Outlook Calendar Sync

Introduction
Exchange synchronization allows you to connect with your mailbox calendars to your intranet site and display their contents in widgets as a list. These widgets can be created on either your main Home page of your Intranet, or on sub-site pages. 

 

Compatibility and Authentication
Exchange sync uses Exchange Web Services. To access the sync setup:
Version 12.0 - go to Admin > Security > Exchange Synchronization
Version 12.5+ - go to Admin > Setup > Extensions > Exchange Web Services

Exchange1.png
The following features are required for your site:
  1. The Exchange Web Services URL for your installation. Normally this is in the format https://[server]/EWS/Exchange.asmx
  2. User credentials to authenticate to EWS. It is recommended to use a service account for this purpose. All mailboxes you wish to display through the exchange widget must give this mailbox at least view rights sharing access to their calendar. Depending on your exchange server, may have to enter your account differently:
    1. Account: user@domain.com OR
    2. Account: domain\username
  3. Determine your sync interval. This is the frequency which the intranet site checks for new data from Exchange.
  4. Determine your date range. This determines how much data you want to sync for each mailbox. The normal settings are Daily (Today), Weekly (next 7 days), Monthly (next 31 days) or Custom (set unique values per mailbox)
  5. Add mailboxes for use. Remember that there is no security applied to these mailboxes. Any user (Site Administrator, Site Designer, Department Admin) who has rights to create widgets on their homepages will be able to access any calendars that you list here. These mailboxes must share their calendars with the sync account (step 2)

Troubleshooting

Exchange account

If you are unable to connect to your Exchange server, your application log file may indicate the following messages:

The primary SMTP address must be specified when referencing a mailbox.

Or,

The SMTP address has no mailbox associated with it.

The mail account that you are trying to connect to your exchange server with must be set up with a mailbox using a primary SMTP address. Aliases cannot be used for this.

 Sharing Calendars

The account you are using must have access to the calendars you are trying to connect with for the exchange synchronization.

If you receive an error when trying to add calendars, you must ensure that the calendars you are trying to add are shared with the connection settings account, and have Full Detail permissions

calendarshare.png

 

Calendar syncs, but some items don't show up

Each item must either be owned or accepted by the calendar owner in order for it to show up in a synchronized calendar.

SSL Environments

If your Outlook Exchange environment uses an https URL, and you are using Railo, you will need to add your SSL certificate to the Server Admin to allow for authentication to pass through. To do so, follow the instructions for Step 2 on the article located here.

 

Add a widget (12.0 and earlier)
Navigate to a location where you wish to add a new event display widget. For homepage widgets go to Admin > Site Design > Manage HomePage Widgets. Add a new widget and select Exchange Synchronization.

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Note that you can select multiple mailboxes to federate data from different calendars. If you do, it's recommended to create different color choices for each. Change the view between list (with record count pagination) daily view (kiosk mode to show events day by day regardless of number) and choose whether you wish to show additional meeting location. When done, add your widget to the homepage!
Exchange3.png

 

Alternative
If you are running an Exchange server locally, you can alternatively make a shared calendar HTML accessible, and embed a calender view as an iframe in a message box widget. Note that this will not work if your Exchange server is hosted remotely (www.office365.com). 

<iframe src="https://MAIL_SERVER/owa/calendar/GUID@LOCALDOMAIN.PUBLIC/ANOTHER_GUID/calendar.html" width="1200" height="800"></iframe> 
Please search the internet for "share exchange calendar in iFrame" for more information on how to enable this functionality in Exchange. 

 

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