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LRC Outlook/Exchange 2010 Resource Calendaring: How to use the Scheduling Assistant in OWA
2011/08/31
10 comments
- The scheduling assistant lets you find a common free time for all the (resource and human) participants of your meeting request.
- The scheduling assistant shows you start/end meeting time and free/busy information.
- The default shows only work hours:
- You can show more than work hours (useful for some resources):
- You may also be able to see the meeting subjects.
- You can spot scheduling conflicts in advance, instead of sending a meeting request that will have to be denied.
- For some resources, you can make a recurrent/repeating meeting request:
. note that you will lose the begin/end markers: 
LRC Outlook/Exchange 2010 Calendaring: How to use the Global Address list/Address Book for LRC Resources in OWA
2011/08/31
1 comment
- Open the GAL for Resources by clicking on “Resources”, like here :
- Use (1) default filtering, (2) “LRC” (3) search, to see all resources, including (4) equipment:
- use (1) room filtering, (2) “LRC” (3) search, to see only (4) resources that resemble “Rooms” (including “Offices” held):
- after (1) searching “LRC”, (2) pick the desired resource, (3) add it to the resources recipient list, (4) click “ok” to close the address book (which will send you back to your meeting request)
- if there are several equivalent resources you could use (like any of our voice recorders), you can quickly compare their immediate availability using the scheduling window in the right pane
- if you need a better overview over availability of the resource, and other participants, add multiple resources to the to-list and compare their availability using the “Scheduling Assistant” which features a full legend and easy-to-read begin/end markers for your chosen begin/end times
- In the address book, you have a limited (to today) preview of the (3) schedule of the resource, which can aid you in deciding which resource to add to the resources-list
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- Alternatively, for a more expansive schedule, add all equivalent resources (e.g. lights) and decide later in the scheduling assistant which one to send the meeting request to
LRC Outlook/Exchange 2010 Resource Calendaring: How to book an LRC resource by making a Meeting Request in OWA
2011/08/31
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
LRC Outlook/Exchange 2010 Calendaring: What happens after the meeting request? Automated or manual responses and reminders
2011/08/30
3 comments
- If you have been invited to a meeting, e.g. a co-taught class in the LRC, you will see in your inbox an email-like meeting request with pre-set answer options:
- Wait, there is more: Proposing:
- If you followed the instructions in TBA:request meeting, you should immediately get an acceptance response from the resource:
- If something went wrong, read the denial response for how to overcome the issue:
- there are resource specific policies, like maximum booking duration, listed here: TBA: list resources
- if there is a conflict with a prior booking of the resources, please go back to the meeting request scheduling assistant and find a time when the resource is available.
- if you requested a recurring/repeating meeting, like for a weekly class meeting in the LRC, there may be individual conflicts. Note that we have set the resource scheduling options for the non-conflicting instances of your request to be accepted (in most cases). For how to deal with the conflicting instances, study the conflict information in the denial response.
- Note that the LRC calendars are set up so that the LRC staff is copied (as delegates) on LRC resource requests (as a backup for issues and paper trail for reporting):
- If you find you get too many meeting reminders that you do not need, when requesting a meeting, turn the default reminder option off:
- The reminder can also be set to off as default in the calendar settings for a resource.
LRC Outlook/Exchange 2010 Resource Calendaring: LRC resources in the Global Address List (GAL)
2011/08/30
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:
- the result, in outlook:
- 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,
- in Outlook:
- in OWA you will see the GAL as part of the address book
- in Outlook:
LRC Outlook/Exchange 2010 Resource Calendaring: How to cancel meetings in OWA
2011/08/30
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:
- a request send from account LRC help (example)
- an accepted meeting response from the resource (e.g. the room) account
- to cancel that meeting, you can go to your (!) calendar in OWA,
- select (click on) the meeting and choose “delete”
- either from the context menu after right-click the meeting
- or from the ribbon after selecting the meeting
- if the meeting was repeating/recurring, you will be given the option to
- cancel this occurrence
- cancel all future occurrences
- cancel all occurrences (be CAREFUL not to delete past meetings that have taken place; cancel all future meetings in a series by updating the meeting series end time (leaves past meetings of the series intact))
- either from the context menu after right-click the meeting
- select (click on) the meeting and choose “delete”
- you can also just open the meeting and choose from the top menu the “Cancel meeting” button, then press menu button: “Send update”:
- 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:
- 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:
- 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:
- “sent items”
- a cancelled meeting conversation in your “inbox” in “conversation view”:
- Here is a complete icon legend:
- “sent items”
LRC Outlook/Exchange 2010 Resource Calendaring: How staff view resource “Calendars from your organization” in OWA
2011/08/30
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).
- To preview the free/busy schedule of the resource, use the scheduling assistant instead.
- 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”).
- 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:
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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”
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put (part of) the name, click “ok”
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if there are multiple matches, select the correct one (you can only select one at a time)
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press “OK” again:
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As explained above, there is little reason to go overboard and add too many calendars, unless you have to manage:
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However, you can also easily remove calendars, through the context menu item “Remove shared calendar”
LRC website homepage updated to included LRC newsfeeds
2011/08/25
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We have added newsfeeds to the most recent LRC news for students and teachers to the UNCC-LRC homepage, in the hope that our clients will find it easier to learn about new LRC features for language learning.
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