**Personal Computer (PC)**

**Headquarters Enterprise Messaging Initiative (HEMI)**

**Outlook Calendar**

**User Guide Version 1.0**

**APPENDIX A**

![](media/image1.jpeg){width="2.8465277777777778in"
height="2.6354166666666665in"}

**Prepared by**

**Science Applications International Corporation (SAIC)**

**for**

**NASA Headquarters**

**June 24, 2005**

**Table of Contents**

**About Time Zones**

> Add or Remove a Second Time Zone
>
> Change the Time Zone
>
> Time Zone Notes
>
> Troubleshoot Time Zones

**Add Another Country\'s/Region\'s Holidays**

Add or Remove Holidays In Your Calendar

**Customize Calendar Events with Important Business Dates**

> The Outlook calendar can automatically highlight your key dates
>
> Customize the Outlook Holiday File
>
> Distribute the Customized Holiday File
>
> Add the New Dates to the Calendar
>
> Set Reminders for Existing Events

**Save Time with Effective Meetings**

> Prepare For Your Meeting
>
> Invite People to a Meeting
>
> Work On Notes Together And Share Them
>
> Online Training Courses
>
> Templates

**Send an Internet (iCal) Meeting Request**

**Show Vacations in the Company Outlook Calendar**

> Add Vacation Time to Other People\'s Calendars
>
> Create and Send Your Vacation Meeting Request to Other People
>
> Create a Vacation Appointment for Your Calendar

**Troubleshoot Meetings**

In Person Meetings

> Online Meetings

**View Windows SharePoint Services Events**

**About Time Zones**

You may change your time zone at any time in Microsoft Outlook. Changing
your time zone in Outlook is equivalent to changing it in Control Panel.
This affects all times displayed in Outlook as well as times displayed
in other Microsoft Windows-based programs.

You can also add and display a second time zone in Outlook, which is
useful when scheduling meetings or conference calls with people in other
time zones. When you add a second time zone, the current time in the
primary time zone will be highlighted with gradient colors to make it
easier to see.

If two time zones are shown, the meeting organizer\'s time zone is the
reference point. If you organize a meeting and display free/busy time
(free/busy time: In Calendar, time status and user defined labels are
indicated by colors and patterns.) for invitees from other time zones,
their busy times adjust to display correctly in your time zone. The
second time zone is visible only when viewing days.

Outlook Calendar items\' start and end times are stored in terms of
Universal Coordinated Time (UTC). UTC was developed as the international
time standard. It is similar to Greenwich Mean Time (GMT) except that it
observes no daylight saving time (DST) and is based on a 24-hour clock.
Zero (0) hours UTC is midnight GMT. The local 24-hour time convention is
converted to UTC by adding or subtracting hours based on your location
with respect to the prime meridian as well as local daylight saving time
considerations.

If you are in one time zone and you send a meeting request to an
attendee in a different time zone, the meeting item is displayed at
different local times on each person\'s calendar but at the same
absolute time in UTC.

For example, if a meeting organizer is in the Pacific Time zone in the
United States and sends out a meeting request that starts at 2:00 P.M.
Pacific Time to an attendee in the Mountain Time zone, the attendee will
see that the meeting starts at 3:00 P.M. Mountain Time. In both cases
the meeting is stored on the respective servers as starting at the same
time in UTC (10:00 P.M.).

**Note:** There is no difference in how appointments, meeting items, and
all-day events are treated with respect to time zones.

[Add or Remove a Second Time Zone]{.underline}

You can have Microsoft Outlook display a second time zone in your
Calendar by selecting the Show an additional time zone check box in the
Time Zone dialog box. The second time zone is used only to show a second
time bar in Calendar view and does not affect the way Calendar items are
stored or displayed.

-   On the Tools menu, click Options

-   Click Calendar Options

-   Click Time Zone

-   Do one of the following:

    1.  Add a time zone

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-   Select the Show an additional time zone check box

-   In the Label box, type a description

-   In the Time zone box, list the time zone you want to add

-   If you want your computer clock to automatically adjust for daylight
    saving time changes, select the Adjust for daylight saving time
    check box

-   This option is available only in time zones that use daylight saving
    time (DST)

    1.  Remove a time zone

        -   Clear the Show an additional time zone check box.

[Tip]{.underline}

You may quickly switch your current time zone to the second time zone by
clicking Swap Time Zones. This affects all times displayed in Outlook as
well as times displayed in other Microsoft Windows-based applications.

**Note:** The additional time zone is not affected by the current time
zone settings; it is completely separate.

[Change the Time Zone]{.underline}

When you change the current time zone, all Calendar views (view: Views
give you different ways to look at the same information in a folder by
putting it in different arrangements and formats. There are standard
views for each folder. You can also create custom views.) are updated to
display the new time zone, and all Calendar items move to the new time
zone. For example, if you move from the Pacific Time zone to the
Mountain Time zone in the United States, all of your appointments are
displayed one hour later.

-   On the Tools menu, click Options

-   Click Calendar Options

-   Click Time Zone

-   Under Current time zone, type a description in the Label box

-   In the Time zone list, click the time zone you want

-   If you want your computer clock to automatically adjust for daylight
    saving time changes, select the Adjust for daylight saving time
    check box

-   This option is available only in time zones that use daylight saving
    time (DST)

[Tip]{.underline}

To quickly change the time zone on your computer, you must be viewing
the Calendar by days; right-click the empty space at the top of the time
bar, and then click Change Time Zone on the shortcut menu.

[Time Zone Notes]{.underline}

-   All-day events also move to adjust for the change in time zone.
    One-day events appear to be longer than 24 hours. For example, the
    July 4th U.S. holiday spans from 12:00 A.M. July 4th until 1:00 A.M.
    July 5th when the time zone changes from Pacific to Mountain.

-   When you adjust time zones and the daylight saving time setting in
    Microsoft Outlook you are also adjusting the same settings in
    Microsoft Windows.

-   Some time zones do not have DST. When Outlook is set to a non-DST
    time zone, such as Arizona in the United States, the Adjust for
    daylight saving time check box is cleared and disabled.

-   When Outlook is set to a time zone that has DST, the Adjust for
    daylight saving time check box is selected. You can clear the check
    box, although this is not recommended.

[Troubleshoot Time Zones]{.underline}

Three factors affect the scheduling of a meeting in Microsoft Outlook:

-   The clock setting (time) of the computer

-   The local time zone setting of the computer

-   The daylight saving time adjustment setting of the computer

All three factors must be set correctly on both the meeting organizer\'s
computer and on each attendee\'s computer to ensure meetings display at
the correct times.

An instance of an attendee\'s recurring meeting moves by one hour on the
Outlook Calendar even though nothing has changed, and the attendee
didn\'t receive a meeting update.

This happens when the meeting organizer is in a time zone with daylight
saving time and the attendee is in a different time zone that does not
have daylight saving time. After the change to or from daylight saving
time in the meeting organizer\'s time zone, the meeting moves by one
hour relative to Universal Coordinated Time (UTC) to keep the meeting at
a constant time for the organizer before and after the change. As a
result, the attendee\'s meeting moves by one hour in the local time.
This is by design. The meeting organizer\'s time zone controls the UTC
of the meeting, and all people in other time zones will see the meetings
at the same UTC (but a different local time if in another time zone).

In order to have the meeting time display correctly, meeting organizers
may need to create and send meeting requests themselves rather than by
having a delegate send them. For example, a delegate located in the main
office in New York City, New York, manages the calendars for four
regional vice presidents, one of whom has an office in Phoenix, Arizona.
(Phoenix does not observe daylight savings time.) The delegate books a
monthly teleconference for Tuesdays at 2:00 P.M. (Phoenix time) for this
vice president. After the change to or from daylight saving time in New
York, the meeting in Phoenix will move forward or backward by one hour
because the delegate\'s time zone (in this instance, New York City), is
considered to be the meeting organizer\'s time zone. If the Phoenix vice
president wants the meeting to always occur at the same time, then the
Phoenix vice president and not the delegate should create the meeting.

The person for whom the meeting time should not move should be the one
who organizes the meeting.

You are traveling through two or more time zones and need to display the
local time for each appointment in Calendar.

If you are a salesperson in New York City, New York who has a breakfast
meeting at 8:00 A.M., then flies to Chicago, Illinois for a 1:00 P.M.
meeting, and then flies to Las Vegas, Nevada and has a dinner
reservation at 6:00 P.M., Outlook displays all of these appointments
relative to the time zone you were in when you entered the appointments
in Calendar. Therefore, in New York City when you look at the Calendar,
breakfast is at 8:00 A.M., the Chicago meeting is at 1:00 P.M., and the
Las Vegas dinner is at 6:00 P.M. However, when you look at the Calendar
in Chicago, the breakfast is at 9:00 A.M., the local (Chicago) meeting
is at 2:00 P.M., and the dinner is at 7:00 P.M.

The user should not change their original time zone and should use the
additional time zone feature to display the local time. You can only
display one additional time zone, so you may need to change the second
time zone each time you change time zones.

Recurring meetings that include Sunday at 2:00 A.M. and span more than
one time zone will be displayed incorrectly on the day of the daylight
saving change.

When you create an appointment or meeting with recurrences, Outlook
creates a single item that has a start and end time in Universal
Coordinated Time (UTC). Outlook then changes that single item into a
series. The series has single start and end times that apply to every
instance of the series that isn\'t an exception. When a series is
expanded for display in your Calendar, each instance has the same start
and end time in UTC.

If you change time zones, all instances, including exceptions, move to
reflect the new time zone. Exceptions to a series are still identified
as part of the series for most actions; however, each exception has its
own start and end times.

If the series crosses a daylight saving time (DST) change, the instances
of the series continue to be displayed at the same time but are one hour
ahead or back relative to UTC.

This problem fixes itself at midnight of the next day (Monday), except
if the recurrence starts exactly at 2:00 A.M. or if you have a reminder
set for 2:00 A.M. In this case, you should change your computer\'s time
to the organizer\'s time zone, delete the single instance that spans the
DST change, and then change back to your own time zone.

When you have all-day events on your Calendar and then change the time
zone, the all-day events span two days instead of one.

Outlook treats anniversaries, holidays, and birthdays as all-day events
(an all-day event is defined from midnight to midnight in the local time
zone). When the time zones change, all-day events move. Therefore, when
you change the computer\'s time zone, the all-day event moves to display
in the new time zone. An event, such as a holiday or birthday, will
appear in the Calendar on two consecutive days. For example, a birthday
could appear from 6 A.M. one day to 6 A.M. the next day.

You can do one of the following:

-   Use the additional time zone feature in Outlook to display the local
    time zone and do not change the operating system time zone

-   Correct each all-day event for the current time zone setting

-   Change the time zone back to the one used when the items were
    created

You experience display problems when working with time zones with
offsets of less than 30 minutes.

Some time zones use a 15-minute offset instead of a 30-minute offset.
The 15-minute offset causes display problems because Outlook can only
display Calendar items in 30-minute time blocks.

The time bar in the Calendar window can only display offsets in
30-minute time blocks. Therefore, when time zones that use a 15-minute
offset, such as Katmandu (GMT+5:45) are displayed, Calendar items appear
incorrectly.

If you are in this type of time zone, you should rely on the meeting
information and not on the time side bar in the Calendar window.

The meeting organizer is unable to accept a counter proposal from an
attendee in a different time zone for one occurrence of a recurring
meeting.

Outlook does not store the time zone property on recurrence exceptions
and the counter-propose message sent by the attendee who is in a
different time zone is not recognized by the organizer\'s e-mail
program. When the meeting organizer opens the counter-propose message
and clicks Accept Proposal or View All Proposals, the following message
appears: \"This meeting is not in the Calendar; it may have been moved
or deleted. Because this meeting cannot be found, the proposal cannot be
accepted.\"

This problem does not occur when you work with single meetings or with
the entire series of a recurring meeting --- it affects only single
instances of a recurrence. To work around this, the organizer needs to
accept the counter proposal by updating the meeting time manually. Open
the meeting occurrence that the attendee has counter proposed and change
the time, and then send the updated meeting request. This problem may
also occur if Outlook is not set to adjust for daylight saving time.

You need appointments to be at fixed times no matter what time zone you
are in.

You want an appointment to show on the Calendar at a fixed time no
matter what the time zone is. For example, you want to be reminded to
take your medication at the same absolute time regardless of the time
zone you are in. However, when you change time zones, the appointment
changes to reflect the new time zone.

Outlook cannot force an appointment to remain fixed when the time zone
changes. If you need the appointment to stay at a fixed time, you should
not change your current time zone. You can add the additional time zone
to track the other time zone times. To change the time zone setting in
Outlook without changing the times for each of your appointments, you
must export the data from your Calendar folder, change the time zone
setting, and then import the data into Outlook.

**Add Another Country\'s/Region\'s Holidays**

To add holidays to the Microsoft Office Outlook 2003 calendar, you must
first remove any holidays that might remain in your Calendar from an
earlier version of Outlook for the country/region whose holidays you
want to add. After you have deleted those holidays, follow these steps:

-   On the Tools menu, click Options, and then click Calendar Options

-   Click Add Holidays, and then select the locations whose holidays you
    want copied to your Calendar.

[Add or Remove Holidays In Your Calendar]{.underline}

Do one of the following:

-   Add holidays

-   On the Tools menu, click Options, and then click Calendar Options

-   Under Calendar options, click Add Holidays

-   Select the check box next to each country/region whose holidays you
    want to add to your Calendar, and then click OK. Your own
    country/region is automatically selected.

**Notes**

By default, no holidays are loaded when you begin using Microsoft
Outlook.

The holiday information provided with Office Outlook 2003 includes
calendar years 2003 through 2007.

-   Remove holidays

-   In Calendar, on the View menu, point to Arrange By, point to Current
    View, and then click Events

-   Select the holidays you want to remove. To select multiple rows,
    press the CTRL key and click subsequent rows

-   Click Delete on the Standard toolbar (toolbar: A bar with buttons
    and options that you use to carry out commands. To display a
    toolbar, press ALT and then SHIFT+F10)

[Tip]{.underline}

To quickly remove all of the holidays for a country/region, click the
Location column heading (column heading: The horizontal bar at the top
of one column in a table. There are multiple column headings in the
column heading row.) to sort the list of events so that it displays all
of the holidays for a country/region together.

**Customize Calendar Events with Important Business Dates**

Business groups must often meet deadlines set by the company\'s finance
department for the month-end close process. As an operations
professional, you have to make sure that your team is aware of these
deadlines. Typically, this means writing the dates on a calendar and
distributing copies to team members or sending e-mail reminders well in
advance.

[The Outlook calendar can automatically highlight your key
dates]{.underline}

A better way is to customize the Microsoft Office Outlook® 2003 holiday
file (Outlook.hol) with your important business dates. You can
distribute the customized file to your team and be confident that
everyone is working from the same calendar.

**Note:** Do not be confused by the name of the file. You can use the
Outlook.hol file and the Holiday functions to add any important dates to
your calendar.

[Customize the Outlook Holiday File]{.underline}

-   Quit Outlook if it is running

-   In Microsoft Windows® Explorer, locate the following file and make a
    backup copy: drive:\\Program Files\\Microsoft Office\\Office
    11\\1033\\outlook.hol file

-   Open the Outlook.hol file in a text editor, such as Notepad

-   Press CTRL+END to position the insertion point at the end of the
    file

-   Type a new header in the following format:

\[Country or Description\] \###

Event description, yyyy/mm/dd

Event description, yyyy/mm/dd

> In this format, \### is the total number of items listed for a
> particular description. Be sure to include a space between the closing
> bracket and the number and a carriage return at the end of the line.
> Below this are the individual finance deadlines. Note that on each
> line, there is a comma and space between the description and the date,
> and a carriage return at the end of the line. For example:

\[Finance Events\] 3

January Month End Close, 2004/1/26

February Month End Close, 2004/2/23

March Month End Close, 2004/3/24

-   Save and close Outlook.hol.

[Distribute the Customized Holiday File]{.underline}

After you have customized Outlook.hol to include your company\'s
important financial dates, you can distribute the file to others so that
they can use it to add those dates to their calendars. To distribute the
file:

-   Send an e-mail message with the customized holiday file attached.

--- Or ---

-   Place the file in a commonly accessible location or shared drive on
    your network where other people can copy it.

**Note:** Recipients of your customized Outlook.hol file will need to
copy and paste the file to their local drive: drive: \\Program
Files\\Microsoft Office\\Office 11\\1033\\outlook.hol file.

[Add the New Dates to the Calendar]{.underline}

When the updated Outlook.hol file is available, team members need to
update Outlook to use the new information.

-   Open Outlook

-   On the Tools menu, click Options

-   In the Options dialog box, on the Preferences tab, click Calendar
    Options

-   Under Calendar options, click Add Holidays

> **Note:** Even though you are not adding any new holidays, you still
> will use the Add Holidays function.

-   Clear the check box next to United States. Check the box next to the
    heading Finance Events (or whatever description you used), and then
    click OK.

[Tip]{.underline}

You can remove events and holidays that don\'t pertain to your position
and might be cluttering up your calendar:

-   In Calendar, on the View menu, point to Arrange By, point to Current
    View, and then click Events

-   Select the event or holidays you want to remove

> [Tip]{.underline}

To select multiple rows, press the CTRL key and click subsequent rows.

-   Click Delete on the Standard toolbar (toolbar: A bar with buttons
    and options that you use to carry out commands. To display a
    toolbar, click Customize on the Tools menu, and then click the
    Toolbars tab.).

[Set Reminders for Existing Events]{.underline}

-   In the calendar, select the month in which you want to set the
    reminder and open the event

-   To turn a reminder on or off, select or clear the Reminder check box

-   If you select the check box, enter the amount of time before the
    event that you want the reminder to occur. In the preceding example,
    the month-end close for January has been set for the 26th. Depending
    on how your group works, it may be necessary to set a reminder to
    two or three days prior to allow enough time to prepare. You can set
    reminders for each month an event, such as month-end close, occurs

-   To customize the reminder sound for this appointment or meeting
    only, click the bell symbol, and then select the sound that you want
    to be played.

**Save Time with Effective Meetings**

When you work with many different people, chances are that you\'re in a
lot of meetings. There\'s nothing worse than a meeting that is a waste
of time: one without an agenda, with people who show up late, or with
goals that aren\'t clear.

Effective meetings can save you time and energy. With an agenda sent in
advance, clearly defined goals, and a meeting workspace where all the
participants can get a head start, you can get actual work done in a
meeting. Office can help you set up that workspace, create agendas, send
out invitations and reminders, and share documents and notes.

-   Brainstorm effectively with your team

-   Share and analyze meeting notes

> [Prepare For Your Meeting]{.underline}
>
> Set up a Web site where you can post agendas, the names of
> participants, meeting notes, and documents for review.

-   Demo: Work together in a Meeting Workspace

-   Keep it together with a Meeting Workspace

-   Create a new or link to an existing Meeting Workspace

-   Go to a Meeting Workspace

-   Read more about Meeting Workspaces

[Invite People to a Meeting]{.underline}

Whether you need to meet with someone who works across the hall or
across the globe, Outlook 2003 can help you get together at the right
time and place.

-   Outlook meeting requests: Essential do's and don'ts

-   Suggest alternative meeting times

-   Meeting with people in different time zones

-   Create a recurring calendar reminder

-   Share and open other people\'s Outlook folders

-   Open another person\'s Outlook Calendar, Contacts, or Tasks

-   Organize meetings with Outlook

[Work On Notes Together And Share Them]{.underline}

During a meeting, brainstorm ideas together in shared notes. Then you
can post the notes on your Meeting Workspace.

-   About shared note-taking sessions

-   Publish notes to a shared location

-   Save a section to a shared folder

[Online Training Courses]{.underline}

With Office 2003 you have access to courses that can help you plan and
run great meetings.

-   Take audio and video notes

-   Delegate Access: Let someone else mind your busyness

[Templates]{.underline}

How many times have you created an agenda from the one you used for the
previous meeting? OneNote meeting stationery can give your agendas a
consistent look and help you get organized.

To find meeting stationery in OneNote, open the Stationery task pane.
Under Add a page, click Business, and then click the meeting stationery
you want to use.

**Send an Internet (iCal) Meeting Request**

To send Internet (iCal) meeting requests, you must turn on the option to
do so by following the procedure below. Then send meeting requests as
usual.

-   In Calendar, on the Tools menu, click Options, and then click
    Calendar Options

-   Under Advanced options, select the When sending meeting requests
    over the Internet, use iCalendar format check box. To turn off iCal,
    clear the check box.

**Show Vacations in the Company Outlook Calendar**

It\'s easy to remember your own vacation, but what about upcoming
vacations for your coworkers and other people in your organization?
Planning ahead is easier if you can see other people\'s time off right
in your Outlook Calendar. Here\'s a way to see other people\'s vacation
time --- without taking up valuable blocks of time in your calendar.

Pass this calendar tip to other people in your company. Who knows? You
could be responsible for setting a new, convenient, and courteous
company policy! Have everyone post their upcoming time off. Then setting
up meetings and other important gatherings in Outlook is even easier
when you can see, right there as you look at a date, who\'s available to
attend.

[Add Vacation Time to Other People\'s Calendars]{.underline}

You can use a meeting request to add your vacation to other people\'s
Outlook Calendars. By setting your time to Free, you won\'t block out
work time in your coworkers\' calendars.

[Create and Send Your Vacation Meeting Request to Other
People]{.underline}

-   In Calendar, on the File menu, point to New, and then click Meeting
    Request

-   In the To field, choose or type the names of the people you want to
    be aware of your vacation time.

> **Note:** If you don\'t choose the names from the Select Attendees and
> Resources box, you must type their full e-mail address, such as
> <someone@example.com>

-   In the Subject box, type your name and then type vacation. You can
    also use the Subject box to specify any other type of time off

> [Tip]{.underline}
>
> You can add other text to the Subject box, such as the range of dates
> when you will be off. This information appears in other people\'s
> calendars without requiring them to open the meeting request.

-   In Start time, click the date when your vacation (or other time off)
    starts

-   In End time, click the date when your vacation (or other time off)
    ends

-   Click All day event

-   In Show time as, click Free

-   Click Send.

When you send this meeting request with Show time as set to Free, the
request appears in your coworkers\' Outlook Calendars at the top of each
date --- acting as a visual reminder but not blocking out any work time.

You will want this time to show up as Out of Office in your own
calendar. The information is in the Create a vacation appointment for
your calendar section.

[Create a Vacation Appointment for Your Calendar]{.underline}

When people use the Outlook Calendar to schedule meetings and other
events, they can see your availability on the Schedule tab (unless your
Calendar is set as Private). Because the meeting request you just sent
out to everyone indicated the time as Free (so that it wouldn\'t block
out other people\'s time), you now need to set an appointment for
yourself showing that you are not available on those dates and times.

-   In Calendar, on the File menu, point to New, and then click
    Appointment

-   In the Subject box, type your name, and then type vacation. You can
    also use the Subject box to specify any other type of time off

-   In Start time, click the date when your vacation (or other time off)
    starts

-   In End time, click the date when your vacation (or other time off)
    ends

-   Click All day event

-   In Show time as, click Out of Office

-   Click Save and Close.

**Note:** You might consider deleting the initial meeting request that
you sent to other people; however, it can be a good idea to leave it in
your calendar. If you keep the request, you may easily send an update or
a cancellation if your plans change.

**Troubleshoot Meetings**

> [In Person Meetings]{.underline}

-   I want to delete meeting responses without comments automatically

-   Select the Delete blank voting and meeting responses after
    processing check box in the Tracking Options dialog box (on the
    Tools menu, click Options, click E-mail options, and then click
    Tracking Options). Meeting responses sent to you without comments
    are tabulated in your original meeting request, and then deleted
    without appearing in your Inbox

-   I haven\'t received any meeting responses

-   If you selected the Delete blank voting and meeting responses after
    processing check box in the Tracking Options dialog box (on the
    Tools menu, click Options, click E-mail options, and then click
    Tracking Options), meeting responses sent to you without comments
    are tabulated in your original meeting request, and then deleted
    without appearing in your Inbox. To get them in your Inbox, clear
    this check box. Meeting responses that include comments always
    appear in your Inbox

-   You may have set up a delegate and selected the Send meeting
    requests and responses only to my delegates, not to me check box on
    the Delegates tab (on the Tools menu, click Options). To receive
    meeting responses, clear this check box

-   The Forward button is missing on my meeting request

> Instead of forwarding an existing meeting request to new attendees,
> you can right-click the meeting on your Calendar and then click Add or
> Remove Attendees on the shortcut menu to send the meeting request to
> attendees not on your original list.

-   I deleted the meeting request. I have meeting responses in my Inbox.

> If you delete your meeting request or move it off your Calendar,
> meeting responses will stay in your Inbox. Review and delete the
> responses in your Inbox.

-   My Calendar and other time settings incorrect by one hour

-   If your country/region has recently changed the date to begin
    daylight saving time, you may have a version of Windows that does
    not reflect this recent change. Microsoft Outlook gets all time zone
    information from the system. Manually adjust your system clock to
    the correct time in the Date/Time dialog box in the Windows Control
    Panel. This change affects all time settings in all your
    Windows-based programs.

-   I don\'t want to receive meeting responses

If you arrange a meeting, and you don\'t need to know who will attend,
you can turn off or delete meeting responses so they don\'t fill up your
Inbox.

-   If you have not sent the meeting request, you can prevent the
    recipients from sending you responses. In the meeting request, click
    the Actions menu, and then click Request Responses to clear the
    check box next to it

-   If you have already sent the meeting request, you can create a rule
    (rule: One or more automatic actions taken on e-mail messages and
    meeting requests that meet certain conditions, along with any
    exceptions to those conditions. Rules are also referred to as
    filters.) to automatically move the meeting responses to your
    Deleted Items folder as soon as they reach your Inbox.

-   Other people see my time as busy, but I don\'t have any appointments

You have scheduled an event and clicked busy in the Show time as box.
This results in a line appearing to the left of the appointment times in
your calendar. Others viewing your calendar will see the times as
blocked out. To fix this, click Free in the Show time as box.

-   I want to schedule travel time before and after a meeting to show
    others who view my Calendar how long I will be out of office

Create two separate \"travel time\" appointments, one before and one
after your meeting, for the amount of time you need.

[Online Meetings]{.underline}

-   The Call Using command is not available

-   If you want to call contacts using Microsoft NetMeeting and you have
    selected multiple contacts, the Call Using NetMeeting command on the
    Actions menu will be unavailable. Select one contact, and then click
    this command to start NetMeeting

-   Your system administrator might have restricted the use of
    NetMeeting or Windows Media Services in Microsoft Outlook and other
    Microsoft Office programs. If the This is an online meeting using
    check box is unavailable, see your system administrator.

-   When I try to join the NetMeeting through the reminder, I get an
    error message

If the organizer of the online meeting has not started the meeting
before you click Join Meeting on your reminder, you will receive an
error message. If the current time is prior to the start time of the
online meeting, click Snooze and try joining the meeting later. If the
current time is past the start time of the online meeting, contact the
meeting organizer and ask them to start the meeting.

-   My online NetMeeting settings are not available

It is not possible to change the Microsoft NetMeeting settings for just
one occurrence of a recurring meeting. You must open the series when you
make the changes in order to have the changes apply to all occurrences.

-   Some of my NetMeeting collaboration attendees have trouble joining
    the meeting

This could be because:

-   You did not start the NetMeeting (In Calendar, open the meeting and
    click Start NetMeeting) before attendees began receiving reminders
    for it and tried to join it. Attendees cannot join a meeting that
    has not been started by its organizer. Start the meeting and have
    them try again

-   There is an Internet security system between your computer and the
    attendees\' computers. Contact your network administrator, or have
    attendees contact their network administrators for assistance

-   The attendees are not connected to the network or to the Internet.
    To confirm that they are connected to the network or to the
    Internet, they should start their Internet browsers. If they can
    view Web pages, they are connected correctly

**View Windows SharePoint Services Events**

-   View an events list previously added to Outlook

-   In Calendar, under Other Calendars, select the check box for the
    Windows SharePoint Services entry you want

-   Clear the check box for calendars you do not want displayed in the
    view

-   View an events list that has not been added to Outlook

-   Add the events list to Outlook

-   In your Web browser, go to the Windows SharePoint Services events
    list that you want to access within Outlook

-   Click Link to Calendar

-   When prompted, click Yes to add the Windows SharePoint Services
    events list to Outlook.

**Note:** Microsoft Windows SharePoint Services events lists can be
displayed in Microsoft Outlook, but the lists must be created or edited
directly on the Windows SharePoint Services site using your Web browser.