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LRC Outlook/Exchange 2010 Resource Calendaring: How to book an LRC resource by making a Meeting Request in OWA

2011/08/31 plagwitz 13 comments

A meeting request is – as you can see from its icon: – an email with calendar information.
In OWA, start writing a (2) meeting request, like an email, from the (1) menu: ”new” (click not on “new” directly, but on the arrow next to “new” to unfold the menu:
By default, the meeting will show you as the organizer in the calendar. In addition, on default tab : appointment, like in an email, you may want to add subject (like your course number), and a message body (e.g. “to make audio recordings with 20 students”).
Start adding “resources” (do not send “to” a room or equipment piece, and send “to” people only if you need them to staff the room or operate the equipment for you) by clicking it:
This will open the window: Address book (read more on the Address book), find and select your “LRC” resource in the list of LRC bookable resources and click “OK”:
Switch from default tab : appointment to tab: scheduling assistant , and set the meeting (1) start and (2) end day/time, to when the resource is (3) available: (read more on the Scheduling Assistant)
from the default tab : appointment, click button: send.
For what happens next, see responses and calendar.
For a high-level overview, see this LRC calendaring How-to

Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, service-is-library Tags: calendaring, meeting-requests, ms-exchange, ms-outlook, resource-mailboxes, resource-scheduling

LRC Outlook/Exchange 2010 Resource Calendaring: LRC resources in the Global Address List (GAL)

2011/08/30 plagwitz 3 comments

Open the GAL for resources by clicking on “Resources” in a meeting request, like here:

You will find an equivalent of the LRC bookable resources list in Outlook’s/O’WA’s Global Address List.
In the GAL,you can filter by recipient type:
1. the result, in outlook:
for LRC resources, especially other than rooms, it is easier to filter by name(all LRC resource names start with “LRC”) – the result,
1. in Outlook:
2. in OWA you will see the GAL as part of the address book

Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, service-is-library, training Tags: 2007, 2010, 2011, calendaring, live@edu, ms-exchange, outlook, outlook-live, resources, scheduling

LRC Outlook/Exchange 2010 Resource Calendaring: How to cancel meetings in OWA

2011/08/30 plagwitz 4 comments

View instead a short screencast how to cancel meeting requests in OWA.
Or: You start out with a meeting request conversation like this, showing:
1. a request send from account LRC help (example)
2. an accepted meeting response from the resource (e.g. the room) account
to cancel that meeting, you can go to your (!) calendar in OWA,
1. select (click on) the meeting and choose “delete”
  1. either from the context menu after right-click the meeting
    1. or from the ribbon after selecting the meeting
  2. if the meeting was repeating/recurring, you will be given the option to
you can also just open the meeting and choose from the top menu the “Cancel meeting” button, then press menu button: “Send update”:
1. 1. Again, for recurring/repeating meetings, you will be asked to confirm what exactly you want to cancel, the individual occurrence or the entire series of meetings:
2. You have the opportunity to include an informative note in your update before sending.
After the cancellation has gone through, this is how the results will look like in the e-paper trail:
1. “sent items”
2. a cancelled meeting conversation in your “inbox” in “conversation view”:
3. Here is a complete icon legend:

Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, Screencasts, service-is-library, training Tags: 2007, 2010, 2011, calendaring, cancelling, live@edu, ms-exchange, outlook, outlook-live, resources, scheduling

LRC Outlook/Exchange 2010 Resource Calendaring: How staff view resource “Calendars from your organization” in OWA

2011/08/30 plagwitz 6 comments

Note: Students that have not been specifically invited to share a calendar, must use (staff may also) this approach to view calendars, to avoid a permission problem .
Staff can load resource calendars, but as somebody who books the resource (except where you still cannot book/schedule/sign up: Tutors), you normally neither need nor want to (unless you manage the resources).
1. To preview the free/busy schedule of the resource, use the scheduling assistant instead.
2. To make sure that you have booked the resource, load your OWN calendar instead: Since it is you who “meets” with the resource, your meeting will be reflected on there. If you also loaded the resource’s calendar, you would see your “meeting” twice. A meeting always appears in the calendar of all “participants” – only that, other than for resource calendars, you normally do not view the calendar of the other participants who are “human resources”(or maybe you are, at least in the scheduling assistant, but not with details beyond “busy”).
3. You may want to load the resource calendar to learn details about the other “meetings”of the resource (e.g. which conflicting meeting organizer you can contact in an emergency, or to know how many tentative meeting requests are already pending for a tutor). Below is how:
Similarly to in Outlook (desktop): , in OWA, click on the lower left “Calendar-icon” to unfold the “My Calendars” list in the left pane, then right-click on “My Calendars”, choose “Add Calendar” .
put (part of) the name, click “ok”
if there are multiple matches, select the correct one (you can only select one at a time)
press “OK” again: .
As explained above, there is little reason to go overboard and add too many calendars, unless you have to manage:
However, you can also easily remove calendars, through the context menu item “Remove shared calendar”

List of LRC rooms, equipment & tutor hours that can be booked or checked out

2011/08/21 plagwitz 10 comments

The LRC has 98 resources (in black letters and green (NEW Winter2012) versus purple is w/o email address and booking is still paper-based; yellowis broken;red: is missing), that, per new procedure since Fall 2011 (explained in one screenshot), from NINERMAIL or MS-Outlook (Desktop), using their email address listed in column address@uncc.edu, can

be booked online by sending meeting requests (all, except ccurrently tutors&LRC assistants. See column “users” for who is allowed to book).
or whose schedule can be viewed (all by staff; the calendars that can be viewed/subscribed to by students are indicated by “View” below)

Note that as of Winter 2012, physical items can only be picked up and returned when the CIRCULATION window LRCCOED436 is open which is less often than the LRCAssistant is present at the RECEPTION desk. Please check both calendars (solid color = service available = good ) before booking AND (latebreaking changes) before picking up.

The following table comprises only rooms, hardware and “human resources” of the LRC. The LRC’s physical media and learning materials can be checked out using a different system.

In the table, the column “program” explains which department and study program this resource is available for (the LRC supports LCS, and film studies there in particular, and ELTI), “user” who within the study program is allowed to book the resource (teacher, students, LRC staff, including both assistants and tutors), “resource type” whether the resource is a room/office hour, or a piece of movable equipment, “address@uncc.edu” which email address to send a meeting request to (shortform because of NINERMAIL length restriction), “display name” which searchable name you can find the email address under in NINERMAIL (includes tutors’s languages, explanation of room, camera and other equipment type), “make and model+manual field” the make and model of equipment items, including a link to the online maniual, if applciable, “calendar” a link to the publically viewable calendar of the resource, “max hours” the maximum duration a resource can be booked for (in hours, or 0 if there is no limit), and the “components” columns contain a parts list for movable resources.

You can also filter, by clicking on the column header triangles, or enlarge (or hold CTRL and press +), or, if you are friends with the UNCC-LRC, edit.