Email and electronic calendars are a daily part of our working environment, and you can access them from any computer or mobile device.
Microsoft Outlook is available on every Managed Desktop computer within the university. Students can install Outlook for free on their personal devices. To access your university email you need to authenticate using the short form of your university account: username@gre.ac.uk
There are two ways to access the web-based version of Outlook:
Video: How to access your Outlook mailbox (and Office 365) through the Portal
Find out more and access training resources on Outlook.
Microsoft Outlook is available on every Managed Desktop computer within the university. Students and staff can install Outlook for free on their personal devices.
There are two ways to access the web-based version of Outlook:
Find out more and access training resources on Outlook.
A common approach to Outlook calendar sharing may be useful as we expand our collaborative working and using digital technology to the full. Establishing a consistency of approach within teams, departments, Directorates and Faculties will improve ease of scheduling meetings and improve the flexible management of time. However, the suggested practice below is exactly that. It is up to individuals, teams and wider groups to discuss the suitability of this suggestion for your area and working style, so you can agree the best way to coordinate and share your diaries.
You can update your settings in the Outlook Application, or Outlook on the web via login.gre.ac.uk.
The default for ‘My Organisation’ is Can view when I’m Busy, and this setting should not be changed. This ensures that when students join Outlook they will not be able to see details of staff calendars by default.
Staff and Affiliates can open their calendars to all staff (using the All-Staff@greenwich.ac.uk mailing list) with the settings: Can view titles and locations. This would allow all staff to automatically see the location and the title of any meeting, allowing for scheduling proposals to be much more realistic and based on evidence. Users cannot see meeting contents unless they are meeting invitees.
Note 1 – this will attempt to trigger an email to be sent to all staff. Most of us do not have permission to do this, so it is harmless.
Note 2 – this will mean historic diary entry titles and locations will also become visible. You may wish to delete, archive, or make private anything that you don’t want to display.
Where appropriate set selected working colleague’s to Can view all details using distribution lists. This will ensure that close team members can support you, covering where necessary. This allows access to full details including meeting contents, which requires a greater level of trust.
Note 3 – any appointments or reminders which you do not want to share with any colleagues should be marked as private, so only the mailbox owner or authorised delegate can see the appointment.
| Regularly | Review your diary ahead, and schedule in time for thinking, planning or paperwork. |
|---|---|
| Always | Set Bank Holidays, Annual Leave and Non-Working Days to Show as Out of Office Note: All Day meetings show as Free by default. They must be updated to Busy our Out of Office manually. |
| Consider | Sharing documents for the meeting using a Teams meeting rather than in the appointment itself or via email. Which attendees are required for the meeting, and whose attendance is optional. Using the ‘Private’ feature to restrict viewing of personal or sensitive meetings. Using an “All Day” meeting to indicate your location for the day. |
| Avoid | Putting sensitive or confidential details in meeting titles. |