service-is-library | Thomas' Work Space

LRC Outlook/Exchange 2010 Resource Calendaring: How students can view resource "Calendars from the Internet" in web browser and OWA

2011/09/20 plagwitz 5 comments

Want a shorter version?
Students, unless specifically TBA:invited, will encounter a permission problem when trying to view calendars like staff.
Instead, students can use the scheduling assistant to view a basic version of the resource’s calendar. This works “out of the box”.
Students can also view an advanced version of the resource’s calendars (one-time, or bookmark this link in your web browser – hope you know how to synch your bookmarks between all the devices you use…). This requires little work: click on the “view” link in the “student calendar” column of our list of LRC resources that you can book or check out, to see the current calendar in your web browser:
For students who check the calendar of a resource regularly (e.g. to see when the LRC main classroom is available for your self-access/the tutor in your language, for help), it is better to “bookmark” the resources’ calendars in NINERMAIL. Here is how:

Copy the URL for the calendar you just opened, from the web browser address bar:
Go to NINERMAIL, 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” .
In the “Calendar URL” field, paste URL of the calendar you just opened, but replace “html” at the end with “ics”: , click “OK”.
For on-premise users in OWA (seems OWA stirs on-premise users to the superior intranet calendars, which would be good. But what if the intranet calendar has not been shared with this user, but internet sharing is intended?), This may not work as advertised (neither with protocol http and webcal) OR just need a lot of time (~12hours?) to synchronize,while it works (both with protocol http and webcal) when subscribing from Windows Live? . Most importantly for us (as we have now tested), it works for students with accounts in the cloud from NINERMAI.
OWA remembers your internet calendar subscriptions, and you can easily display or hide them, using the checkboxes it provides. To keep an overview over your calendars added from the internet, you need to rename them, by right-clicking on them, like so:

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

Room and Equipment handling using MS-Exchange Resource Mailboxes: Sharing Resource Calendars with Students in Outlook Live. A running log

2011/09/13 plagwitz 6 comments

Our users can view the free/busy information of our Resource mailboxes in the Scheduling Assistant of their Meeting request – and also, though even less convenient and more limiting, in the GAL.
1. This includes student accounts (hosted) being able to view resource mailboxes (on premise) free/busy – which seems the default, different from the solution to achieve this here – or are resource mailboxes permissions more liberal than regular mailboxes?
To allow users the more convenient access to the calendar of the resources (without being able to book through this interface), we have used this:

# permissions: make default user a reviewer (read-only) of resource mailbox calendar

# so that default user cannot schedule through the calendar & bypass resourcescheduling attendant

Set-MailboxFolderPermission

-Identity LRCLcdproject01@uncc.edu:\Calendar

-AccessRights Reviewer -User Default

# work around apparent permissions bug:

# http://www.flobee.net/found-a-bug-with-set-mailboxfolderpermission/

Set-MailboxFolderPermission

-Identity LRCLcdproject01@uncc.edu:\non_ipm_subtree\freebusy data

-AccessRights Reviewer -User Default

Based on this, we have successfully tested sharing our resource calendars with staff accounts (which are on premises).
1. We have been hoping to share calendars of our resources also with our student user accounts (which are hosted). However, “Default” in the above does not seem to include these. When students use the built-in “Add Calendar”feature from their Outlook Live/NINERMAIL, they receive a permission error: “The calendar for the mailbox you chose can’t be opened. You may not have permission to open this calendar”.
Student staff cannot view the resource calendars. A limited workaround could be to share calendars with individual student staff, so that they can display these calendars to walk-up clients. However, we cannot even share such resource calendars manually with individual students. While, when impersonating the resource, I can send out an invitation email to student staff, the student again gets an error when clicking the “Add calendar” link in the invitation mail: “This folder could not be opened. you might not have permission to open it, or it might not exist anymore”.
We also cannot see our student staff’s busy time, even if this busy times when working for us: “No information (Error code: undefined”):

A similar issue elsewhere seems to have been addressed successfully by adding federation for
1. multiple tenancies within live@edu in “Sharing Free Busy across the cloud”, example:
```
Get-FederationInformation
```
```
–DomainName <the other Live@edu tenant> | New-OrganizationRelationship
```
```
–Name <the other Live@edu tenant>
```
```
-FreeBusyAccessEnabled $true
```
```
-FreeBusyAccessLevel LimitedDetails
```
2. and for mixed hosted/on-premises environments “Set up Federated Free/Busy and Calendar Sharing between Exchange 2010 SP1 and Outlook Live”, which is a bit too evolved for posting a short sample/summary here.
Another workaround could be to add calendar internet publishing privileges to individual resource mailboxes and sharing calendars with student staff, having them display these to walk-up clients.
1. What data gets published needs to be careful considered. However, it should be possible to hide personal information and just display usage of resources, using the built-in sharing levels (note that organizer may have been put in subject by Resourcebookingasssistant configured with AddOrganizerToSubject, so subject should not be included for calendars “LRCAssistant” and “LRCTutor”## which are offices held/resources booked by students):
  1. CalendarSharingFreeBusySimple Share free/busy hours only
  2. CalendarSharingFreeBusyDetail Share free/busy hours, subject, and location
  3. CalendarSharingFreeBusyReviewer Share free/busy hours, subject, location, and the body of the message or calendar item
2. Code samples are given here (for hosted):
  1. ```
  New-SharingPolicy -Name "Calendar Sharing Policy"
```
```
  -Domains "anonymous:calendarsharingfreebusysimple"
```
```
  set-mailbox <all LRC resource mailboxes here>
```
```
  -SharingPolicy "Calendar Sharing Policy"
```

Categories: audience-is-IT-staff, e-infrastructure, service-is-library, Uncategorized Tags: 2007, 2010, 2011, calendaring, live@edu, ms-exchange, outlook, outlook-live, resources, scheduling

LRC Renovation Proposal: Add small group collaboration spaces by consolidating equipment storage and circulation

2011/09/07 plagwitz Leave a comment

Objective:
1. to support new requirements in LCS
  1. increased and further increasing 1-on-1 tutoring and small group collaboration spaces for the (current) hybrid Spanish program and tele-taught LCTL (imminent: Hindi) programs,
  2. collaborative presentation and multimedia (e.g. ePortfolio projects) in other languages,
  3. circulation of multimedia equipment to teachers and students
2. with
  1. small group work spaces
  2. which we free up by streamlining the workflow (cope with higher traffic, keep accurate records, monitor repair state and provide hands-on instructions) for the increased tech equipment circulation needs (and to make up for one lost office)
Action proposed:
1. centralize circulation desk & materials in COED436, with storage, student assistants, supervisor in fishbowl, and walkup circulation counter;
2. equip the freed-up spaces 431,433&435a/b with furniture (portable walls, seats,desks,insulation) and technology (power, internet access) for tutoring&small group work.
Illustrations:
1. inspiration from other institutions:
  1. Shared computer screen small group collaboration spaces
    1. UNCC Atkins library installation by TBA: We would need better sound insulation to accommodate multiple tutors and groups for currently 12 languages taught:
    2. Rhodes College. We would prefer booths with tables (for laptops, notebooks) to easy chairs.
    3. Computer science collaboration spaces, Durham University, UK. For foreign language exchanges, we would want better sound proofing:
    4. Rhodes College. whiteboard writable walls would be excellent space savers for small group workspaces:
    5. The Atkins library videoconferencing facility: For small groups in (many different) LCTL, one would better set up a more intimate facility with better audio, possibly with facilities for directed audio channels and possibly breakout groups which are a requirement for SLA classes.
    6. Loyola University language resource center library walkup counter with one computer shared between staff and client (the LRC would want 2 computers, to serve 2 lines)
2. to document our current facilities:
  1. To the right: Coed 434 (large classroom). To the left: Coed433 (reception area part which should be converted into 2-3 small group workspaces:
  2. Rooms to be converted into small group workspaces:
    1. Storage Coed435a, to become teleconferencing or pair workspace:
    2. Storage Coed4355b, to become teleconferencing or pair workspace:
    3. Storage Coed431, to become small group workspace:
    4. Coed436, to become consolidated storage area and office:
    6. Or use this as a stopgap:

Categories: documentation, e-infrastructure, proposals, service-is-library Tags: facilities

The new way of booking LRC rooms and equipment from Fall 2011: How?

2011/08/31 plagwitz 7 comments

Read here why.
You can book LRC resources like rooms, equipment, even tutor hours:

as
1. faculty & staff: from [MS-Outlook“(pretty much) whatever version”]:
  1. on the desktop Outlook 2007, Outlook 2010 or Outlook 2011 (preferred option for faculty & staff) – if you are familiar with Outlook Desktop, it is the recommended tool
  2. or at http://mail.uncc.edu, using Outlook Web Access (OWA) at http://mail.uncc.edu, in most browsers – we, however, decided to focus our training of new users on OWA.
2. student: in Outlook Live (the only option for students) at Ninermail or http://outlook.com,
through

creating from menu:”new” a “meeting request” (for details see How to book an LRC resource)
and adding a resource (or several: temporarily, to compare which one’s availability fits best into your own schedule; permanently, to book multiple items at once, as long as all start/end times are the same) by clicking on the “Resources”, like here
1. all LRC resources names begin with “LRC” and will appear if your search the Global address list (GAL) for “LRC”; all bookable rooms and equipment have been given an email address listed here):
2. e.g. to book the LRC main classroom, send to LRC RoomCOED434 class <LRCRoomCOED434@uncc.edu>
and adding other meeting participants, e.g. co-teachers of your class, or LRC staff if you need more than routine support
1. If you hold a class in the LRC, to remind students of the new location, teachers could also try and add your class, if you made a convenient group of all students in your class in Outlook.
and, from the “scheduling assistant”, choosing a time when the room/equipment is free (= blank), not blocked (= solid or hatched) (and all participants),
and adding a subject with class number and possibly special instructions:

if you do not allow self-access students on free seats: *EMPTY ROOM*
if you do not allow tutoring in corners: *NO TUTORING*:
I will ask the LRC assistants (unfortunately we have large gaps in the schedule) and tutors to load and check the lrcroomcoed434@uncc.edu so that tutors can relocate with their students on time.

and sending it (like email to a person) to the room or equipment

What happens next?
1. await responses: Read more in What happens after the meeting request.
2. monitor calendars: you can link into your OWA the calendars of those resources that you use frequently (e.g. a piece of equipment, an LRC classroom or tutor office for the language you study). Read more in View Calendars.
If you need to release the resource, i.e. to free up the room/equipment for others to use – esp. helpful when you have the LRC booked for your entire class, but won’t meet there this week), open the meeting form your calendar and click in the top menu the buttons cancel series, ”send update” (for details see how to cancel a meeting request)
SummaryList of Links:
For further reading: Microsoft explains Scheduling for Outlook Livein more detail here:
1. Request a meeting
2. Use the Schedule Assistant
3. you can also Create an appointment or Set a Repeating Item
4. Cancel a (single/recurring) meeting

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 use the Scheduling Assistant in OWA

2011/08/31 plagwitz 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:

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

LRC Outlook/Exchange 2010 Calendaring: How to use the Global Address list/Address Book for LRC Resources in OWA

2011/08/31 plagwitz 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)
1. 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
2. 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
1. 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

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

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

How to more easily (student permissions, term recycle) distribute learning materials using Moodle metacourses

2011/08/31 plagwitz Leave a comment

Problem: Audio CDs are an outdated medium, file shares and web drive interfaces to them are unfamiliar to both students and teachers and difficult to browse. Moodle, the familiar learning environment, by default, requires teachers to manage textbook audio and other learning materials within each Moodle course = section times term. This leads to a lot of duplication, both in effort and storage.

Solution: Moodle Metacourses can serve, maybe not as a solution (only a poor man’s eRepository), but as a workaround. Read here, how:

Moodle metacourses, part I: The Pedagogy: Do you want the LRC to distribute files for
your courses through Moodle?

Moodle metacourses, part II: The technology

Moodle Metacourses, part III: The support workflow: File-renaming

Moodle Metacourses, part IV: The support workflow: Transcoding audio learning materials

Moodle metacourses, part V: The support workflow: Uploading

LRC learning resources Moodle metacourses: Our list

LRC online language learning materials: the list

Categories: learning-materials, lms, service-is-library Tags: metacourses, moodle

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LRC Outlook/Exchange 2010 Resource Calendaring: How students can view resource "Calendars from the Internet" in web browser and OWA

Room and Equipment handling using MS-Exchange Resource Mailboxes: Sharing Resource Calendars with Students in Outlook Live. A running log

LRC Renovation Proposal: Add small group collaboration spaces by consolidating equipment storage and circulation

The new way of booking LRC rooms and equipment from Fall 2011: How?

LRC Outlook/Exchange 2010 Resource Calendaring: How to use the Scheduling Assistant in OWA

LRC Outlook/Exchange 2010 Calendaring: How to use the Global Address list/Address Book for LRC Resources in OWA

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

How to more easily (student permissions, term recycle) distribute learning materials using Moodle metacourses

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