Guidelines for Daylight Savings Time Changes and Hawkmail Calendars

The instructions below assume you have already installed the Microsoft Critical Update for the operating system.  Full details can be found at the Help Desk DST web site:   http://helpdesk.its.uiowa.edu/articles/dstchanges.html

 

Public Folders – ITS has run the Outlook Time Zone Update Tool on all of the Public Folder calendars.   Nothing more needs to be done.

Resources –  there are multiple ways that resources are being used – please find the one that matches your resources.  Once you have worked with the appointments for your resource, please verify that there are no conflicts or double-bookings.  We recommend you repeat these steps based on how active your resource is and until all meeting organizers have run the update tools.   When resource owner is mentioned, we are referring to either a resource owner or IT support person, depending on your situation. 

Resource set to auto-accept meeting requests – a resource owner will need to create a profile and login to the resource through Outlook and handle the meeting requests in the Inbox.  (You can also use OWA if you don’t want to setup a profile.)   You need to login to the resource because when a user runs the Outlook Time Zone Update Tool on their account, it updates the user’s appointment, but does not automatically update the resource.   NOTE:  You do NOT need to run the Outlook Time Zone Update Tool on the Resource.

Resource set to ‘Send meeting requests and responses only to my delegates, not to me’ - the delegate will handle the meeting requests as usual so there is no need to login to the resource.  NOTE:  You do NOT need to run the Outlook Time Zone Update Tool on the Resource.

Resource is setup where user directly books the resource by opening a shared calendar and scheduling the appointment on the calendar – a resource owner needs to run the Outlook Time Zone Update Tool on the resource.

 

Shared Accounts --  A shared account owner (you will need to setup a profile) will need to run the Outlook Time Zone Update Tool on the account.  When you run the tool, choose Custom and then find the shared account and select the Calendar folder, then click OK to run the tool. 

User Accounts – See the ITS Help Desk DST web page for instructions -- http://helpdesk.its.uiowa.edu/articles/dstchanges.html

  • Citrix users – If you access Microsoft Outlook via the Virtual Desktop service, you will need to run a simple tool that will update your Hawkmail account so that these changes to the Daylight Savings Time will occur on the appropriate dates.  This utility is called the Outlook Time Zone Update Tool and is available via Virtual Desktop.  To run the tool so that future appointments will be scheduled appropriately, according to the Daylight Savings Time changes, please follow these instructions:  http://helpdesk.its.uiowa.edu/virtualdesktop/instructions/outlook_update_tool.htm

  • OWA only users – You will need to login in to a machine with Outlook, create a profile for your account, and run the Outlook Time Zone Update Tool.  If you created recurring calendar items in Outlook Web Access, those items will not be updated by the Time Zone Update Tool. To correct these calendar items, Microsoft recommends that the creator of the items manually update them.

  • Calendar Only users – You will need to login in to a machine with Outlook, create a profile for your account, and run the Outlook Time Zone Update Tool.

  • Entourage users – See the ITS Help Desk Daylight Savings Time web page for instructions first -- http://helpdesk.its.uiowa.edu/articles/dstchanges.html.  After you have followed those instructions, you will need to will need to login in to a machine with Outlook, create a profile for your account, and run the Outlook Time Zone Update Tool.

If you have any questions, please contact the ITS Help Desk at 384-HELP.