ZIMBRA CALENDAR PROFESSIONAL DEVELOPMENT CENTER. Jennifer Azzaro Online Instruction / Technology Training

Transcription

1 ZIMBRA CALENDAR PROFESSIONAL DEVELOPMENT CENTER Jennifer Azzaro Online Instruction / Technology Training Know your way around Zimbra like a pro! In this session we ll look at simple solutions to common scheduling tasks, including how to: propose a meeting, share your calendar, customize preferences and manage those last minute changes with finesse! Summer 2011

2 CONTENTS WHERE TO BEGIN: TRAILHEADS...2 Adding basic appointments to your calendar...2 Creating new calendars and viewing in overlay mode...3 View by, Today and Print...4 PROPOSING A MEETING: OR APPOINTMENT IN ZIMBRA SPEAK...5 Optional attendees...7 Including an attachment or agenda...7 Preparing to send the invite...8 RESPONDING TO AN INVITATION: ACCEPT, DECLINE, TENTATIVE, PROPOSE NEW TIME...10 CHANGING YOUR MIND: SOMETHING CAME UP!...13 KEEPING TRACK OF ATTENDANCE: WHO S COMING AND WHO S NOT? notifications...15 The Scheduler...16 MAKING CHANGES TO AN EXISTING MEETING: WORKPLACE CURVEBALLS...16 Changing the time, place and other details...16 Adding and removing attendees...18 Send vs. Save: What s the diff?...18 Canceling a meeting...19 CALENDAR SHARING: MY CRAZY SCHEDULE IS YOUR CRAZY SCHEDULE...19 Inviting someone to share your calendar...19 The Flip Side: Being invited to share a calendar...20 CREATING BANNERS: PUTTING THE IMPORTANT STUFF AT THE TOP...21 SPECIAL PREFERENCES: NOT UNLIKE A SANDWICH ORDER...22 Keeping meeting invitations in your Inbox...22 Setting a custom work schedule...23 GETTING HELP: WHO TO CALL WHEN YOU AND YOUR CALENDAR HAVE A FALLING OUT...24 NEW FEATURES...25 BEHIND THE SCENES: THANK YOU! Jennifer Azzaro CC BY NC SA 3.0 1

3 WHERE TO BEGIN: TRAILHEADS ADDING BASIC APPOINTMENTS TO YOUR CALENDAR To add an appointment for yourself [not a meeting involving others], simply drag and drop over a block of time in the calendar and release your mouse button. You will see the QuickAdd Appointment window display. Enter and Subject and Location, and click OK. The appointment will appear in your calendar. To change the date or time just drag and drop it across the calendar Jennifer Azzaro CC BY NC SA 3.0 2

4 CREATING NEW CALENDARS AND VIEWING IN OVERLAY MODE Creating new calendars makes it easy to keep your work appointments separate from those that fall into other categories such as personal, committee work, volunteering, etc. To create a new calendar, click the New Calendar button; give it a Name, Color, and click OK. To view multiple calendars in overlay mode, select their checkboxes Jennifer Azzaro CC BY NC SA 3.0 3

5 VIEW BY, TODAY AND PRINT View [by]: view your calendar by day, work week [Mon Fri], week [Sun Sat], Month, List or Schedule. Today: return to the current day. This is based on the mode you are viewing in. For example, if you are viewing by Month, the current day is June 15, and you are looking at your appointments for August, clicking Today will shift your calendar back to the month of June because that is the month Today falls in. Print: print calendar based on the mode you are viewing in [Work Week, Week, Month, List, etc.] 2011 Jennifer Azzaro CC BY NC SA 3.0 4

6 PROPOSING A MEETING: OR APPOINTMENT IN ZIMBRA SPEAK To propose a new meeting, start by clicking the Calendar tab. From the New menu, select Appointment Jennifer Azzaro CC BY NC SA 3.0 5

7 You will see the following window appear. Fill in the details of your meeting, including the Subject, Attendees, Location, Start and End times, and whether it is a Repeat occurrence. The Busy menu determines how this block of time should display when others are viewing your free/busy time. If you have multiple calendars, the Calendar menu allows you to select which one to add this meeting to. Checking Private will cause the meeting not to be reported when others are viewing your free/busy time. NOTE: For unofficial meeting areas such as My Office just type directly into the Location field. To reserve an official meeting room, click the Location button and search for the room you want. As soon as you fill in the Attendees the Zimbra Scheduler will activate, showing you each attendee s availability across a grid. The green and red vertical lines delineate your meeting s start and end times. All white space between the two lines indicates everyone is free. The Suggested Times column on the left shows time slots when all, some, or only a few attendees are available. Click on the dates in the mini calendar to view a different day, or click one of the time slots below to shift your meeting to a slot when everyone is available [watch the green and red lines shift across the grid] Jennifer Azzaro CC BY NC SA 3.0 6

8 OPTIONAL ATTENDEES Note the Show Optional toggle, allowing you to display the Optional field. In this example, Jennifer Azzaro is an optional attendee. Zimbra will send her the same invitation sent to other attendees but her availability will not be calculated in the Suggested Times. NOTE: You can Not Cc: meetings in Zimbra. You should Not make someone Optional as a workaround to Ccing or try to Forward a meeting invite. These will not result in the desired outcome. INCLUDING AN ATTACHMENT OR AGENDA Click the Add Attachment button at the top of the screen to display the Attachments field Jennifer Azzaro CC BY NC SA 3.0 7

9 A meeting agenda can be typed at the bottom of the screen in the textbox below the Scheduler. The text you put here will be ed to the attendees along with the meeting invitation. PREPARING TO SEND THE INVITE If you wish to save what you ve entered but are not yet ready to send invitations, click Save. You will see a confirmation that invites have not been sent. The meeting will be added to your calendar and you can double click it to open and continue editing at a later time Jennifer Azzaro CC BY NC SA 3.0 8

10 When you re ready to send the proposal, click Send. Two things will happen: 1) The meeting will appear in your calendar and in the calendars of your attendees. 2) Attendees will receive an notification with the options: Accept, Decline, Tentative and Propose New Time. [You will be notified via when they reply.] When you hover your mouse over the meeting in the calendar, a window displays with details. As the organizer, your status is Accepted. The bottom shows who has yet to respond Jennifer Azzaro CC BY NC SA 3.0 9

11 RESPONDING TO AN INVITATION: ACCEPT, DECLINE, TENTATIVE, PROPOSE NEW TIME When an invitation is sent, all attendees receive an like the following: Note the options: Accept, Tentative, Decline and Propose New Time. Zimbra is defaulted to automatically add received meetings to your calendar. The following tables outline what happens upon receiving a meeting invitation, and after you chose one of the responses Jennifer Azzaro CC BY NC SA

12 When you are initially invited to a meeting: You receive an like this: and Zimbra adds it to your calendar as New with a red bar along the left side. Hover your mouse pointer over the meeting to see the full detail. When you click The organizer receives an like this: The meeting in your calendar changes to Accepted and the red bar disappears Jennifer Azzaro CC BY NC SA

13 When you click The organizer receives an like this: The meeting in your calendar changes to Tentative and turns light in color. When you click The organizer receives an like this: The meeting in your calendar changes to Declined and turns transparent. You may right click to delete it from your calendar entirely Jennifer Azzaro CC BY NC SA

14 When you click The organizer receives an like this: The meeting in your calendar changes to Accepted and the red bar disappears. It will remain this way until the organizer changes the time or you select Tentative or Decline. CHANGING YOUR MIND: SOMETHING CAME UP! If you already replied to the meeting invite and need to change your response, go to your Calendar, right click on the meeting and select one of the other responses. CAUTION: When changing your status to Decline [and only in the case of Decline], Zimbra will ask if you want to notify the organizer. The default is set to Don t notify. You must read carefully and change it to Notify organizer. Otherwise, the organizer will not get an notification and your status will not be updated in either of your calendars i.e. It will look like you are still attending! 2011 Jennifer Azzaro CC BY NC SA

15 To edit the auto reply: right click on the meeting and select Edit Reply before choosing your response. This will allow you to compose a more detailed reply to the organizer Jennifer Azzaro CC BY NC SA

16 KEEPING TRACK OF ATTENDANCE: WHO S COMING AND WHO S NOT? There are two ways to keep track of who is and is not attending your meeting: 1) Viewing notifications. 2) Viewing the Scheduler. NOTIFICATIONS Each time an attendee responds to your invite, you get an notification with an updated summary of everyone s status. In this example, we can see that Bryan Travis and Aubrey Lewman are attending, and David Origer has not yet responded. [Note that it contains the full detail of the meeting, including the name, time and location.] 2011 Jennifer Azzaro CC BY NC SA

17 THE SCHEDULER Each time an attendee responds to your invite, the Scheduler is updated. Go to your Calendar and doubleclick your meeting to view this. In the next example, we can see that Bryan Travis and Aubrey Lewman are attending, and David Origer has not yet responded. MAKING CHANGES TO AN EXISTING MEETING: WORKPLACE CURVEBALLS CHANGING THE TIME, PLACE AND OTHER DETAILS To Edit a meeting: go to your Calendar, right click on the meeting and select Open. Here you may change the Subject, Attendees, Location, Date, Time, Agenda, and pretty much anything else! When done making changes, click Save and Zimbra will prompt you to resend the invite with the updated info Jennifer Azzaro CC BY NC SA

18 2011 Jennifer Azzaro CC BY NC SA

19 ADDING AND REMOVING ATTENDEES To Add or Remove an attendee from an existing meeting: open it, make your changes in the Attendees box and click Save. In the below example, Dave Sartain has been removed and Jennifer Azzaro has been added. When you click Save, Zimbra will ask if you want to send the updated info to all attendees, or only those the changes effect [Dave Sartain and Jennifer Azzaro]. SEND VS. SAVE: WHAT S THE DIFF? Send will save changes and automatically resend the invite to all attendees with the changes highlighted in orange. The original invite will be labeled as not current and the attendees will have to respond to the new one. In other words, Zimbra treats it like a new meeting. Note: If you ve changed the attendee list by adding or removing someone, Zimbra will ask if you want to resend to all attendees or only those added or removed. Save will save changes and ask if you want to resend the invite to all attendees or if you ve added/removed people, only those individuals. In the previous example of removing Dave Sartain and adding Jennifer Azzaro, clicking Save will result in the following prompts: 2011 Jennifer Azzaro CC BY NC SA

20 CANCELING A MEETING To Cancel a meeting: go to your Calendar, right click on the meeting and select Cancel. Zimbra will ask if you want to edit the automatic cancellation message. Upon canceling, the meeting will be removed from both the organizer s and attendee s calendars. CALENDAR SHARING: MY CRAZY SCHEDULE IS YOUR CRAZY SCHEDULE From time to time you may find it useful to allow certain colleagues to view or edit your calendar. Perhaps you have an assistant in charge of scheduling your appointments, or you re filling in for a co worker and you need to see their meeting schedule. In order to allow someone else to access your calendar, you have to share it. INVITING SOMEONE TO SHARE YOUR CALENDAR Right click on one of your calendars, and select Share Calendar Jennifer Azzaro CC BY NC SA

21 A window will appear asking you to provide more detail about the share, including who you want to share with, what level of access they should have, and whether you want to allow the other user to see appointments you ve marked as private. When finished, click OK. An notification will be sent to the Inbox of the person you re sharing with, asking if they want to Accept or Decline the share. If they accept, they ll have a link to your calendar underneath theirs. THE FLIP SIDE: BEING INVITED TO SHARE A CALENDAR When someone shares their calendar with you, you will receive an notification in your Inbox that prompts you to Accept or Decline access. If you accept, you will be asked to select a color for the calendar [to differentiate it from your own], and a link to it will appear under your Calendars on the left side of the window. Once you Accept or Decline, the notification disappears from your Inbox Jennifer Azzaro CC BY NC SA

22 NOTE: When you have Manager or Admin privileges to someone else s calendar and you schedule a meeting on their behalf, the invite will show that it was Sent by: you and Organized by: the owner. Both you and the owner will receive notifications telling you who accepted, declined, etc. CREATING BANNERS: PUTTING THE IMPORTANT STUFF AT THE TOP To create a banner: select New Appointment, fill in the Subject, check All Day, and change Busy to Free so that Zimbra doesn t report your availability as Busy all day and prevent others from scheduling meetings with you Jennifer Azzaro CC BY NC SA

23 SPECIAL PREFERENCES: NOT UNLIKE A SANDWICH ORDER KEEPING MEETING INVITATIONS IN YOUR INBOX You may have noticed that when you reply to a meeting invitation, the invite disappears from your Inbox. While you can always go into your Calendar and view or change your attendee status there, it may be helpful to keep the original invite in your . To do so, click the Preferences tab, then Calendar from the left, uncheck Delete invite on reply, and then Save Jennifer Azzaro CC BY NC SA

24 SETTING A CUSTOM WORK SCHEDULE Click the Preferences tab, then Calendar from the left, scroll down to the Work week and schedule section to enter your work hours, and click Save. Note the option to Customize if you work a non standard schedule Jennifer Azzaro CC BY NC SA

25 GETTING HELP: WHO TO CALL WHEN YOU AND YOUR CALENDAR HAVE A FALLING OUT The Zimbra Help Menu To find detailed instructions or a quick answer to your question. The Professional Development Center For training and one on one help with features and usage. Jennifer Azzaro Online Instruction / Technology Training jennazzaro@deltacollege.edu The Comp Serv Hotline For technical help, i.e. Access issues; aliases. Meeting room management. Duplicate s. Syncing to a mobile device. Gremlins, fires and other weird stuff. Computer Services Hotline compservhotline@deltacollege.edu Jennifer Azzaro CC BY NC SA

26 NEW FEATURES Undo Action Address Bubbles [Drag & Drop, Rubber Band Selection] Drag & Drop Attachments [Single and Multiple] Preview Schedule in Invite Find s Sent From / Sent To Set Receipt Frequency Configure Printing Font Size BEHIND THE SCENES: THANK YOU! Hats off to Information Services for their excellent work and continued advancement of campus technology. A special thank you to the Zimbra Project Team: Aubrey Lewman, Senior Analyst David Origer, Network / Administrator Bryan Travis, Computer Support Technician 2011 Jennifer Azzaro CC BY NC SA