Calendars are integral to getting things done at CEOEL.

The Calendars


“The Production Calendar”

We are using this calendar to keep the media team aware of upcoming video shoots, recording sessions, and off-site training sessions. It allows us to see at a glance when things are happening and who is participating, along with all of the other related details.

Important Note: It is advised that you create your events on the oel-mediaproduction calendar and invite all participants from that event. This includes yourself.

Calendar Name:
Calendar Address:
Full Read/Write for all Media Team members.
Event Title:
Emoji [Initials] Course, Program or Group (Content type or Count)

An emoji icon that indicates the type of event.

  • 🎥 Video Shoot
  • 📷 Photo Shoot
  • 🔊 Audio Recording Session
  • 💡 Training Session

The initials of the media team members participating in the event inside of brackets. Always place the initials of the event organizer first, followed by all other media team participants.

Course, Program or Group:
This is usually the course you are creating the content for, such as HWM315. Sometimes it will just be for a whole program, or for another group.

Content Type or Count:
Describe the type of media you will be recording, such as “Course Introduction” or “Student Story”. If you are recording a series of different types of content, just indicate how many you are recording. For instance, “5 Recordings” or “6 Videos”. In either case, you will be describing things in more detail in the body/notes of the event!

For Cases of Multiple Programs, Courses or Groups:
If you are scheduling an event that will involve production for two or more programs, courses or groups you will need to include the Course, Program or Group and Content Type or Count for each. Place a Plus Symbol (+) between; for example: HWM315 (Course Intro) + UW Help (2 Interviews).


  • 🎥 [KJ, NM] SMGT460 (Course Introduction)
  • 🎥 [IS, PW, MN] UW-Help (5 Videos)
  • 🎥 [PW, NM, KJ, JC] MSMGT 784 (4 videos) + HIMT (Student Story)
  • 🔊 [JN, BB] UW-Help (PSA Recordings)
  • 🎥 [PW, JN, MW] HWM Symposium (5 Recordings)
Event Location:
The city, company, and/or campus you are traveling to.


  • UW-Green Bay
  • Memorial Union
  • Minneapolis, MN
  • American Family, Madison
  • University of Oxford
Show As:
This indicates the participants availability to anyone looking at that participants calendar. Select Out of Office for trips… outside of the office. Otherwise select Busy for other shoots around the office and in the studio.
Event Notes/Body:
Describe the event. Include the following when appropriate:

  • Agenda – Either attached or in text
  • Location Information – Address, Building, Room, etc
  • Participants – Faculty, on camera talent, Marketing members, etc
  • Contact Information – For the faculty, talent, etc
  • What is being recorded – Introductions, Audio Recordings, Virtual Tours, etc
  • Equipment Needs – Important when two shoots occur on the same day
  • Other Logistical Info – Parking Information, Special Considerations, etc
Invite all of the media team members attending the production event, including yourself. Sometimes this will include people from Marketing and Instructional Design.


This calendar is where we list all of our leave, appointments, non-production work travel and birthdays.

Calendar Name:
Calendar Address:
Full Read/Write for all Media Team members.
Event Title:
Emoji First Name: Event Descriptor

An emoji icon that indicates the type of event.

📅 Appointment, 🏠 Working From Home, 🌞 Planned Vacations,
🎪 Conferences/Events, 🍰 Birthdays

First Name:
Just your first name. If share a name with a team member, include your last initial.

Event Descriptor:
Describe the event. Such as “Vacation”, “Personal Day”, “Working from Home”, Appointment, etc


  • 📅 Bryan: Appointment
  • 🌞 Erin: Vacation
  • 😬 Jeremy: Dentist
  • 🎪 Marla: Design Madison
  • 🏠 Lauren: Working From Home
  • 🍰 Ethan’s Birthday
  • 🎪 Nick: Wedding
Event Location:
The location of the event. This is only required for work related Conferences and Events. It is optional for all other types.

  • Memorial Union
  • CONvergence
  • Downtown
  • Seattle, WA
Show As:
Not strictly needed for this Calendar. See Invitees below for details.

Where appropriate, you can invite yourself to this event to place the event on your personal calendar. Alternatively, you can instead manually create a duplicate event on your personal calendar.

In either case, be sure to set the event to Out of Office so non-Media Team members see you are not available when scheduling with you.

Accessing Shared Calendars

The process to access a shared calendar depends on the Exchange client you are using. Below are the basic steps for a few common clients. It may be possible to adapt these steps to other Exchange clients and calendar apps.

Outlook Mac

  1. Click the Open Shared Calendar button.
  2. Type in the name of the person or calendar you wish to access.

Mac OS X Calendar

  1. From Calendar’s Calendar menu, select Preferences.
  2. In the dialog box that opens, click Accounts.
  3. In the Accounts dialog box, click on your own Exchange account in the list on the left. (It may be the only account listed. That’s okay.)
  4. Click the Delegation tab.
  5. Under Accounts I can access, click the plus sign.
  6. Type all or part of the NetID or name of the person, resource, or group account whose calendar you want to access. Calendar will display a list of probable matches.
  7. Click on the correct match. Calendar will display the level of access you have for that account.
  8. Click to put a check in the Show column.
  9. Close the Accounts dialog box.
  10. The account you just added will appear under Delegates in the left pane of Calendar’s main window.

Adapted from

Adding Events to a Shared Calendar

If you have permission to add events to a shared calendar, you can add new events to it just like how you would add event’s to your own. This differers from room requests/reservations. For room requests you invite the room to a meeting, and it either accepts the invite, or declines it. When working with a calendar you have full access to, you can create events directly on the calendar.

Adding Emoji Labels to Calendar Events

We use Emoji as simple labels at the beginning of calendar events to help differentiate event types. You can easily apply these by copying and pasting the emoji directly from this page, or by using the Character Viewer on Mac OS X. The shortcut to bring up the Character Viewer is command+control+spacebar.

Published on July 15, 2015 at 1:29:14 pm CDT. Last modified on June 06, 2018 at 2:43:07 pm CDT.