ExchangeCalendar

Radboud University's central Calendar is using an exchange server for which the main client is outlook but other clients are also possible.

Each university employee has an email account on this exchange server which is both used for your ru-mail as your ru-calendar. By default your account is:

• Exchange account/mail-address: Givenname.Surname@ru.nl
• Login name to use is either
  • your U-Account preceded with 'ru\' or
  • your Exchange email address eg. Givenname.Surname@ru.nl
• Password to use to authorize this exchange account : U-Account's password.

In Exchange one can share calendars with each other, which makes making appointments easier.

Next to a calendar your Exchange account gives you access to your Exchange Mail . For the iCIS staff is by default the ru-mail forwarded to the science-mail account.

The iCIS policy is that every staff member must at least give full read access to the management assistants so that they can more easily plan meetings, and can see if somebody is at the university or away.

Clients

For basic usage the web client suffices, however for more advanced usage you can better use the Outlook desktop client from Microsoft which is available for both Windows as Apple computers.

Web client

• just go with your webbrowser to : https://mail.ru.nl
• login with
  • login: your Exchange email address eg. Givenname.Surname@ru.nl or your u-, e- or s-number preceded by ru\
  • password: your U-Account's password

Outlook client (windows/macbook)

Outlook is both an email as calendar program. Both are setup at once. To setup see the Email page at the Exchange mail section .

Other clients

For manuals how to set up email or calendar for other clients please visit this page. You can find manuals for:

• Mobile devices
• Macbook Calendar

Distribution list and security group

Two kinds of groups:

• distribution list:
  • is a mail group: from your ru-mail you can send emails to a distributionlist;
  • is a calendar group: within the outlook calendar you can plan a meeting with a distributionlist
  • by convention all distributions lists are distinguished by the suffix '-L' in their names
• security group:
  • is a security group: in the outlook calendar you can share you calendar to people in a security group
  • by convention all security groups are distinguished by the prefix 'agendabeheer' in their names

We have configured above groups in such way that :

• the scientific programmers and Simone Meeuwsen can only edit these groups
• only members from the "agendabeheer iCIS instituut" security group can use these groups.

iCIS Policy

Policy: every staff member must at least give full read access to the management assistants

By default people within the Radboud University can only see when you are free or busy, but they cannot see the details of your appointments. People outside the Radboud University cannot see anything.

Every staff member must at least give full read access to the management assistants. The reason for this it that they can more easily plan meetings, and can see if somebody is at the university or away. However for the management assistants it is preferred that they are granted full read and write rights. However you are free to choose whether you want to allow this. Finally to let a section's management assistant plan meetings between people of different sections within iCIS you have to grant full read access to all management assistents. To make this easy for you we have created the group "Agendabeheer iCIS All management assistants" to which you can give full read access and then all management assistents in this group get full read access.

Agendabeheer groups to implement the policy

You have to give full read access to "Agendabeheer iCIS All management assistants" by giving the "Full details" permission in the outlook web client, or the similar "Reviewer" permission in outlook Desktop Client. "Full details" permission and "Reviewer" permission are different names by the two different clients for the same permission.

Optionally you can also give full read and write permission by giving the "Editor" permission to either all management assistants or your section's management assistant. Note: the "Editor" permission name is used by both desktop as web client.

To be flexible in (temporary) change of a management assistant in a section we also created a group per section to which you can give the "Editor" permission:

• Agendabeheer iCIS DaS management assistant
• Agendabeheer iCIS DiS management assistant
• Agendabeheer iCIS Sws management assistant

Give the permission to your section's specific group. Then when the management assistant in your section changes, then this group will be updated by some administrator and you don't have to change anything. Note that otherwise when we would give permission to a specific management assistent that under a change the whole department would have to change their permissions.

Set sharing permission of your calendar in the outlook web client

• Login to: https://mail.ru.nl
• Select on the top right "Calendar"
• Left mouse-click on the "Calendar" in the left column to open your own calendar.
• Right mouse-click on the "Calendar" in the right column to open a context menu.
• In the context menu select: "Share calender"
• Then on right side a column opens:
  • choose the person(s) you want to share your calendar with
  • behind each person's name you can choose the permission you want to grant to this person
  • for the iCIS policy do:
    • "Agendabeheer iCIS All management assistants"  : "Full details" permission (required)
    • "Agendabeheer iCIS DaS/DiS/SwS management assistant"  : "Editor" permission (optional)

• click "Send" in the top left corner of the side column

Change sharing permission of your calendar in the outlook web client

• Login to: https://mail.ru.nl
• Select on the top right "Calendar"
• Left mouse-click on the "Calendar" in the left column to open your own calendar.
• Right mouse-click on the "Calendar" in the right column to open a context menu.
• In the context menu select: "Permissions..."
• Then on right side a column opens where you can change the assigned permissions.
• click "Save" in the top left corner of the side column

Permission rights you can choose when sharing your outlook calendar

The outlook desktop client allows you to set sharing to the following permissions:

  +----------------------------------------------------------------------------------------------------------------+
  |   Permission    |                                         Description                                          |
  |-----------------+----------------------------------------------------------------------------------------------|
  |      Owner      |The Owner role gives full control of the folder. An Owner can create, modify, delete, and read|
  |                 |folder items; create subfolders; and change permissions on the folder.                        |
  |-----------------+----------------------------------------------------------------------------------------------|
  |                 |The Publishing Editor role has all rights granted to an Owner, except the right to change     |
  |Publishing Editor|permissions. A Publishing Editor can create, modify, delete, and read folder items and create |
  |                 |subfolders.                                                                                   |
  |-----------------+----------------------------------------------------------------------------------------------|
  |     Editor      |The Editor role has all rights granted to a Publishing Editor, except the right to create     |
  |                 |subfolders. An Editor can create, modify, delete, and read folder items.                      |
  |-----------------+----------------------------------------------------------------------------------------------|
  |Publishing Author|A Publishing Author can create and read folder items and create subfolders but can modify and |
  |                 |delete only folder items that he or she creates, not items created by other users.            |
  |-----------------+----------------------------------------------------------------------------------------------|
  |     Author      |An Author has all rights granted to a Publishing Author but cannot create subfolders. An      |
  |                 |Author can create and read folder items and modify and delete items that he or she creates.   |
  |-----------------+----------------------------------------------------------------------------------------------|
  |Nonediting Author|A Nonediting Author can create and read folder items but cannot modify or delete any items,   |
  |                 |including those that he or she creates.                                                       |
  |-----------------+----------------------------------------------------------------------------------------------|
  |    Reviewer     |A Reviewer can read folder items but nothing else.                                            |
  |-----------------+----------------------------------------------------------------------------------------------|
  |   Contributor   |A Contributor can create only folder items and cannot read items.                             |
  |-----------------+----------------------------------------------------------------------------------------------|
  |      None       |The None role has no access to the folder.                                                    |
  +----------------------------------------------------------------------------------------------------------------+
    src: https://www.marquette.edu/its/help/emarqinfo/permissions.shtml

The outlook web client has a different naming convention for the sharing permissions. The following list displays the mapping of the named permissions in the Desktop client with similar ones in the Web client:

  +----------------------------------------------------------------------------------------------------------------+
  |Calendar permission role in Desktop Client            |Calendar Sharing equivalent  in Web client               |
  |------------------------------------------------------+---------------------------------------------------------|
  |Owner                                                 |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Publishing Editor                                     |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Editor + View Private Items                           |Delegate                                                 |
  |------------------------------------------------------+---------------------------------------------------------|
  |Editor                                                |Editor                                                   |
  |------------------------------------------------------+---------------------------------------------------------|
  |Publishing Author                                     |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Author                                                |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Nonediting Author                                     |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Reviewer                                              |Full Details                                             |
  |------------------------------------------------------+---------------------------------------------------------|
  |Contributor                                           |No equivalent - displays as Limited Details              |
  |------------------------------------------------------+---------------------------------------------------------|
  |Free/Busy time, subject, location                     |Limited Details                                          |
  |------------------------------------------------------+---------------------------------------------------------|
  |Free/Busy time                                        |Availability Only                                        |
  |------------------------------------------------------+---------------------------------------------------------|
  |None                                                  |Doesn't display in list                                  |
  +----------------------------------------------------------------------------------------------------------------+
     src: https://blogs.technet.microsoft.com/benw/2015/01/21/the-mystery-of-calendar-permissions-explained/

Notes:

• Only in the outlook desktop client you can change your default sharing permission of the calendar. By default this permission is set to "Free/Busy". You cannot change this in the web client.
• In the outlook web client one can choose permissions for "outside the organisation" however these are ignored by the server. People outside the organisation have no permissions.
• Only in the outlook web client one can set the permission to "delegate". This is the same as the "editor" permission but with the extra feature that invites for meetings are also send to the delegate. So the delegate can accept/reject meetings for the person sharing his calendar.