Archive

Posts Tagged ‘resource-mailboxes’

Cancelling a meeting request in Outlook 2007

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

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

…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:

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

    1. 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 requestitself 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. scheduling-assistant busy
    2. 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!):room attentendant response as toast
    3. 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). image 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).room attendant auto response declined  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).
    4. 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 ?) imageimage
    5. 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).
    6. 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.
    7. One day after your booking, you will also be able to see your reservation (if successful!) on the lrc-coed433-reception-client-welcome-screen: .
    8. If in doubt, do all this well before your class takes place.
    9. Take a training: ITS supports NINERMAIL and CTL teaches Taming your inbox.
    10. 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. room attendant response denied prior booking
      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.

OWA Calendar collaboration is spreading on campus…

… in Spring 2013 to Student Advising and Central Tutoring, from the LRC tutoring, staffing and room and equipment booking since Fall 2011. Glad to see that we get more benefit out of this new tool. 20130220_171700

Why do some room calendars refuse to synch in Outlook?

  1. Problem: I recently had to recreate ("Add calendar"/ "From address book") my calendar tree (groups) in Outlook 2010, and now I notice that
      1. some (especially all tutor "Room" calendars) steadfastly remain blank (e.g. LRCTutor07),
    1. while other room calendars do not (e.g. LRCRoomCOED433b).
  2. image
  3. The offending calendars can be loaded from internet (being published – with limited details, so that is not a real workaround): e.g. “ITL up t to 2201”.
  4. In the Properties/ Permissions, I can see that for some calendars that synch, I am not listed as Editor (presumably being more than that? Owner?) – but not all calendars that synch (e.g. LRCRoomCOED433b) have this as a requirement.
  5. image
  6. Is there maybe a limit of how many calendars can be loaded in Outlook at any given time?
  7. Impersonating the calendar and sharing it with myself does not help either: image
  8. In the settings below (albeit a year old), I cannot see a substantial difference either:

    type

    room

    Room

    shortname/type

    LRCRoomCOED433a

    LRCTutor07

    displayname

       

    PSComputerName

    rpitsexms1.its.uncc.edu

    rpitsexms1.its.uncc.edu

    RunspaceId

    fc10f102-74a8-4edb-ace5-d13662b8da3e

    fc10f102-74a8-4edb-ace5-d13662b8da3e

    AutomateProcessing

    AutoAccept

    AutoUpdate

    AllowConflicts

    TRUE

    TRUE

    BookingWindowInDays

    180

    180

    MaximumDurationInMinutes

    1440

    1440

    AllowRecurringMeetings

    TRUE

    TRUE

    EnforceSchedulingHorizon

    TRUE

    TRUE

    ScheduleOnlyDuringWorkHours

    FALSE

    FALSE

    ConflictPercentageAllowed

    0

    100

    MaximumConflictInstances

    0

    9999

    ForwardRequestsToDelegates

    TRUE

    TRUE

    DeleteAttachments

    TRUE

    TRUE

    DeleteComments

    FALSE

    FALSE

    RemovePrivateProperty

    TRUE

    TRUE

    DeleteSubject

    FALSE

    FALSE

    AddOrganizerToSubject

    TRUE

    TRUE

    DeleteNonCalendarItems

    TRUE

    TRUE

    TentativePendingApproval

    TRUE

    TRUE

    EnableResponseDetails

    TRUE

    TRUE

    OrganizerInfo

    TRUE

    TRUE

    ResourceDelegates

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    RequestOutOfPolicy

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    AllRequestOutOfPolicy

    FALSE

    FALSE

    BookInPolicy

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    AllBookInPolicy

    TRUE

    FALSE

    RequestInPolicy

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    Microsoft.Exchange.Data.MultiValuedProperty`1[Microsoft.Exchange.Data.Directory.ADObjectId]

    AllRequestInPolicy

    FALSE

    TRUE

    AddAdditionalResponse

    TRUE

    TRUE

    AdditionalResponse

    <DIV><FONT face=Tahoma size=2>Faculty,staff&students in LCS/ELTI are the only users that can book this resource. If you do not qualify, please cancel your meeting request immediately and email instead LRChelp@uncc.edu with your request! </FONT></DIV>

    <DIV><FONT face=Tahoma size=2>LRC Staff (and possibly tutor-seeking students) in LCS are the only users that can book this resource. If you do not qualify, please cancel your meeting request immediately and email instead LRChelp@uncc.edu with your request! </FONT></DIV>

    RemoveOldMeetingMessages

    TRUE

    FALSE

    AddNewRequestsTentatively

    TRUE

    TRUE

    ProcessExternalMeetingMessages

    FALSE

    FALSE

    RemoveForwardedMeetingNotifications

    FALSE

    FALSE

    MailboxOwnerId

    its.uncc.edu/unccharlotte/Generic Accounts/LRCRoomCOED433a

    its.uncc.edu/unccharlotte/Generic Accounts/LRCTutor07

    Identity

    its.uncc.edu/unccharlotte/Generic Accounts/LRCRoomCOED433a

    its.uncc.edu/unccharlotte/Generic Accounts/LRCTutor07

    IsValid

    TRUE

    TRUE

Copy/paste meetings with resource mailboxes in Outlook on MS-Exchange 2010?

For schedules too complex to be managed in the repeating dialogue, why can I, in Outlook calendar,  copy/paste meeting requests that include rooms into a new time slot, but while the new meeting appears immediately in my calendar, no update gets sent to the room unless I open the new meeting and click the button: “send” manually:

image

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

2011/08/31 10 comments
    1. The scheduling assistant lets you find a common free time for all the (resource and human) participants of your meeting request.
    2. The scheduling assistant shows you start/end meeting time  and free/busy information.meeting-scheduling-assistant-legend-start-end
    3. The default shows only work hours: meeting-scheduling-assistant-working-hours
    4. You can show more than work hours (useful for some resources): meeting-scheduling-assistant-working-hours-not
    5. You may also be able to see the meeting subjects. outlook-scheduling-assistant-details
    6. You can spot scheduling conflicts in advance, instead of sending a meeting request that will have to be denied.owa-meeting-request-scheduling-assistant-conflict
    7. For some resources, you can make a recurrent/repeating meeting request:  owa-meeting-request-scheduling-assistant-recurring. note that you will lose the begin/end markers: owa-meeting-request-scheduling-assistant-recurring-no-start-end-lines