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UVA Centralized Exchange Service

FAQs about UVA’s Centralized Calendar System

THIS PAGE CONTAINS INFORMATION ABOUT AN ITS LEGACY SYSTEM AND IS NO LONGER MAINTAINED.

As of Nov. 8, 2017, all eligible ITS Exchange accounts have been upgraded to Office 365 for Email and Calendar. See the OFFICE 365 website for email and calendaring info.

This page, documenting the now-legacy UVA Centralized Exchange Service will be available on ITSWeb until Jan. 15, 2018, after which date it will be removed.

Frequently Asked Questions about the UVA Exchange Service & Outlook Calendar

Answers to FAQs about the UVA Exchange Service & Outlook Calendar

Who can see my UVA Exchange calendar? How do I manage my calendar permission levels?
The default permissions for anyone who has an account on the UVA Centralized Exchange Service are that anyone else on the UVA Centralized Exchange Service can see your “Free/Busy” times, but not specific details about individual meetings. Of course, you may edit this default setting. You can change it so that no one can see anything on your calendar at all, or so that everyone can see everything, or somewhere in between.
Should I use Cached Mode in Outlook? What are the benefits?
Most laptop users at UVA should use Cached Exchange Mode. Cached Exchange Mode keeps a local copy of your Exchange account information (emails, calendar info, etc.) stored on your computer, so your Exchange will continue to work even if and when you go offline temporarily. Whenever your connection is restored, your computer will then automatically sync itself back up with the Exchange server—sending/receiving messages, filing email in folders, updating calendars, etc. Cached Exchange Mode benefits you particularly if:
  • You are very mobile, accessing your Exchange account on a laptop or tablet computer that is frequently moving in and out of connectivity; or
  • You frequently work offline or without connectivity (such as during travel off-Grounds, or if network connections are scarce).
How do I create a shared resource on the UVA Exchange server?

There are two different ways to create a new Exchange resource:

  • If you are an individual Exchange user: Request the creation of a resource calendar via the service request form in the Service Portal.
  • If you are an LSP: Request the creation of a resource using the Eservices Exchange Management Tool. To use this method, follow these steps:
    1. Log into the Eservices Exchange Management Tool.
    2. Select Account Management.
    3. Select LSP Exchange Tools.
    4. Select Create Calendar Resources.
    5. Complete and submit the form.
How do I assign specific permissions to individuals on my calendar?

The person to which you want to assign permissions must have an eservices Exchange account.

Note: Don’t try to set up a customized set of permissions. There is less chance of glitches if you use one choice from those available in Outlook.

In Outlook 2010:

  1. Click Share Calendar at the top of the window.
  2. Click the To... button, and enter the last name of the person with whom you’d like to share your calendar.
  3. Select the person’s name from the list and click the To - button.
  4. Click OK.

In Outlook 2011 (Mac):

  1. Click Calendar on the left side of the window.
  2. Click the Permissions button at the top of the window. A new window will appear. Click Add User.
  3. Type in the last name of the user you would like to share your calendar with at the top of the new window that appears and click Find.
  4. Find their account in the list and select it by clicking it, then click OK.
  5. You should be back at the Permissions window. With the user selected, set their Permission Level as desired and click OK.
How do I grant permission to a group of people who need to manage resources or calendars for others?
  1. Go to the MyGroups website and if needed, log in.
  2. In the Choose a name for your group*: field, type the name for your group.
  3. In the Provide a description of your group: field, type a brief description of the purpose of the group.
  4. Add individuals to the group.
  5. When you are ready, click the Create Group button.
  6. Wait about 20 minutes for the group to be moved to the UVA Centralized Exchange server.
  7. In Outlook, grant the newly-created group permission to manage the group’s or resource’s calendar, as explained below.
How do I give permission to manage a resource?
  1. In Outlook 2010, click on the File menu tab in the upper lefthand corner.
  2. In the lefthand navigation choices, click Open, then select Other User’s Folder.
  3. Click the Name: button, and the Global Address List (GAL) opens.
  4. In the Search: field, type the name of the individual/resource to manage.
  5. Select the name of the desired individual/resource.
  6. Click the OK button.
  7. Click the OK button. The calendar will open and its name will appear in the Navigation Pane.
  8. Highlight the name of the calendar in the Navigation Pane and right-click the name.
  9. Select Properties from the calendar drop-down.
  10. Click the Permissions tab.
  11. If needed, change permissions for default.
  12. Click the Add > button.
  13. Into the Search: field, type the group name.
  14. Highlight the group name.
  15. Click the Add > button.
  16. Click the OK button.
  17. Select appropriate category of management from the Permission Level: drop-down, or set the individual permissions.
  18. Click the Apply button.
  19. Click the OK button.

All the people in the group will now have the permission given to the group.

Can I invite someone without an UVA Centralized Exchange account to a meeting?
Yes. If they do not have a Centralized UVA Exchange account, you will not be able to see their “Free/Busy” times, but you can invite them to a meeting by including their email address in the invitation to the meeting. They will receive an email message with the invitation and can manually add the meeting to their calendar. If you would like a response from them, make sure you request that they email you back as to whether they are able to attend.
Sometimes I can see “Free/Busy” times for others, sometimes I cannot. Why?
While the default permission level is that anyone on the UVA Exchange Service can see anyone else’s “Free/Busy” times, that does not always occur. There are a several possible reasons for this:
  • First, even if the UVA-affiliated person you are looking for appears in the GAL, that does not necessarily mean that s/he is on the Centralized Exchange service “Eservices” domain. Some University entities, such as Darden, Commerce, HSCS/Health System, etc. maintain their own, separate implementations of Exchange, so you cannot see their Exchange calendars, and they cannot see yours, because you are not both on the same Exchange server.
  • Another possibility is that the person does not use Microsoft Exchange at all. They may use the UVA Central Mail Service or UVA Gmail instead.
  • You also may have manually typed their email address in, and inadvertently omitted the @eservices.virginia.edu after their computing ID, which may have caused Outlook to be unable to retrieve their “Free/Busy” information from the server. Check to be sure that all meeting invitees are listed in the form UVA computing ID@eservices.virginia.edu.
  • A final possible cause for this is a permission problem. If a calendar owner has changed their permission levels to prevent a general “default” person to see their “Free/Busy” times, or has not granted you specific permissions to see their calendar, then you will not be able to see their “Free/Busy” times...although you can request they change their settings to share their calendar with you if you like.
  • Also, know that if someone is working with a local calendar, you will not be able to see their local calendar.
I need to schedule meetings for others (or have someone manage my calendar for me). What is the best approach?

If you need to manage someone else’s calendar (accept/decline all invitations on their behalf), then ask them to assign you as their “Delegate.” However, if you only need to be able to create or change meetings on someone’s calendar for them, then ask them to give you the appropriate level of permissions to their calendar instead; in most cases, “Editor” will suffice.

Only choose the “Delegate” setting if it is truly required, because while delegates can be very helpful, they dramatically increase the probability of missing appointments, duplicated meetings, unseen invitations, and conflicting attendance responses. Delegates are most appropriate for executives who need an assistant to completely manage their calendars for them.

How do I add/delete “Delegate” access on my calendar?

It is important to have as few delegates as possible, preferably none. While delegates can be very helpful, they dramatically increase the probability of missing appointments, duplicated meetings, unseen invitations, and conflicting attendance responses. Delegates are most appropriate for executives who need an assistant to completely manage their calendars for them.

To add/delete Delegate access:

In Outlook 2010 (add)

  1. Click the File tab in the upper left hand corner.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add. Select the users name you want to add as your delegate from the Global Address List (GAL).
  4. Click Add, then OK.
  5. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.

    If a delegate needs permission to work only with meeting requests and responses, the default permission settings (including Delegate receives copies of meeting-related messages sent to me) are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the Delegate’s Inbox.

    Note: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

In Outlook 2010 (delete)

  1. Click the File tab in the upper left hand corner.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Remove.
  4. Highlight the delegate(s) you wish to delete and click Remove.
  5. Click Apply, then OK.

In Outlook 2011 (add)

  1. Highlight your Inbox folder by clicking on it.
  2. Click on Tools from the menu at the top of your Outlook screen, and then select Accounts.
  3. Select the account to which you want to add a delegate and then click Advanced.
  4. Select Delegates.
  5. Click the + sign to add a delegate(s). Click OK.
  6. Select the permission you wish to assign to the delegate, then click OK.
  7. Close the Accounts window.

In Outlook 2011 (delete)

  1. Click on your Inbox folder to highlight it.
  2. Click on Tools from the menu at the top of you Outlook screen, and then select Accounts.
  3. Select the account to which you want to remove a delegate and then select Advanced.
  4. Select Delegates.
  5. Highlight the delegate(s) you wish to delete, then click the sign. Click OK.
  6. Close the Accounts window.

Outlook Web App (OWA) currently does not support delegate properties, so you cannot manage your delegates from OWA.

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  Page Updated: Friday 2017-11-17 11:55:44 EST