Free/Busy Lookup with Microsoft Exchange
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Background
Stanford Calendar provides the ability to exchange free/busy information with Microsoft Exchange accounts. This allows both Stanford Calendar users and Exchange users to check each other's availability when scheduling a meeting. This document describes how this feature works and how Exchange users can enable it.
Stanford Calendar users
Stanford Calendar users do not need to take any action to use this feature. By default, their free/busy information is made available to Exchange users so that users on those systems can check their availability.
When scheduling meetings Stanford Calendar users should make sure they are using the Schedule tab to check availability. This is the only place to view the availability of an Exchange user.
Microsoft Exchange users
Specifying your primary calendar
Exchange users have a choice of which calendar they want to be their source of calendar information:
- If you want Exchange to be the source of your calendar information: No action is required.
By default Exchange will be your source of calendar data, and Stanford Calendar users who check your availability will obtain that information from Exchange. It may be advisable to check the sharing permissions you have set on your Stanford Calendar and remove any access other users have. This will prevent someone from directly viewing your Stanford Calendar (rather than checking your free/busy status) and getting the wrong information about your availability.
- If you want Stanford Calendar to be your source of calendar information: Please submit a HelpSU request stating this. Stanford Calendar users will continue to obtain free/busy information for you from your Stanford Calendar account.
Notes for Exchange Calendar users
- The free/busy lookup only works with Exchange servers that are joined to the University's Active Directory. This interoperability does not work with department Exchange servers that are part of their own Active Directory instance and the Exchange servers at Stanford Hospital and LPCH. If you are uncertain of whether your Exchange server is part of the central Active Directory, please consult your Exchange administrator.
- Regardless of the primary calendar specified according to the instructions above, other Exchange users will always see free/busy information based on your Exchange calendar. This cannot be changed at this point.
- If you use Exchange as your primary source of email you must make sure your forwarding settings in StanfordYou are set to keep a copy of your mail on the central servers in order to have your Stanford Calendar populated. To make sure that your Zimbra Inbox does not fill up, you will need to periodically clear out its contents. To accomplish this quickly you can submit a HelpSU request and ask that the Help Desk do this for you with a special script they have available.
- Exchange users are strongly encouraged to make sure that your directory listing (e.g., your listing in StanfordWho) uses the same email address that Exchange has set as your primary address (i.e., your From: address). If these addresses do not match, Stanford Calendar users will be unable to view your free/busy information when searching for your record in the Global Address List. If you need to change your directory listing to accommodate this you can do so via StanfordYou. If you need to change your primary address in Exchange, please contact your Exchange administrator.
