UCOP to Switch to the Outlook Calendar

July 27, 2006

To: UCOP Community
From: Michael Shannon, Manager, IR&C Communication Services

IR&C will migrate UCOP Corporate Time users to the Outlook calendar on Saturday, August 5. Please note that after August 3, no new Corporate Time accounts will be issued; new employees will receive Outlook accounts.

What’s Going To Happen

• Everyone who uses Outlook for e-mail will have an Outlook calendar.
• No Corporate Time data will be deleted!
• All your Corporate Time calendar entries (past, current, and future dates) will be copied into your Outlook calendar as part of the migration process.
• You may make changes to your Corporate Time calendar up to 7:00 p.m. on Friday, August 4.
• You will be able to access your Outlook calendar on Monday morning, August 7.
• Repeating meetings in Corporate Time will be copied to Outlook but will no longer be linked. You may wish to recreate the meetings in Outlook as recurring, thus linked, meetings.

Training Will Be Provided
IR&C is offering training to departmental PC coordinators and executive support staff prior to the Outlook calendar migration. They are being informed in a separate e-mail about signing up for training.

Beginning the week of August 7, IR&C will offer one-hour Outlook calendar classes for all employees. We will schedule as many classes as there is demand for. Information about signing up for these classes will be distributed next week.

The laminated Quick Reference Guide you received when you migrated to Outlook e-mail covers the calendar basics. Short, online tutorials are offered at http://office.microsoft.com/en-us/training/CR061832721033.aspx.

For People Currently Using both Corporate Time and Outlook

• If you use both Corporate Time and Outlook calendars, entries that appear in both calendars will be copied from Corporate Time to Outlook, resulting in duplicate entries in your Outlook calendar. You may wish on August 4 before 7:00 p.m. to delete Outlook calendar entries that also appear in Corporate Time.
• If you delete all your Corporate Time entries, your Outlook calendar will not be overwritten with a blank calendar. All meetings scheduled in Outlook will remain.

If you have questions or concerns, please contact me at Michael.Shannon@ucop.edu or 987-0371 or the IR&C Technology Service Desk at TechDesk@ucop.edu or 987-0457. For more information about the Go Outlook! project, visit the Web at http://www.ucopedu/irc/services/outlook/.