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Outlook
Microsoft Outlook
Microsoft Outlook is limited to use on DESY Windows Devices. In addition to Microsoft Outlook itself, the so-called Zimbra Connector for Outlook (ZCO for short) is required for use. Like Microsoft Office, this must also be installed via the Software Shop. The use of Microsoft Outlook is necessary if you need to make your calendars (and e-mails) accessible offline. For example, to be able to access your data while on the road.
However, some of the required settings or approvals cannot be made in Outlook itself, but must be made beforehand via the Zimbra web interface (see above). Outlook also copies your data from the central service to your local device (creating a local image of your data available on the central service). The required copying process (synchronization) requires a corresponding amount of time especially in case of large inboxes and/or many appointments in calendars, on the one hand during the very first synchronization to your device, and on the other hand after longer periods of absence like e.g. vacations.
The fact that the data is stored locally on the device's hard drive also weakens the protection of the data somewhat compared to using the web interface, as this can create an additional point of attack.
Outlook can offer a clearer view of the calendars, especially for people who are confronted with managing many calendars in everyday life. Outlook can also provide integration into Word or Excel, e.g. for serial letters.
Basics
How to make colored calender entries visible for different attendees
If certain entries in a calendar are always displayed e.g. in the same color due to conditional formatting, this does not mean that this conditional formatting is visible to other users of the calendar.
The conditional formatting is linked to the local PST (Personal STore) file. This is tied to the respective computer and cannot be transferred.
Alternatively, you can use the "tags" at Zimbra.
You can use these to categorize appointments when they are created and you can assign colors according to the day via individual settings.
The advantage is that the setting are saved on the server side, which is no longer bound locally like the conditional formatting.
This means that you can also log into other devices and expect the same color scheme.
The tags are then immediately visible for every participant, whereby the color settings must be configured individually.
One could agree on a common color scheme that each user sets for himself. Since Outlook is compatible with these tags, they should simply be adopted.
Zimbra integration into Outlook
If calendars, existing in Zimbra, are not or no longer available in Outlook, please proceed as follows:
- Open Outlook.
- Select the "Zimbra" tab in the menu bar.
- Select "Share Status".
- Activate the desired calendars by ticking the control box and confirm with OK
- Close Outlook and wait for synchronization after restarting.
