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STANFORD UNIVERSITY

INFORMATION TECHNOLOGY SERVICES

Tip of the Day

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Change the Number of Emails or Contacts Displayed

You can change how many emails or contacts are listed on the page in webmail.

To update the number of emails displayed per page, go to Preferences > Mail and select from the Display drop-down box.

To update the number of contacts displayed per page, go to Preferences > Address Book and select from the Display contacts per page drop-down box.

Locations and Resources

When you search via the Find Locations and Find Resources tab, the availability of the room will display when you search.

To add a location while creating or editing an appointment, go to the Find Locations tab and type in the name (or a keyword from the name) of a location you want to use. Click Search. In the search results, the Status column on the right displays whether the location is Free or Busy at the time of your appointment. Select the room you'd like to use and click the Select button at the bottom of the page.

On the Appointment Details tab, the room is added as a Resource below the Attendees and is also displayed in the Location field below the Subject field. The Location field is editable if you'd like to add additional information to help find the room or clarify any details. Editing this field will not affect your room reservation.

To add a resource like a car, cart, or group calendar, follow the same procedure using the Find Resources tab.

To change the time of the appointment, use the Schedule tab. The Locations and Resources on your appointment will be displayed with the attendees. Be sure to select a date and time that the location or resource is available or go back to the Find Location or Find Resource tab to select an alternate location or resource.

Send updates to all attendees

You may have noticed that you get a lot of email about changes to your calendar. The new Stanford Email and Calendar tool is a message-based calendar system. This means that those emails are actually what updates your calendar. This is a significant change from Sundial. It's important that you receive those messages or your calendar will not be updated.

Additionally, when changing a meeting to add or remove an attendee, Stanford Email and Calendar may ask you if you want to Send updates only to added or removed attendees or Send updates to all attendees. If you select Send updates only to added or removed attendees, then the attendee list will be fall out of sync for different attendees. Always select Send updates to all attendees.

Create an Appointment from an Email

To quickly create a new meeting from an email message, click and drag the message onto a date in the calendar on the lower left corner of your mail display. A new appointment will be created including everyone who was included on the email. The text of the email will be copied to the appointment. You can add to that or erase it and create a new message to be emailed with the meeting invitation. Be sure to use the Schedule tab to check availability of your attendees. When you click Save, you are returned to the Mail tab.

Quota Management

In the web client, the bar in the upper left corner under the Stanford logo and your name shows your current storage usage in webmail. Hovering over the bar displays your current quota usage in megabytes and by percentage.

Is your quota filling up too fast? Perhaps you can delete some large attachments to make more room.

To search for messages by size, click the Advanced button on the search bar. Select the Size button. In the Value field, enter 200. In the Units field, enter kilobytes. Click the Search button. Results display below.

For items that you're ready to discard, check the checkbox for the item and click the Delete button. Once you're finished, right-click (or Ctrl+click on a Mac) and select Empty Trash to permanently delete those messages.

Schedule View

In Sundial, you could review several calendars side-by-side using the Group Agenda. To see a similar view in Stanford Calendar, select the Schedule view (to the right of Month on the navigation bar). In the left column, check the calendars of each person you wish to compare. If they're not displayed there, you may add them using Link to Shared Calendar.

NOTE: You may want to turn off your Personal and Confidential calendars if you're comparing several calendars.

The All column on the left displays white for times when all of the checked individuals are available and various saturation levels of red when one or more of the displayed calendars is busy for a given time block. Use the Previous Day and Next Day arrows in the upper-right corner to move from day to day. Once you've picked a time, you may schedule an appointment on your calendar by clicking and dragging on your calendar at the desired time or by clicking the New button.

Delete a Shared Calendar

Are there too many calendars listed on your calendar page in the left-hand column? If so, you can easily remove the ones you don't need to see.

Just right-click (or Ctrl+click on a Mac) on the calendar you want to remove. Select Delete. A Confirmation box appears asking "Are you sure you want to permanently delete the "<calendarname>" calendar?" Click Yes.

NOTE: This will neither harm this person's calendar nor prevent you from seeing it again in the future. If you need to see this calendar again later, you can do so using the Link to Shared Calendar function.

Turn off Notifications in iCal

Mac iCal Users: Receiving Reminders from a Shared Calendar?

To turn off iCal reminders from shared calendars, in iCal, right-click or Ctrl+click on that calendar and select Get Info. Select the Ignore Reminders checkbox and click OK.

Using Schedule tab vs. View Conflicts

To check the availability of meeting attendees in Sundial, you used the Check Conflicts button. In Stanford Calendar, use the Schedule tab in the Appointment view.

When creating a new appointment, add attendees on the Appointment Details tab, then click the Schedule tab to review the free/busy status for all attendees, locations, and resources. The vertical green line shows the start of your proposed meeting. The vertical red line shows the end time. The horizontal shading shows availability for each attendee. Use the arrows to move from day to day to find an available day/time or adjust the time of the meeting using the drop-down dates and times. You can also add additional attendees, locations, or resources on the Schedule tab.

Remember, due a bug in searching for locations and resources, be sure to add these as attendees rather than using the Find Locations or Find Resources search or the availability will be inaccurate. The list of Location and Resource addresses can be found at: http://iec.stanford.edu/itspilot/resources.html.

Share an Email Folder

Have you ever wanted to forward a batch of messages to someone else? Using Stanford Email and Calendar, you can share them instead of forwarding. Place the messages in a folder on your Mail tab. Once the messages are collected, right-click (or Ctrl+click on a Mac) on the folder and select Share Folder. Enter the email address(es) you wish to grant access to and select the Viewer role. In the Message box, select Add note to standard message from the drop-down list and add a personal note about why you're sharing this folder. When the recipient receives the share notification, they simply accept the share and can then see all of the messages and any new messages you place in that folder.

RSS Feed

Have you ever wanted to keep up with an RSS feed? Now you can, directly from your Stanford Email.

Go to the Mail tab and click the New Folder button. Enter the a name for the folder and click the Subscribe to RSS/ATOM feed checkbox. In the URL field, enter the address of the feed you'd like to read. (For example, the Stanford News Service has a feed at http://news-service.stanford.edu/rss/index.xml.) Updates will automatically feed to your folder and be marked as unread.

Seeing a Location or Resource Calendar

In the new Stanford Email & Calendar, locations and resources have their own email address. A list of location and resource addresses can be found on http://iec.stanford.edu/itspilot/resources.html.

To add a conference room, cart, or calendar to the left-hand column on your Calendar tab, right-click (or Ctrl+click on a Mac) on the Calendars column header and select Link to Shared Calendar. In the Email field, enter the email address of the location or resource.

In the Path field, enter calendar. You can, if you wish, adjust the name or color properties. Click OK. The location or resource calendar will be added to your list, and overlaid on your calendar.

NOTE: If you get a "Permission denied" error, please submit a HelpSU request. The support team will be happy to assist you.

Share a Calendar

In Sundial, visibility and designate rights were managed under the Tools>Access Rights menu. In Stanford Calendar, access to each calendar is controlled directly by right-clicking (or Ctrl+clicking on a Mac) on the calendar and selecting Share Calendar. To share a calendar to someone using Stanford Email and Calendar, select Internal and enter an email address or a contact group.

Note: To create a share to all Stanford Email and Calendar users, please submit a HelpSU request. These must be entered and updated by the system administrator.

Select the level of sharing you'd like to grant. Your choices are:

  • None – temporarily blocks permission to a calendar without revoking the access right
  • Viewer – allows access to see items on your calendar unless they are marked Private. This is similar to Viewing access in Sundial.
  • Manager – allows access to see, edit, add, remove, accept, and decline items on your calendar, unless they are marked Private. This is similar to Designate access in Sundial.
  • Admin – all Manager rights plus the ability to share the calendar to others.

Your availability without meeting details is visible to others on campus via the free/busy lookup function.

Note: To block a calendar from being included in your free/busy status, right-click (or Ctrl+click on a Mac) on the calendar and select Edit Properties and check the "Exclude this calendar when reporting free/busy times" checkbox. This function should be used with caution since other users will not get a true picture of your free/busy status.

Click OK. Those granted access will receive an email notifying them that the share has been created.

Right-click!

In the new Stanford Email and Calendar, many additional features and menu items can be accessed by using right-click (or Ctrl+click on a Mac). These include:

  • Link to a shared calendar by right-clicking on the Calendar column header.
  • Create a new tag by right-clicking on the Tag column header
  • Create a new appointment by right-clicking on the mini-calendar in the lower-left corner
  • Accept or decline appointments by right-clicking on the item in the calendar
  • Create a filter in email by right-clicking on a message in your inbox.

In general, if you're not sure how to do something and can't find a menu or a button to do it, try a right-click (or Ctrl+click on a Mac) to see more options.

Improve Performance

For faster performance when using Stanford Email and Calendar, use Firefox on Windows and Safari on Macintosh. If you're using Internet Explorer, you may experience significantly slower performance.

Out of Office Notification

In Sundial, many of us used Daily Notes to notify coworkers that we'd be out of the office. Then we'd block time on our calendar so that anyone trying to schedule a meeting could see the time conflict.

In Stanford Email and Calendar, the process is similar. First, create a New All Day Appointment and mark it Show As: Free. Invite anyone you wish to notify as an attendee. (This can include the email address of a group leave calendar.) Save this appointment. This ensures that your coworkers are notified, but it does not take up availability on their calendar if they accept your invitation.

Next, create another New All Day Appointment for yourself (or a New Appointment for a specific time range if you won't be out all day). Set this appointment to Show As: Out of Office. Do not invite other attendees to this appointment. Click Save.

Also, it's also a good idea to set a vacation autoreply message in StanfordYou.

Jump Directly to Calendar Tab

Today's tip of the day is a new feature.

Want to jump directly to the calendar tab? Just go to http://stanfordcalendar.stanford.edu.

Creating Appointments

There are several options for creating a new appointment in the web client. You can:

  • Click and drag to select the start and end time for the appointment.
  • Double-click on the start time. By default, the new appointment is 1 hour long. You can adjust the time before saving.
  • Right-click and select New Appointment. This also creates a 1 hour appointment.
  • Right-click on the mini-calendar in the lower left corner and select New Appointment. You can do this from any screen in the web client.
  • From the Calendar tab, click the New button to bypass the Quick Add screen and go straight to the Appointment Details.

Additionally, if you want new appointments to always default to the Appointment Details screen, go to Preferences > Calendar. In the Creating Appointments section, uncheck Use the QuickAdd dialog when creating new appointments and click Save.

Sort by From

Many of you have noticed that you can't sort by clicking on the From column when you're in Conversation view. Since Conversation view automatically groups messages by subject, you have to switch to Message view to sort by the From field. To switch to Message view, click the View button and select By Message. Once you’re in Message view you can click on the From column header to sort by the From field. Click on the Received column header to return to sorting chronologically.

Another alternative is to use Advanced Search. Click the Advanced button from the search bar. The Basic Search includes a From: field search. You can also add in other search parameters like Time to allow you to search for messages in a relative time range (e.g. this week, last month, etc.), Attachment to search for items with an attachment or with a specific type of attachment, or Status to quickly search for flagged or unread messages.

Sharing Properties

To review who you've shared your calendar, task lists, or email folders with, you can right-click (or Ctrl+click on a Mac) on the name of the Address Book or Calendar and select the Edit Properties command. The Edit Properties dialogue box shows you the list of users that have a share to that folder.

You can resend the share message to an individual user from this dialog box, edit the type of share, or revoke the share. You can also click the Add Share... button to add a new share.

Unfortunately, there is no easy way to see who has a share to any and all of your folders at once. Each folder, task list, or calendar must be reviewed individually.

Restore a Deleted Calendar

Have you ever deleted a shared calendar and then wanted to see it again? You can!

To see a calendar not listed in the left hand column of your Calendar menu, right-click (or Ctrl+click on a Mac) on the Calendars column header and select Link to Shared Calendar. In the Email field, enter the email address for the person's (or resource's) calendar you wish to view. In the Path field, enter calendar. You can, if you wish, adjust the name or color properties. Click OK. The deleted calendar reappears in your list and is overlaid on your calendar.

NOTE: If you get a "Permission denied" error, please email the person whose calendar you wish to view and ask them to share the calendar to you.

Searching StanfordWho

To look up contact information for anyone in the University, go to the search bar at the top of Stanford Email & Calendar. Type in the name of the person you want to find and switch the adjacent drop-down menu to Global Address Lookup. Click the Search button.

The Stanford-view StanfordWho listing for the person displays. If more than one listing is found, you may select from the search results in the column on the left.

To add this person to your contacts, right-click (or Ctrl+click on a Mac) on the listing in the left column and select Add to Contacts.

Link to a Shared Calendar

To see a calendar not listed in the left hand column of your Calendar menu, right-click (or Ctrl+click on a Mac) on the Calendars column header and select Link to Shared Calendar. In the Email field, enter the SUNetID@stanford.edu email address for the person's calendar you wish to view. If you copy and paste a SUNetID email address (or SUNet ID alias) into the Email field, remove all other characters except the address (e.g., "John Doe" <jdoe@stanford.edu> - remove: "John Doe" including quotes, and remove the brackets from the email address).

In the Path field, enter calendar. You can, if you wish, adjust the name or color properties. Click OK. Your colleague's calendar will be added to your list, and overlaid on your calendar.

NOTE: If you get a "Permission denied" error, please email the person whose calendar you wish to view and ask them to share the calendar to you as a Viewer.

Turn off Notifications in iCal

Mac iCal Users: Receiving Reminders from a Shared Calendar?

To turn off iCal reminders from shared calendars, in iCal, right-click or Ctrl+click on that calendar and select Get Info. Select the Ignore Reminders checkbox and click OK.

Folder Size

Want to know the size of a folder in the web client? Let your mouse hover over a folder and it will tell you how many items are in that folder and how much space it takes. This works for all folder types including emails, calendars, tasks and address books.

Alternate URLs

Choose one of these four easy-to-remember URLs to access Stanford Email and Calendar:

  • stanfordemail.stanford.edu and webmail.stanford.edu go to the Mail tab
  • stanfordcalendar.stanford.edu and webcal.stanford.edu go to the Calendar tab

Move an Appointment

To move an appointment on your calendar, you can open the appointment to adjust the date or time and review any conflicts using the Schedule tab.

Alternately, in the default web client (Advanced, not Standard version), you can move a calendar appointment to a different date or time by clicking and dragging it to a new time slot. NOTE: This does not work in Month view; it does work in Day, Work Week, Week, and Schedule view.

Attendance Response

When you hover over a meeting you created, it will now load the attendee responses for your meetings. Hovering over a meeting displays attendees grouped into three categories: Accepted, Declined, and Needs Action.

Additionally, when creating or editing an appointment, you may notice the Request Responses checkbox under the Attendees field. You can uncheck this box if you don't want to receive accept or decline replies about a meeting. However, if you uncheck the box, you will not be able to tell who is or is not attending your meeting. If you don't receive a response, then you will not only miss the email, but the attendance status also will not display when you hover over the meeting.

Last modified Friday, 03-Oct-2008 05:45:58 PM

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