This knowledge base article provides an overview of the process for creating departmental calendars on the web.

Creating and managing a departmental calendar begins with establishing the necessary service access. Virginia Tech uses PACE accounts to manage departmental identity resources such as shared mailboxes and shared calendars. Before a departmental calendar can be created, the sponsoring unit must ensure that a PACE account exists.

Step 1: Create a PACE Account

A PACE account serves as the identity container for departmental resources. Once created, it can be used to establish shared mailboxes, calendars, and additional collaborative tools.

To create a PACE account:

1. Visit the PACE account request page: VT PACE Accounts.
2. Submit the required information and obtain approval.
3. Once approved, the PACE account will be provisioned and available for use.

Step 2: Configure the PACE Account

After the PACE account is created, additional configuration is required to prepare it for calendar use.

Configuration steps may include:

• Assigning permissions for designated departmental staff.
• Verifying that the account appears in Outlook and is accessible to intended administrators.

Step 3: Publish the Calendar

Before events can be added or embedded on websites, the departmental calendar must be published.

To publish the calendar:

1. Open Outlook on the web.
2. Select the departmental calendar from the left-hand navigation.
3. Go to Settings > Shared calendars.
4. Under Publish a calendar, choose the departmental calendar.
5. Select the desired permission level (typically "Can view all details").
6. Click Publish.
7. Copy the HTML or ICS link for later use in Ensemble or for sharing.

Additional details can be found at Publishing an Outlook Calendar to the Web.

Step 4: Add Events to the Calendar

Once the departmental calendar has been created and permissions are assigned, events can be added using Outlook on the web.

To add events:

1. Open Outlook on the web.
2. Navigate to the Calendars section.
3. Select the departmental calendar from the left-hand navigation.
4. Click New Event.
5. Enter event details such as title, date, time, description, and location.
6. Save the event to publish it to the shared calendar.

Authorized users will see events appear immediately.

Step 5: Add the Calendar to the VT CMS in Ensemble

Departments often embed their calendars on their public-facing websites using the Virginia Tech CMS (Ensemble).

To add a departmental calendar to Ensemble:

1. Obtain the calendar's shared URL or embed link from Outlook on the web.
2. Log in to the VT CMS (Ensemble).
3. Navigate to the page where the calendar should appear.
4. Insert an IFrame and configure it using the published URL of the calendar.
5. Publish the page.

The calendar will now appear on the department’s website, updating automatically as events are added or edited.

Additional details regarding how to use Ensemble can be found at http://ensemble.cms.vt.edu.

Best Practices

• Keep event titles clear and concise.
• Include full details in event descriptions so website visitors have all needed information.
• Publish the calendar using the correct permission level to avoid exposing restricted information.
• Review permissions periodically to ensure only authorized staff can edit the calendar.
• Test the embedded calendar in Ensemble after publishing changes.

Troubleshooting Tips

• Calendar not appearing in Ensemble: Ensure you used the correct HTML or ICS link and that the calendar was published.
• Users cannot see the calendar: Verify that the permission level is set to “Can view all details” or another appropriate option.
• Events not updating on the website: Refresh the Ensemble page or republish the embed code.
• PACE account not showing in Outlook: Confirm that membership and permissions have been appropriately configured.