Archive

Posts Tagged ‘ms-exchange’

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

2011/08/31 13 comments
    1. A meeting request is – as you can see from its icon: meeting-request-icon-calendar-email – an email with calendar information.
    2. 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: owa-menu-new-meeting-request
    3. 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”).owa-window-new-meeting-request-subject-notes-marked
    4. 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: owa-window-new-meeting-request-resources-marked
    5. 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”: owa-meeting-request-scheduling-assistant-address-book-search-global-marked
    6. 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:owa-meeting-request-scheduling-assistant-start-end (read more on the Scheduling Assistant)
    7. from the default tab : appointment, click button: send.owa-meeting-request.-top-menu-send-marked
    8. For what happens next, see responses and calendar.
    9. 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: , , , , ,

Room and Equipment handling using MS-Exchange Resource Mailboxes: To train in Outlook Desktop or in OWA ?

2011/08/30 2 comments
  1. While Outlook desktop is a more powerful calendaring tool than OWA (cf. viewing calendars in overlay mode), we decided to first focus on getting everybody to be functional with meeting requests in OWA, since
    1. faculty will want to use this system from their home computers where the outlook desktop configuration, if it exists at all , is probably even more lacking. Students could, but are not likely to have outlook desktop either
    2. both faculty and students (both for rooms and for equipment) will walk up to the LRC reception desk needing help, and then only OWA is available
    3. it is actually part of both equipment check-out and check-in procedure (if not for rooms, then for equipment) that I am designing that faculty and students open up from OWA (on the web browser that the lab assistant is not using: internet explorer, Firefox, Safari should gives us always 2 options on either operating system) that the meeting that they have made (or if not made, make one on the fly), and that the lab assistant enters a code (generated on the PC at the reception desk) into their appointment and sends the update for them to see them through;
    4. we can also serve as backup on our office computers for the reception desk (unstaffed or understaffed), if clients use OWA
  2. Essentially, it is not a PC Environment anymore (although it could be if our Remote Desktop infrastructure were much stronger).
Categories: audience-is-language-learning-center-manager, training Tags: , , , ,

LRC Outlook/Exchange 2010 Calendaring: What happens after the meeting request? Automated or manual responses and reminders

2011/08/30 3 comments
    1. 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: meeting-request-view-in-calendar3-response-options
  1. Wait, there is more: Proposing: response-propose-new
  2. If you followed the instructions in TBA:request meeting, you should immediately get an acceptance response from the resource:owa-meeting-response-automated-accepted
  3. If something went wrong, read the denial response for how to overcome the issue:
    1. there are resource specific policies, like maximum booking duration, listed here: TBA: list resources
    2. 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.
    3. 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.
  4. 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):owa-meeting-request-declined-conflicting-organizer-includedowa-meeting-request-declined-conflicting-organizer-included-delegateforwardowa-meeting-request-delegateforward-bug-no-meeting-time
  5. If you find you get too many meeting reminders that you do not need, when requesting a meeting, turn the default reminder option off: meeting-request-reminder
    1. The reminder can also be set to off as default in the calendar settings for a resource.
Categories: audience-is-language-learning-center-staff, audience-is-students, e-infrastructure, service-is-library Tags: , , , , , , , , ,

Room and Equipment handling using MS-Exchange Resource Mailboxes: Configuration with OWA instead of PowerShell

2011/08/30 1 comment
  1. As once can easily find documented for MS-Exchange 2007, if you are the owner of the mailbox, you can use the OWA-feature “open other mailbox”.owa-open-other-mailbox1
  2. As impersonated user  for this mailbox owa-open-other-mailbox2, you can access the “Options / Settings”:
  3. for the “resource” scheduling owa-open-other-mailbox-resource-mailbox-options-scheduling
  4. for its “calendar”
  5. owa-open-other-mailbox-resource-mailbox-options-calendar
  6. This is maybe not as much fun as PowerShell’s Set-MailboxCalendarSettings and set-CalendarProcessing (click as you go, no batching), but easier on your MS-Exchange admin Smile and especially practical for quick modifications and tests,
Categories: audience-is-language-learning-center-manager, documentation, e-infrastructure, service-is-library Tags: , , , , , , , , , , ,

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

2011/08/30 3 comments
    1. Open the GAL for resources by clicking on “Resources” in a meeting request, like here:owa-window-new-meeting-request-resources-marked
  1. You will find an equivalent of the LRC bookable resources list in Outlook’s/O’WA’s Global Address List.
  2. In the GAL,you can  filter by recipient type: outlook-gal-rooms
    1. the result, in outlook: outlook-gal-room-list
  3. 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:gal-lrc-resources
    2. in OWA you will see the GAL as part of the address book owa-lcr-rooms-GAL
Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, service-is-library, training Tags: , , , , , , , , ,

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

2011/08/30 4 comments
    1. View instead a short screencast how to cancel meeting requests in OWA.
    2. 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
    3. owa-cancel-sent-items-meeeting-request-icon-vs-mail-icon
    4. 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
            1. cancel this occurrence
            2. cancel all future occurrences
            3. 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))owa-cancel-calendar-meeting-delete-series
    5. you can also just open the meeting and choose from the top menu the “Cancel meeting” button, then press menu button: “Send update”:
      1. owa-cancel-calendar-meeting-occurance-open-ribbon-cancel
        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:  owa-cancel-calendar-meeting-occurance-open-ribbon-cancel-dialog
      2. You have the opportunity to include an informative note in your update before sending.
      3. owa-cancel-calendar-meeting-occurance-open-ribbon-cancel2
    6. After the cancellation has gone through, this is how the results will look like in the e-paper trail:
      1. “sent items” owa-cancel-sent-items-meeeting-request-icon-vs-mail-icon
      2. a cancelled meeting conversation in your “inbox” in “conversation view”: owa-cancel-conversation-views-meeting-request-icons-accepted-declined-canceled-icon
      3. Here is a complete icon legend: 

        4. owa-cancel-conversation-views-meeting-request-icons-accepted-declined-canceled-icon-marked

Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, Screencasts, service-is-library, training Tags: , , , , , , , , , ,

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

2011/08/30 6 comments
  1. 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 .
  2. 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”).meeting-request-view-in-calendar-both-personal&resource_thumb_thumb
    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:
  3. Similarly to in Outlook (desktop): outlook-mycalendars-shared-calendars-open, in OWA, click on the lower left “Calendar-icon” calendar-iconto unfold the “My Calendars” list my-calendar-icon  in the left pane, then right-click on “My Calendars”, choose “Add Calendar”owa-mycalendars-add1 .
  4. put (part of) the name, click “ok”owa-mycalendars-add2
  5. if there are multiple matches, select the correct one (you can only select one at a time)owa-mycalendars-add3
  6. press “OK” again: owa-mycalendars-add5-search.
  7. As explained above, there is little reason to go overboard and add too many calendars, unless you have to manage: lrc-calendars-outlook
  8. However, you can also easily remove calendars, through the context menu item “Remove shared calendar” owa-mycalendars-add9-remove
Categories: audience-is-language-learning-center-temp-staff, audience-is-students, audience-is-teachers, e-infrastructure, service-is-library, training Tags: , , , , , , , , ,

Room and Equipment handling using MS-Exchange Resource Mailboxes: What the parameter AddNewRequestsTentatively means

2011/08/22 1 comment
  1. It is an instruction to the calendarattendant, that seems to be conjured up by automateprocessing: autoupdate, but also, now together with, but still separate from, the resource booking assistant, by automateprocessing: autoaccept
  2. It is an instruction relating only to meeting requests, not to meetings. But it is not the calendarattendant, but rather the resource booking assistant that decides what is to remain a request and what not (= what is to be accepted or denied, and thus to stop being a mere request and be promoted to a meeting). if there are no (mere) requests (since all requests, for whatever other settings, are either auto-accepted or auto-denied, so effectively automatically rendered into non-(not anymore) requests, the AddNewRequestsTentatively will have no effect on the calendar. It is these other settings, that may allow requests to remain requests. Even though the parameter name may sound like it is doing this, it is NOT AddNewRequestsTentatively that will turn off/override these other settings to make all incoming requests remain requests. It is rather automateprocessing: autoupdate (or a combination of automateprocessing: autoaccept and allbookinpolicy: $false and Allrequestinpolicy: $true (and even more so AllRequestOutOfPolicy: $true) that would do that.
  3. However, the latter is the combination if have for pseudo-rooms where it is important that the delegate can collate requests in a calendar-format when deciding which to accept/deny, instead of having to cobble together a picture from forwarded meeting request messages.
  4. Organizer can make a request (out of policy: maxduration), and it appears on the organizers calendaroutlook test AddNewRequestsTentatively true automateprocessing not autoupdate maxduration outfofpolicy lrc calendar this looks tentative_thumb[1]
  5. It appears on the room calendar for the delegate as tentative owa test AddNewRequestsTentatively true automateprocessing not autoupdate maxduration outfofpolicy lrc calendar this looks not tentative_thumb[1]

     

  6. It appears in the scheduling assistant as tentative, for others to seeowa test AddNewRequestsTentatively true scheduling assistant _thumb[1]

Categories: audience-is-language-learning-center-manager, e-infrastructure Tags: , , ,