Most calendars are shared in Outlook by default. While you may not see the details of each event, you can view the availability of most individuals and resource calendars.
Using the Scheduling Assistant is ideal for booking one-off meetings with a group. If you need to check a colleague’s availability, you can map their calendar to view their free times. Similarly, mapping a room’s calendars allows you to see availability, upcoming reservations, and the status of your bookings.
Note 1: As of Outlook 16.89 on macOS (New Outlook on macOS), these instructions do not work. You will have to use Outlook on the Web to map shared calendars.
Note 2: The instructions below are are new Outlook on the Web and for new Outlook in Windows. The instructions are the same for both.
Steps to map and view a shared calendar.
Launch the Outlook client or Outlook on the Web and go into the calendar view.
Show the Navigation Pane (if not visible) – If you don’t see the left Navigation pane, click on the “Show navigation pane” icon (three horizontal lines) on the upper left corner.
Create a new Calendar Group (Optional but Recommended) – The steps are briefly outlined in Figure 1 below. Right-click on the ellipses next to any existing calendar group(2) and then select “New Calendar Group”
Figure 1.
4. Then click on the “Add Calendar” towards the top of the left Navigation pane. This brings up the Add Calendar dialog.
5. Add a Calendar: The steps are outlined in Figure 2, select “Add from directory”(1), select your login(2) as the account to search the directory from, search for the calendar you wish you view(3)**, and finally select the calendar group you list to list this calendar under(4).
Figure 2
** – If you are unable to find the room calendar, enter it exactly as shown in our Drop-In Spaces & Reservations list, including with the “iSchool.” prefix.
This page includes detailed directions to add a supplemental, Shared NetID email account to Outlook.
These instructions are for shared mailboxes you have been provided access to. A shared mailbox means the owner of the other mailbox has granted you access and you will use your own credentials to access the shared mailbox. You will not need the remote account’s password to access the mailbox. This is how most shared mailboxes are setup in the iSchool.
The following directions assume you have been granted permissions to access a Shared NetID’s email account. If these instructions dont work, or if you need permissions to access a Shared NetID’s email account contact the iSchool IT Help Desk.
1. In the Outlook application, click File, click Add Account
2. Type in the Shared NetID email address (ihelp@uw.edu is used as an example), click Connect
3. Click Sign in with another account, enter your personal @uw.edu email address, click Next.
4. Use your UWNetID@uw.edu credentials at the “Sign in” prompt.
5. You should receive a “successful” message. Quit Outlook, wait a few seconds, start Outlook.
6. The Shared NetID email account will be added to Outlook. You should receive emails to the Shared NetID email account. You should be able to send emails from the Shared NetID email account.
New Outlook Instructions
Make sure your mailboxes are visible in Outlook, if not click on the three vertical bars on the upper right to display your list of mailboxes. Then expand your loign@uw.edu account by clicking on the arrow next to your account.
2. Next Scroll down the folder list to the “Shared with me” folder.
3. “Expand” the Shared with me folder to see if the shared mailbox is listed here.
4. If you do not see any shared email accounts here, right-click the Shared with me folder. Click Add shared folder or mailbox. Type in the Shared NetID email address (ihelp@uw.edu is used as an example). Click Add.
Note: If you don’t have a “Shared with me” in your list of folders, right-click on the ellipses next to your <email>@uw.edu at the top of the folder list. You will find a “Add Shared folder of mailbox” as an option there as well and follow the same instructions.
macOS Instructions
1. In the Outlook application, click File, mouse-over Open, click Shared Mailbox….
2. Type in the Shared NetID email address (ihelp@uw.edu is used as an example). Click Add.
3. After a few seconds the Shared NetID email account should appear in Outlook. You should receive emails to the Shared NetID email account. You should be able to send emails from the Shared NetID email account.
Outlook on the web
There are two ways to add a shared mailbox. The first opens the mailbox within your account, preserving your personal settings. This has the other mailbox appear in your account.
The other will open the mailbox in a new window and keep and its specific settings (categories/tags). This is better suited if you are interacting with a high volume shared mailbox. In a sense, this drops you into the other account.
To open a mailbox in your account, preserving your personal settings:
In this view, the other mailbox and calendar appear under your account, when you send an email or make a calendar reservation, you will need to select the appropriate from address or calendar.
2. Right-click the word Folders, click Add shared folder or mailbox.
3. Search for the Shared NetID email address (ihelp@uw.edu is used as an example), click Open.
4. The Shared NetID mailbox will be available on the left as a new account as in the image below. You should receive emails to the Shared NetID email account. You should be able to send emails from the Shared NetID email account.
To open another mailbox in a new window, preserving its specific settings:
This is ideal for users interactive with high volume shared mailboxes where there is not ambiguity wich mailbox is being read, which account the mail is being sent from and under which account an event is being reserved.
Migration of your projects will require that you understand and follow the steps, making sure you keep your iSchool and UW Qualtrics instances distinct. As both Qualtrics instances appear identical, and with shared credentials between the two, it is easy to accidentally work in one instance while thinking you’re in the other. Try not to rush or do all your migrations at once. Approach the first one with care, and subsequent migrations become more intuitive.
Through this migration, you’ll need easy access to this documentation, of course, your email, and two separate browsers. Think Safari and Chrome, or Chrome and Edge, etc. For those familiar with browser profiles, using two separate browser profiles also works – but be sure you can easily tell them apart. Use two windows of the same browser and profile, and you will have a bad day.
Notes on How how to use this document.
In your first browser we will sign into the iSchool’s instance of Qualtrics. We’ll call this the “iSchool browser.” Instructions specific to the iSchool Qualtrics will be prefixed with [https://ischool.co1.qualtrics.com]. To make sure you’re working in the correct instance, keep the address bar visible and regularly check the URL. Additionally, we recommend you position this browser on the left side of your screen, as the related instructions are also left-justified.
In your second browser, we will sign into the University of Washington’s instance of Qualtrics. We’ll refer to this as the “UW browser.” Instructions for the UW Qualtrics instance will be prefixed with [https://uwashington.qualtrics.com]. Again, regularly check the address bar to ensure you are in the correct instance. We also recommend for you to position this browser on the right side of your screen, as the instructions for the UW instance will be indented slightly to the right.
Ensure you have access to your email, either through the Outlook client or within one of your browsers. Instructions that involve actions related to your email will be prefixed with [Mail].
[https://ischool.co1.qualtrics.com] Navigate to your iSchool Qualtrics dashboard:
— This page says “Welcome to XM” on the left, near the top. If you are unsure :
look for the “XM” icon in the upper right corner.
Clicking on this will bring you to your dashboard where you’ll see “Welcome to XM” displayed on the left, near the top.
…
4.
[https://ischool.co1.qualtrics.com] Navigate to the project you wish to migrate in the iSchool Qualtrics instance:
Click on “See all projects” on the left side of the dashboard, at the top of your recently visited projects.
Navigate through “Your folders,” till the project you wish to migrate is visible on the main part of the page.
…
5.
[https://ischool.co1.qualtrics.com] Select “Collaborate” from the project options:
Be cautious not to click directly on or into the project itself. If you accidentally enter the project, revert back to step 3 to get on track.
Instead – click on the ellipsis (the three dots) on the far right of the project name and select “Collaborate.”
6..
[https://ischool.co1.qualtrics.com] Complete the ‘Collaborate on Project’ dialog:
Enter your @uw.edu email as the Collaborator and then click on “Add Selected” – this will pop up a secondary Invite dialog.
[Optional] If you’re managing multiple projects, particularly those with similar names, it’s a good idea to use the Custom Message field to add a note for your reference.
Click on the “Invite” button to proceed.
In the permissions settings, uncheck all options except for “View Survey” and “Copy.” [1]
Finalize this step by clicking on the “Save” button to confirm your settings.
——
[1] – Restricting permissions to only “View Survey” and “Copy” is a safety measure to prevent accidentally engaging with a survey later in the process, which could lead you to work on the incorrect Qualtrics instance.
7.
[Email] Access your email and copy the Collaboration Code:
The above step will send an email to your @uw.edu email account.
Proceed to your email and copy the Collaboration Code.
Do not click on ‘Log In’ within the email. It only works for non-SSO accounts. This will lead you astray.
8.
…
[https://uwashington.qualtrics.com] Navigate to your Qualtrics dashboard in the UW Qualtrics instance:
— This page says “Welcome to XM” on the left, near the top. If you are unsure :
Click on the “XM” icon located in the upper right corner in the Qualtrics browser window.
This will direct you to your dashboard where “Welcome to XM” will be displayed on the left side of the page, near the top….
9.
…
[https://uwashington.qualtrics.com] Navigate to “Projects Shared with me” in the UW Qualtrics instance:
Click on “See all projects” on the left side of the dashboard, at the top of your recently visited projects.
Click on “Shared with me” if not already selected.
Then look at the upper right and click on “+ Enter Collaboration Code”.
— If you don’t see “+ Enter Collaboration Code” button, you are not viewing the “Shared with me” folder.
10.
…
[https://uwashington.qualtrics.com] Complete the “Accept Survey Collaboration” dialog:
Enter the collaboration code that you previously copied from your email into the designated field.
Once you have entered the code, click on “Submit.”
11.
…
[https://uwashington.qualtrics.com] Navigate and identify the newly shared project:
Click on your name listed under the “Shared with me” section on the left.
After clicking on your name, you should see a list of projects that you have shared from your iSchool Qualtrics account.
Identify the one you wish to copy over to the UW Qualtrics instance.
12.
…
[https://uwashington.qualtrics.com] Click on “Copy Project.” from the project options:
Do not click directly on or into your project. If you adhered to the earlier instructions about setting collaboration privileges to only “View” and “Copy,” you should not be able to open the project directly. [2]
Instead of opening the project, click on the ellipses located on the far right of the shared project’s name. From the dropdown menu, select “Copy Project.” [3]
——
[2] – In case you find yourself having clicked into the project, immediately check your URL. Ensure you are still at https://uwashington.qualtrics.com. If you’ve navigated away, close the current tab and return to the correct one.
[3] – Why not use “Move to”? – “Move to” does not duplicate the survey, it ‘moves’ the collaborated survey to a specific folder or subfolder of your projects. The project itself very much remains on the iSchool Qualtrics which is not what we want.
13.
…
[https://uwashington.qualtrics.com] Complete the “Copy Project” dialog:
For the field: “Copy to” accept the default, i.e. Account.
For the field: “Project Name” we suggest you use something a more specific suffix like “- UW instance”. Again, this will help distinguish your iSchool and UW copies. You can delete the suffix later.
For the field: “Folder”, this is where you want your project copied to. If you have a manageable number of Projects, just selecting “Project and Programs” is fine. [4]
Click on “Copy Project.” ——
[4] – If you prefer to keep your old project separate, consider creating a subfolder in “Projects and Programs” first. Then, when copying your project, select this new subfolder as the destination.
14.
…
[https://uwashington.qualtrics.com] Ensure the copy succeeds and that it did not fail:
You might get an error – certain question types require extra features. If this happens:
Copy or screenshot the error and especially the details.
Email this to iHelp@uw.edu, the name of the project, and the error details.
You cannot gofurther on this migration. But you can certainly try another project.
Verify the copy succeeded (optional):
Navigate to the folder you specified for the copied project. There, you should see the project bearing the same name as the project you wish to migrate with the suffix you used (“-UW instance”), indicating it’s the newly created duplicate.
Additionally, check the owner information for this project. It should be listed as “Me,” confirming that you are now the owner of this copied project in the UW Qualtrics instance.
15.
…
[https://uwashington.qualtrics.com] Remove the shared project in the UW Qualtrics instance:
First, navigate back to the “Shared with me” section. You can find this in the folder list on the left side of your dashboard.
Locate the project that you had originally shared from your iSchool Qualtrics, On the far right of this project, click on the ellipses.
From the dropdown menu that appears, select “Remove Shared Project.”
16.
[Email] Delete the email with the old collaboration code:
While totally optional, this will ensure you don’t accidentally start importing an already imported project – another common pitfall.
If all you need are the survey questions and not the responses, you are done. You can now proceed to migrate your remaining surveys, starting from step 3. Feel free to edit these surveys, rename them, and republish these surveys from your new UW Qualtrics instance.
PLEASE NOTE: Be aware that your previous survey links from the iSchool Qualtrics instance will either become inactive or continue to collect responses in the old iSchool Qualtrics, not the new UW Qualtrics. It’s important to update any email templates or communications that contain these survey links. The new links should start with https://uwashington.qualtrics.com
[https://ischool.co1.qualtrics.com] In your iSchool Qualtrics browser, Navigate to the project you wish to migrate the responses for:
The browser should be displaying a list of your projects in the main pane.
If this is not the case, or if you’re unsure, you can easily get back on track. Simply
Click on the “XM” icon located in the upper right corner of the iSchool Qualtrics browser window.
Click on “See all projects” on the left side of the dashboard, at the top of your recently visited projects.
Navigate through “Your folders,” till the project you wish to migrate responses for is visible on the main part of the page
2.
[https://ischool.co1.qualtrics.com] Navigate to the ‘Data & Analysis’ tab in the project:
Here you have a choice:
Either click on the ellipses on the far right of the project name. From the dropdown menu, select “Data & Analysis.”
Alternatively, you can click into your project to open it. Once inside the project, locate and select the “Data & Analysis” tab
3.
[https://ischool.co1.qualtrics.com] Once you’re in the ‘Data & Analysis’ Export your old responses:
Ensure that the “Data” sub-tab is selected. Located below the ‘Data & Analysis’ tab.
Look for the “Export & Import” dropdown menu, located on the upper-right quadrant of the page.
From the “Export & Import” dropdown, select “Export Data…”
4.
[https://ischool.co1.qualtrics.com] Use the following steps to Export your results in the Download dialog:
Use CSV for the file type [default]
Make sure “Download all fields” is checked. [default]
“Use Choice text” [default]
Click on “More Options”
Uncheck “Compress data as a .zip file” – this will save us from having to unzip the responses later.
Click on “Download”
Make note of the name of your CSV file, and where this file is being saved to.
Our instructions will start getting terse, as you should be comfortable navigating Qualtrics by this point:
5.
…
[https://uwashington.qualtrics.com] Going back to your UW Qualtrics browser, navigate to the new copy of your project under “Your folders” to which you wish to import your responses into.
6.
…
[https://uwashington.qualtrics.com] Navigate to the ‘Data & Analysis’ tab of your project: Just like step 2. above, except in the UW Qualtrics browser.
7.
[https://uwashington.qualtrics.com] Under the Data & Analysis Tab, select the “Data” tab if it is not already active. Then Click on the Export & Import dropdown and select “Import Data”
8.
[https://uwashington.qualtrics.com] In the “Upload response data” dialog, click on “Choose file” and select the CSV file we generate in step 4. above.
9.
…
[https://uwashington.qualtrics.com] Accept the default delimiter of “Comma” and click on “Upload”
10.
…
[https://uwashington.qualtrics.com] Complete the “Configure the Import” dialog:
Accept all the defaults,[4] which maps the new <-> old response data columns.
Click on “Import Responses” to begin importing the responses.
——
[4] – An observant user might realize that a few columns are being ignored in the import. These are:
Status Response Type – the response is recorded as an “Imported” and not as “IP Address”, etc. Which originally would have been the indicator for how this response was collected.
Recorded Date – The timestamp of this record was created in the database. This does alter the default time shown for the response to the current time – However, there is another field called “End Date,” which records the date and time the survey was completed. However, this data must be extracted using a more advanced API.
Response ID – The database ID in the database.
— If these columns are crucial to your research or data analysis, we will need to involve Qualtrics support.
At this point we have completed our migration. You should have your questions and your results in your new UW Qualtrics Instance.
Rinse and Repeat starting at step 3. for other Qualtrics projects you with to migrate.
If you have any questions after reading this article or if you need any help, please don't hesitate to contact the iSchool IT Help Desk.
https://ischool.uw.edu/help
(206) 616-3086
