Description
This section includes information on training users for Office 365 Calendar features.
Outline
Overview
- Why do we schedule things in our calendars?
...
- Keep track of appointments
- Make availability known to others
- Discuss what to do if you are not currently using Outlook Client (i.e. only using Web)
- Discuss syncing across all devices
- Global address list
- How to access
- How to update your information (Atlas.mit.edu > About Me > Mr Profile > Personal Information)
Scheduling
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Events
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How to create an event in your calendar
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Event options:
- Free - Use for notices or TODOs so you're aware they're happening but it's not occupying your time. E.g. "Thesis submission due next week"
- Busy - You are working on something during this time
- Out of Office - You are on vacation or not available for work
- Working Elsewhere - You are working remotely/not on campus
- Invite CRE: Work Calendars calendar
- Demonstrate how these appear to others
- Schedule time out for yourself when you need to focus
- Schedule time after meetings to reconcile notes/perform post-meeting tasks
- Just because someone is "free" doesn't mean they're not working
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Repeating events
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End after
- Certain days of the week
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- Marking things as private
- Show Calendar Permissions
- Time Zones
- How to show multiple time zones on your calendar (e.g. EDT + PDT)
- Change notification settings
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- Meetings
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How to open someone else's calendar
- O365 can't view on-prem
How to open a resource calendar
- How to schedule a meeting
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Show response options
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Show reminder options
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Show time options + drag and drop in calendar
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- Scheduling Assistant
- Conference Room / Resource Booking
- Notifications - these propagate to others
- Response Tracking
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- Permissions
- Show Calendar Permissions
- Explain default permissions
- Sharing greater details with people
- Free/Busy
- Limited Details
- Full Details
- Delegation
- Delegation including private events
- Marking events as private
- How to create an event in someone else's calendar (as a delegate or for a resource calendar)
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General Interface Tips
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Open calendar in a new window
How to open someone else's calendar
- Dual displays
Advanced Options:
Scheduling via polling (there’s a better way to do this in Outlook 365)
Send later on macSend later on windows (verify delay delivery mode and if outlook needs to be running, cached exchange mode)
Send later on mobile does not exist
Scheduling via calendly or booking page – “When are you available”
Web publishing of calendars
Importation of google calendar or external calendars (e.g. software, feed) via ics
Syncing of google calendar via plugins. Explain difference between syncing and ics feed. Explain how to use ics to push your calendar to other tools. Explain CRE Website events feed.
Plugins: zoom, calendly, boomerang. Mention how calendly pulls availability information from your calendar, which is another reason why free/busy attribute is important.
Add your personal calendar: https://support.microsoft.com/en-us/office/show-personal-events-on-your-work-or-school-calendar-6ffc71a9-0943-415a-8482-ce0122528a35
Other platforms do this (you can do this in gmail, gsuite, Synology, and tons of other platforms)
Change the default reply option to reply-all
Later Feature (Mac/Win/Web)
- Drag and drop meetings to change time
- Control + drag or right-click + drag to copy a meeting
- Cmd + drag on Mac
- Move meeting to another calendar
- Win: File > Move To
- Copying events using Agenda View
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Integration
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How to publish your calendar to the web / other platforms
- Gmail, Synology, etc...
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Zoom Scheduling Plugin
See links on Calendars (Users Guide)
- Calendly Integration
- Mention how this pulls from "free/busy" availability
- Importation of external calendars via .ics feed
- Master Calendar
- Google Calendars
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- Preferences
- Mark mail as read
Change the default reply option to reply-all
- Sounds
- Notifications
- Autocorrect
- Signatures
- Customizing the Ribbon
- Miscellaneous
Using Outlook.com to check email on the go
- Mobile-specific Training
Mobile training:
How to view someone else’s calendar
How to view conf rm calendars
How to book conf room calendar (bug in mobile client)
How to open email in split screenDemonstrate time picker options (drag and drop vs wheel)
Discuss how all options in a new meeting are the same as desktop (free/busy, notifications)
Phone directory- where does this come from, how to update
Change notification preferences
Show how to make outlook calendar accessible to android device. Note that anytime you add a calendar to outlook, it adds it to google calendar widget
Checking your email on outlook.com
Go through options
Send later
Add someone else’s calendar
How to make outlook calendars accessible to the Android OS.How to see responses (tracking)