EVENT SERVICES. EMS Master Calendar

Transcription

1 EVENT SERVICES EMS Master Calendar EMS Master Calendar is the central location for Mount Mercy University events. The are 6 calendars: Athletic Events, Campus Meetings, Community Events, Fine Arts & Entertainment, Social Events and Student Events. In order to see all the appropriate Events Calendars, Faculty, Staff and Students need to log in using the following instructions: Faculty and Staff: To see all Event Calendars, please log into EMS Master Calendar by using your Windows daily login. Students: To see all Event Calendars pertaining to students, please log into EMS Master Calendar by using your MyCampus user name and password. For Visitors/Public, they only have access to the Community Events calendar. The events listed on the Community Events Calendar are all open to the public. How to access the Master Calendar: 1. Go to the Intranet ( and select the Master Calendar link on the right hand side or go to 2. Log in using your daily Windows user name and password. Please note that to log into the Master Calendar, it s NOT the same user name and password as your Virtual EMS account. If you don t remember your password, click on the me my password on the Log In page 3. Once you re logged in, go to the Calendar tab. 4. From there you can click on View All to see all events on one calendar or you can select the calendar(s) you want and then click on View Selected. Once you re in the EMS Master Calendar, you can do the following: 1. Search for an event(s) = click on Search and then you can filter your search by: i. Start Date/End Date to search for events that occur on or after the indicated start date, on or before the indicated end date, or within the specified date range. Leave these fields blank to search for all events, regardless of the date. ii. iii. Keyword - Enter keyword (optional) Event Types Using the drop down arrow, select an event type from the list or leave as all. If you would like to search by more than one Event Type, click on the Look Up icon and select the appropriate Event Types. iv. Locations - Using the drop down arrow, select a location from the list or leave as all. If you would like to search by more than one Location, click on the Look Up icon and select the appropriate locations. v. General Events/Special Dates recommend that you leave as General Events. vi. Calendars - Select the calendar or calendars to search. To select all calendars in a single step, click All. Note: You must select at least one calendar to search. vii. A list of all search results that meet your search criteria appears on the page. viii. The event search results are grouped by event date, location, and calendar

2 Page 2 of 6 Optionally, do one or more of the following with Search Results: a. Sort the search results. (For event search results, you can click either the column header or the appropriate Group By option at the top of the results page.) b. Click the event title to view additional information about the event. c. Export the search results: i. Click the Export tab to open it. ii. On the Export File Type dropdown list, select the format for the exported file. iii. iv. Click Export. The File download dialog box opens. Indicate in this dialog box whether you want to open the exported file so that you can view it, or save the file. If you indicate that you want to open the exported file, after all of the data is exported, the file opens automatically in Microsoft Excel in its selected format. You can save the file, with a different name if needed, to the location of your choice. If you indicate that you want to save the exported file, after all of the data is exported, you are prompted to save the file with the default name of Export.csv. You can save the file to a location of your choice. 2. To view your notifications A notification is one of two types of Master Calendar system-generated s that you can receive: a. Subscriptions s about new, modified, or cancelled events for a selected calendar or calendars. b. Reminders s that alert you about the start of, or changes to, specific events. Optionally, you can do one or more of the following to customize the information that you are viewing to better suit your needs: a. Sort your notifications based on a particular characteristic (for example, Event Title). b. Click the Delete icon next to the notification to delete a subscription or a reminder. On the Master Calendar main menu, click My Options --> My Notifications. The My Notifications page opens. By default, the Subscriptions tab is open. Example of My Notifications page, Subscriptions tab Example of My Notifications page, Reminders tab

3 Page 3 of 6 3. To subscribe to a calendar To receive a system-generated when events are added to selected calendars or when events are modified or cancelled for selected calendars, you must subscribe to the calendars. a. In the Calendars section, select a calendar, and then click View. The Calendar Display page opens. Note: You can open the Calendar Display page for any calendar. It does have to be the display page for any of the calendars to which you are subscribing. b. Click the Subscribe icon. The Subscription page opens. The calendars to which you can subscribe appear in the available calendars list and they are based on their Subscription status. c. Select the calendar or calendars (CTRL-click to select multiple calendars) to which you are subscribing, and then click the Add icon to move them to the Selected Calendars list. d. Choose your subscription method (the default value) or icalendar feed. i. To receive a confirmation that contains a link that you must click to activate or edit your subscription. If you select this option, go to To subscribe using . ii. Calendar feed To automatically add the selected calendars to your program and subscribe to updates to the calendar. If you select this option, the field and options are removed from the page. Go to To subscribe using an icalendar feed. Example of Subscription page To subscribe using 1. If you are a guest, enter the that is to be used for your subscription in the field. Optionally, as a user, you can edit this address if needed. 2. Select one or both of the options that are available for subscriptions notifications for new events and notifications for changes and cancellations. 3. Click Subscribe. A message opens indicating that an has been sent to the indicated address and that you must click on the link in the message to confirm your subscription request. 4. Click Done to close the message and return to the Calendar Display page. To subscribe using an icalendar feed 1. Click Subscribe. An dialog box opens. You use this dialog box to indicate that you want to add the selected calendars to your program (for example, Microsoft Outlook) and subscribe to updates to the calendar. 2. Optionally, click Advanced to open a Subscriptions dialog box and customize the settings for your subscription on your program. 3. Click Yes to add the calendar or calendars to your program. You can also use the Subscription page to unsubscribe to one or more calendars. Simply follow the procedure described in To subscribe to a calendar but instead of clicking Subscribe, click Unsubscribe. Example of dialog box that opens for an icalendar subscription

4 Page 4 of 6 4. Viewing an Event When anyone, guest (General Public) or authenticated user (ie. Faculty, Staff, and Students), first accesses Master Calendar, the default page opens. The only calendar that s available that have been defined as public (i.e. Community Events Calendar) are available from this page. Anyone, guest or user, can view all public events that have posted to the public calendar. If a user wants to view the events that are posted to the private calendars to which they have been granted access, then the user must log in to Master Calendar and open the Master Calendar Home page. You can view events for both single and multiple calendars. To view the events for calendar a. Select the calendar or calendars for which you want to view the events, and then click View. b. To select all calendars in a single step to which you have access, simply click View All. A single calendar opens in its default format (Month) in its default view (Calendar). You can also change the view to Day, Week, or Year and List. The name for the single calendar that you selected appears above the calendar or list view. For multiple calendars, a single combined calendar that shows all of the events for the selected calendars opens. The phrase Combined Calendars appears on the page to indicate that multiple calendars were selected for viewing. The default date for the calendar display is the current day s date. Example of Calendar Display page for a single open calendar To view an event on the calendar, do one of the following: To view a summary of the event details, hover your cursor on the event title. Example of a summary of event details

5 Page 5 of 6 To work with the calendar display and events To modify the calendar display and carry out other actions for the calendar, use these Calendar Display icons. Example of Calendar Display icons Icon Descriptions in the Event Details Add to Personal Calendar icon Add the event to the calendars in your personal program or calendar (for example, Microsoft Outlook, Google calendar, Yaoo calendar, or Windows Live.) Add This icon To share and bookmark content to various social networking sites. Add Reminder Set a reminder for the event. Example of Event Reminder dialog box Note: To clear a reminder, set the Remind me time to 0 minutes before the start of the event. Print icon Print the event details from a selected printer icon To the event information to someone. Master Calendar starts your program and opens an that contains the event information and a link to the event details. You select the recipients and enter the content for the as you typically would for any other .

6 Page 6 of 6 To add the event to your personal calendar 1. Click Download.ics file. A Download File dialog box opens. Example of Download File dialog box 2. Indicate in this dialog box whether you want to open the file, or save the file. a. If you indicate that you want to open the downloaded file, after all of the data is downloaded, the file opens automatically in the Calendar view of your personal program. b. If you indicate that you want to save the downloaded file, after all of the data is downloaded, you are prompted to save the file with the default name of MCEventId<#>.ics (for example, MCEventId20287.ics). You can save the file to a location of your choice, and then after you open the file, the event opens in the Calendar view of your personal program. 3. If you accessed the Event Summary page from the Manage Events page, click Back to Manage Events to return to the Manage Events page. If you accessed the Event Summary page from a calendar, click Back to Calendar to return to the event s calendar.