command
• Improved iCalendar support
• Meeting Planner improvements
• Open Calendar MRU
• Delegates can see private appointments

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Calendaring Solutions
Three areas of solutions

• Conference rooms
• Sharing Calendar information
• Extending the Outlook Calendar

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Conference Rooms

• Organizations need an efficient way to schedule
  conference rooms
• Rooms are set up as users on the Exchange Server
• Solutions for scheduling rooms in Outlook 97/98
• Devoted Outlook client for each room
• Using a human delegate
• AutoAccept script on Exchange 5.5

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Conference RoomsNew in Outlook 2000 Direct
Booking

• Real-time booking of resources
• No administrative or hardware support needed
• Can easily set who can/cannot book a resource

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Direct BookingEnd-user experience

• Administrator creates distribution lists of
  rooms grouped by location or type
• Three steps to get the best room
• Invite a Distribution List of rooms
• Choose All People and One Room option
• Send the Meeting Request
• Outlook delivers the meeting request to invitees
  and directly books the room

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Direct BookingSetting up Direct Booking

• Three steps
• Log on to the room using Outlook 2000
• Configure Direct Booking options
• Give permissions to users
• All meetings can be accepted, declined, or only
  non-recurring meetings accepted
• Permissions can be set on a per-user or
  per-distribution list basis

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Demo

• Direct Booking

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Direct BookingOutlook and Schedule
interoperability

• Not all clients can directly book Outlook 2000
  resources

Outlook 2000 User
Outlook 98 User
Outlook 97 User
Schedule User
Yes
Yes
Yes
Yes
Schedule Resource
Yes
No
No
No
Outlook 2000 Resource
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Direct BookingMigrating Schedule to Outlook 2000

• First migrate all users to Outlook 2000
• Then setup Direct Booking on rooms
• Outlook 2000 will replace any existing Schedule
  Direct Booking information

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Direct BookingBest practices

• Organize rooms into distribution lists

Example naming scheme Conf Room
Building/Floor Size Resources
Conf Room 43/1 (12)
Conf Room 43/1200 (12)
Conf Room 43/1207 (12) (TV/VCR)
Conf Room 43/1800 (12) (TV)
Conf Room 43/1805 (12)

• Create permissions DL for each room

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Sharing Calendars

• People need to coordinate meetings with people
  outside their organization
• Solution iCalendar
• People need to make calendars available to people
  outside their organization
• Solution Save Calendar as Web Page
• People need to coordinate meetings with people
  using a Macintosh
• Solution Outlook for Macintosh

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Sharing CalendarsiCalendar in Outlook 2000

• iCalendar is an IETF standard for scheduling over
  the Internet

Sample iCal appointment
BEGINVCALENDAR PRODID-//Microsoft
Corporation//Outlook 9.0 MIMEDIR//EN VERSION2.0 M
ETHODREQUEST BEGINVEVENT DTSTART19990522T203000
Z DTEND19990522T214500Z LOCATIONRoom C255
Dallas Convention Center DTSTAMP19990428T004529Z
SUMMARYJensen Harris 4-306 Calendaring
Solutions Using Outlook 2000 PRIORITY5 ENDVEV
ENT ENDVCALENDAR
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Sharing CalendarsiCalendar in Outlook 2000

• Send and receive meeting requests
• Does not currently work through the IMS
• Share free/busy information with others
• Other programs that support iCalendar
• Lotus Organizer 5.0
• Netscape Communicator 4.0 Professional
• 3Com Palm III
• Sidekick 98
• Lotus Notes R5
• Many more

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Demo

• iCalendar, Outlook, and the Web

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Sharing CalendarsiCalendar Free/Busy

• Sharing free/busy via iCalendar
• Outlook users must have Internet Explorer Web
  Publishing Wizard installed
• Set up an http or ftp server and give users write
  permission
• In Tools.Options.Calendar Options.Free/Busy
  Options, enter the server and file name in the
  boxes

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Demo

• Internet Free/Busy with iCalendar

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Sharing CalendarsiCalendar Free/Busy

• If publishing to an http// server, directory
  browsing must be permitted on the iCalendar
  directory (but not on the entire site)
• See KB article Q196484 for more detailed
  information on setting up Internet Free/Busy

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Sharing CalendarsSave Calendar as Web Page

• Easily save an Outlook calendar as HTML
• Some uses
• Intranet Web site of project schedule
• Events calendar
• Sharing calendar information with non-Outlook
  users
• Viewable in most Web browsers

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Demo

• Save Calendar as Web Page

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Sharing CalendarsOutlook for Macintosh

• Outlook for Macintosh is a full-featured Exchange
  client, with mail, group scheduling, and address
  book support
• Most recent version 8.2.1 (August 1999)
• Free download fromftp//ftp.microsoft.com/bussys
  /exchange/exchange-public/fixes/Eng/Exchg5.5/SP3/M
  AC/
• Supports Mac OS 7.5.5 OS 9 (both PowerPC and
  68K versions available
• Requires an Exchange Client Access License

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Sharing CalendarsOutlook for Macintosh

• Cross-platform scheduling can be very effective,
  but there are currently some limitations to be
  aware of
• Outlook for Macintosh calendar is based on
  Schedule
• Mac and Windows calendars stored in a different
  physical format on the Exchange server

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Sharing CalendarsOutlook for Macintosh
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Sharing CalendarsOutlook for Macintosh

• Solutions to common scenarios
• Use custom Exchange recipient or .SCD files to
  share a group calendar cross-platform
• Use Schedule direct booking in a cross-platform
  environment
• Use Schedule on Windows to manipulate Mac
  calendars if necessary (see KB article Q195813
  for more information)
• After converting calendars from Schedule to
  Outlook native calendaring, runoutlook.exe
  /cleanschedplus(See KB article Q195077 for more
  information)

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Sharing CalendarsOutlook for Macintosh

• New version of Outlook for Macintosh is under
  development
• Code name Watson
• Supports native Outlook calendaring, among other
  new features
• Ship date not yet announced

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Extending Outlook 2000Many ways to extend
Outlook 2000

• Visual Basic for Applications (VBA)
• Collaboration Data Objects (CDO)
• Outlook and Office Object Models
• COM Add-ins (Visual Basic or C)
• VBScript
• ActiveX View Control
• HTML and Folder Homepages
• MAPI
• Even more

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Extending Outlook 2000Using Visual Basic for
Applications and the Object Model
Create and send a meeting request
Set myOlApp CreateObject(Outlook.Application)
Set myItem myOlApp.CreateItem(olAppointmentItem)
myItem.MeetingStatus olMeeting myItem.Start
5/22/99 40000 PM myItem.End 5/22/99
50000 PM myItem.Subject Emergency
Meeting Set myRequiredAttendee
myItem.Recipients.Add( _ Executive Council
DL) myRequiredAttendee.Type olRequired Set
myResource myItem.Recipients.Add( _ Conf
Room 43/1207) myResource.Type
olResource myItem.Send
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Extending Outlook 2000Example 1 Interview
Scheduling

• Automatically schedules individual meetings with
  several people
• Uses Outlook forms, the object model, VBScript,
  and Visual Basic for Applications
• In Outlook 2000, the default forms can be
  replaced with custom forms

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Demo

• Interview Scheduling

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Extending Outlook 2000Example 2 Multi-Calendar
Viewer

• Shows multiple calendars at once
• Simple interface for selecting users and a date
• Open up each users calendar to the selected
  date
• Use new ActiveX View Control to show calendars in
  one window
• Created in Visual Basic using the Outlook object
  model and CDO

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Extending Outlook 2000Example 2 Multi-Calendar
Viewer
Resolving names
For intNum 0 To MultiCalendar.CalendarList.List
Count - 1 Set objRecipient
objMessage.Recipients.Add _
(MultiCalendar.CalendarList.List(intNum))
objRecipient.Resolve Next intNum Set
mobjRecipColl gSession.AddressBook(Recipientso
bjMessage.Recipients, _ TitleGetString(mln
gResourceFile, mintSelectCalendarsString), _
forceResolutionTrue, recipLists1, _
toLabelGetString(mlngResourceFile,
mintCalendarString))
CalendarList.Clear For intNum 1 To
mobjRecipColl.Count CalendarList.AddItem
mobjRecipColl.Item(intNum).Name
MultiCalendar.CalendarList.List(intNum - 1) _
mobjRecipColl.Item(intNum).Name Next
intNum
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Demo

• Multi-Calendar Viewer

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Extending Outlook 2000Example 2 Multi-Calendar
Viewer
Multi-Calendar Viewer is a free download from
http//officeupdate.microsoft.com
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Conclusion

• Outlook 2000 offers key improvements
• Outlook 2000 makes it easier than ever to share
  your calendar information across your
  organization and the Internet
• Outlook 2000 is extensible platform around which
  you can design solutions to meet your
  organizations calendaring and scheduling needs

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Questions And Answers

• E-mail addressjensenh_at_microsoft.com

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