meeting-requests | Thomas' Work Space

Managing responses when organizing workshops with meeting requests

2013/11/25 plagwitz Leave a comment

You can use “copy status to clipboard”

to move to and manage in excel:

Use an excel table autofilter to drill down to the actual participants:

and paste them right back into an outlook message:

Outlook can handle that (“check names”):

Categories: e-infrastructure, office-software Tags: calendaring, live@edu, meeting-requests, ms-exchange, office365, outlook, scheduling

Cancelling a meeting request in Outlook 2007

2013/09/16 plagwitz Leave a comment

Do not merely delete the meeting from your calendar;
rather: open it and use the button: cancel meeting, like so:

Categories: audience-is-teachers, e-infrastructure, office-software Tags: 2007, calendaring, cancelling, meeting-requests, ms-exchange, ms-outlook, OWA, resource-mailboxes

First steps with MS-Calendar Analytics

2013/06/22 plagwitz 2 comments

After installing Calendar analytics (and, if you do not already have it, PowerPivot), open the Calendaranalytics spreadsheet from your desktop and click on “Refresh Calendar”.
“Enter your full email address. Users with more than 1 email address may need to try each of them.”
“Enter a start date and end date for the timeframes for the Dashboard to reflect”/
“The interface will prompt you for the user’s aliases to add. You can add multiple.”
“Type in users’ aliases of whom you have permission (i.e. “Full details”) to access their Outlook calendar and click Add”
Do not use the fully qualified email address for the alias, or else:
You cannot comma delimit (so AutoIt to the rescue).
You can continue after such a non-fatal error:
Is your “Update all” greyed out ? Restart Excel.
Accept the offer to upconvert:
Update all becoame available after restart of excel, even with download exceptions – maybe the unsaved update of the spreadsheet form powerpivot 1 was the root cause ?
Not that here upconversion to the new powerpivot version does not “take”:
If after a restart of excel your powerpivot tab on the ribbon does not show, reenable the powerpivot addin.
How to reenable: excel file/ options / select dropwdown: addins, button:go, check the Checkbox in front of powerpivot:
What if even after a restart of excel, this does not “take”? See whether in the registry the key CURRENT_USER\Software\Microsoft\Office\14.0\Excel\Resiliency\DisabledItems contains the path to your powerpivot add-in,like here:
Delete the key and restart excel, your powerpivot ribbon tab =should be back. Hope this will last?
Now updating does something:
This opens the powerpivot window with the meeting data collected fro mms-exchange:
Which can be interactively: visualized in the calendaranalytics sheet
More results here.

Categories: e-infrastructure, Learning-logs, service-is-project-managing Tags: calendaring, meeting-requests, ms-calendaranalytics, MS-Excel, ms-exchange, ms-powerpivot

How to easily view resource mailboxes calendar free/busy using Outlook calendar groups

2013/05/29 plagwitz Leave a comment

Display all items in a category with a single click on the checkbox I front of the calendar group
Display any portion of the time line in " scheduling view" by
Selecting the days in the square calendar sheet in the upper left
Navigate the time line with the bottom horizontal scrollbar
Note the additional helpful "from [start date]" indicator in a mailboxes booking that is not displayed completely

Categories: audience-is-language-learning-center-staff, documentation, e-infrastructure, office-software Tags: 2007, 2010, 2011, calendaring, meeting-requests, ms-exchange, office365, outlook, resources, scheduling

How to quickly add resource mailbox calendars as an Outlook calendar group

2013/05/29 plagwitz Leave a comment

Right-click the left calendar tree.
Choose context menu item: add calendar group / from address list:
Type " LRC" to search – or the consistent naming scheme you implemented (I hope!).
Select all relevant calendars to add.
Click on button: "calendar".
Click on button: "ok":
Done:

Categories: audience-is-language-learning-center-staff, documentation, e-infrastructure, office-software, service-is-library Tags: 2007, 2010, 2011, calendaring, meeting-requests, ms-exchange, office365, outlook, resources, scheduling

How to respond to a poll for the best meeting time using Meeting Requests

2013/04/18 plagwitz Leave a comment

This 30-sec video shows how to cycle through optional meeting time slots: While keeping an eye on the (red underlined) time slot currently polled, click green checkmark or red cross, you will be moved through the messages automatically:

Takes merely a minute, a few mouse clicks, hardly any mouse moves, and will clean up your inbox and send your vote to me at the same time.

Categories: audience-is-teachers, e-infrastructure Tags: 2010, calendaring, meeting-requests, ms-exchange, ms-outlook, OWA

How to make (and cancel) a room/resource booking without conflict by sending a meeting request from OWA and OUTLOOK–the ultimate training…

2013/04/16 plagwitz Leave a comment

…using animated .gifs. Note the update for Outlook (desktop) users at the bottom. (Slower? Click the Links.)You can not only book lrcroomcoed434@uncc.edu like this, but any resource listed here.If you need the classroom repeatedly or other advanced features, read on.

To Book:

0.25sec,0.5sec, 0.75sec, 1sec, , 2sec, 3sec, 4sec, 5sec, 6sec, 7sec, 8sec, 9sec, 10sec. 1.5sec

To Cancel booking (why so?):

0.25sec,0.5sec, 0.75sec, 1sec, , 2sec, 3sec, 4sec, 5sec, 6sec, 7sec, 8sec, 9sec, 10sec.

Both book and cancel booking: Compact: 0.25sec,0.5sec, 0.75sec, 1sec, , 2sec, 3sec, 4sec, 5sec, 6sec, 7sec, 8sec, 9sec, 10sec. 1.5sec Or including unmarked frames: 0.25sec, 0.5sec, 0.75sec, 1sec, 1.5sec, 2sec, 3sec, 4sec, 5sec, 6sec, 7sec, 8sec, 9sec, 10sec.

And now in addition 2 screencasts (make/cancel reservation) for our OUTLOOK (desktop) users:

Categories: animated-GIFs, audience-is-language-learning-center-staff, audience-is-language-learning-center-temp-staff, audience-is-teachers, e-infrastructure, office-software, service-is-documenting, service-is-library, training Tags: calendaring, FAQs, meeting-requests, ms-exchange, ms-outlook, OWA, resource-mailboxes

Have I reserved the LRC? 10 safety nets for you, plus a bonus

2013/03/12 plagwitz Leave a comment

No need to use them all: The first one you notice suffices. But we hope 1 of the 10 will work for you. Starting (that is why it is in explained in How to book LRC resources – explained in one screenshot: “Book me!”versus “Leave me alone!”) with the tab: “scheduling assistant” in your “meeting request” itself before you try to book the room: It tells you when the room is free (white or blank along the timeline). Don’t try to book the room when the room’s timeline is not blank and the hovering tool tip tells you “Busy”: It is futile.
But if you do, there will be more alerts: Immediately after you send the meeting request, a so-called “toast” (think of a slice of bread jumping out of a toaster – depending on email client you are using for NINERMAIL in the lower or upper right of the screen) flashes briefly with the automatic response from the room attendant. The response has in the subject : “Accepted or Denied” (you will not get “Tentative” from the room like in the example – UPDATE: only faculty and staff used to receive such toasts, but with the next upgrade of NINERMAIL, students will also!):
Never mind if you miss the toast: it just notified you that the automatic response from the room attendant went into your inbox. You can see it on top there (here I unfolded it). It tells you in the subject and in bold in the body whether your booking was accepted or denied. If you have questions about these messages, you can forward them with your comment like any other email (no point in responding though). This does NOT remove the appointment from your own NINERRMAIL calendar (makes sense if you think about it: You still have your appointment (exam etc.), just the room can not be part of it).
If you miss that also, go to the LRC homepage and click on “Hours&Events” under the Quick links in the upper left (How to view ?)
You do not even need to visit the LRC home page: you have privileged access to the the LRC hours end events calendar from your NINERMAIL, if you subscribe to it there (shortcut: start @ #3 armed with this link:http://mail.uncc.edu/owa/calendar/LRCRoomCOED434@uncc.edu/Calendar/calendar.ics).
You can do all this under guidance at the LRC reception desk: We try to have 1-3 name-tagged student assistants there at all times during LRC opening hours, 8 eyes see more than 2.
One day after your booking, you will also be able to see your reservation (if successful!) on the : .
If in doubt, do all this well before your class takes place.
Take a training: ITS supports NINERMAIL and CTL teaches Taming your inbox.
Bonus: In the unfortunate event of a “Denied” response to your booking request, if it is not just an AM/PM error or similar which you can easily correct, the response includes information on the prior reservation, organizer, and email address.
1. Why not email the colleague (click on the underlined name of the colleague that booked the LRC before you) from right here and see whether you both can rearrange? Remember: Sharing is caring.
2. There is a departmental initiative to reschedule entire classes that might conflict over the use of the LRC. Talk to the departmental office well before the the prior term ends (i.e. before next term’s class schedules are finalized).
3. Still confused? At this point, talk to LRC permanent staff who will go through above list with you. Please understand that the LRC staff cannot cancel other faculty’s bookings, we only extended the availability and bookability of the LRC which is readily available and easily bookable at many times during each term.