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Optimizing Your Calendar Management: Best Practices and Tips

Learn the differences between various calendar platforms, best practices for organizing meetings, migration strategies, and more. Discover how to efficiently handle invitations, updates, and scheduling tasks. Get insights on client options and important considerations for calendar migrations.

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Optimizing Your Calendar Management: Best Practices and Tips

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  1. ConnectCalendaring & SchedulingJamie SonsiniOIST-CIMay 2013

  2. Today’s Presentation • Discussion – Demonstration - Questions • We Don’t Know Everything (Yet ) • Please Save Questions for the End

  3. Differences: What’s A Calendar? Oracle Calendar Office 365 Calendars VS

  4. Differences: The Process Accept Invitation Accept Invitation Invitation Invitation Reply Update Reply Update

  5. Differences: Invitation Options • Set & Conveyed by Organizer • Date-Time or All-Day-Event • Location • Subject • Private • Reminder • Show Time As (Free, Tentative, Busy, Away) • Attachments • Not Conveyed • Importance • Categories

  6. Some Best Practices • Select Client Carefully • Accept/Decline EVERY Invitation • Send a Response to Organizer • NOT the Organizer? DON’T Modify the Meeting! • Remove all Cancelled Meetings • Change a Meeting? Send Update to EVERYONE • Use Hand-Held for Appointments or View Meetings - NOT to Schedule/Handle Meetings

  7. More Best Practices • Repeating Meetings • Calculable Series • Exceptions Allowed – But not TOO many! • Use an End Date • Delegates • Minimize Number of Delegates • Only 1 Person to Process Meeting Requests • Owner & Delegate – Use the Same Application

  8. Calendar Migration • All–In Users • Automatically Migrate Oracle Calendar Data • Calendar-Only Users • Opt in Process to Migrate Oracle Calendar Data • Assigned @ucsb.edu Email Address • Resources • Naming Convention: DeptID-Type-Identifier • ISC-ROOM-SAASB4101WW@ucsb.edu • ISC-VACATION-OSG@ucsb.edu DeptID = UCSB Subdomain

  9. What is Migrated*? • Calendar Data & Tasks • Title, Times, Invitees, Attachments, Details, Reminders, Importance, Access, Location, Ownership & Attendance • Holidays - Not • Permissions – Not • Designates – Not • Personal Notes - Not • Groups/Oracle Calendar Contacts – Not *Migration – Will NOT Overwrite Calendar Data

  10. Repeating Meetings

  11. Terminology - Meetings

  12. Terminology - Day Events & Daily Notes

  13. Migration Sequence of Events • Department “Clean up” Prior to Migration • Proposed Schedule to All Departments • Migration (Across a Weekend) • Friday - Disable Oracle Calendar Access (>5 PM) • Calendars Migrated Connect Available During Migration (Be Careful) • Monday - Issues/Problems? • Missed accounts? - We have 1 week to fix!!

  14. Demonstration

  15. Some Thoughts About Clients… • Outlook (Windows or Macintosh) • Outlook Web App (OWA) • Macintosh Calendar • Thunderbird with EWS & Lightning

  16. Questions So….when’s this happening?

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