Calendars are integral to getting things done at UW Extended Campus.
The shared team calendar should be used for productions (video, audio, photo, etc), training sessions, personal vacation or appointments, and furlough.
Access
In Outlook, click on the calendar icon in the lower left corner.
Click Open Shared Calendar
at the top of the application window.
The name of our shared team calendar isoel-mediaproduction. Type the name in, click the calendar, and click open
.
The calendar should now show up with your other calendars on the left side of the application window.
Scheduling and Use Guidelines
Once you have access to the shared team calendar you can now use it. Again, the shared team calendar should be used for productions (video, audio, photo, etc), training sessions, personal vacation or appointments, and furlough.
First, make sure you have the oel-mediaproduction calendar selected.
Click Meeting
at the top of the application window.
Make sure From:
is mediaproduction. Now fill in To:
, Subject:
, Location:
, and Description
.
A couple of important notes:
- If this is a virtual meeting make sure to specify which platform will be used and how to access the meeting.
- If this is a personal appointment or vacation, or furlough make sure to invite yourself and change
Show As
toOut of Office
so you others won’t schedule you during that time. In addition, send a seperate email your supervisor letting them know when you’ll be out of the office. - Make sure to include in the description who the invite is from, what the purpose of the event is, and an agenda.
- If this is a production make sure to specify the course, faculty, content, and any other helpful relevant information. If this is a production away from UWEX make sure to change
Show As
toOut of Office
so you others won’t schedule you during that time. - You can click
Scheduling
to view your invitee’s availaiblity. - Make sure to use the appliciable emoji in the
Subject
name. The emoji list is below.
Emojis:
Emojis icon that indicates the type of event
🎥 Video Shoot
📷 Photo Shoot
🔊 Audio Recording Session
💡 Training Session
📅 Appointment
🌞 Planned Vacations or furloughs
command+control+spacebar
🗓️ Personal Calendar
Your personal first.last@uwex
Outlook calendar should be used for all things outside of productions (video, audio, photo, etc), training sessions, personal vacation or appointments, and furlough. The process to schedule is the same and many of the use guidelines apply.
Your personal calendar is Calendar
in Outlook.
A couple of notes specifically for personal calendars:
- You do not need to use emojis.
- Your personal calendar should have all of your personal appointments or vacations, or fulough days. They should make it to your personal calendar by inviting yourself when you add it to the oel-mediaproduction shared calendar.
- Always double check
From:
to make sure you are sending the invite from the correct calendar account. Your personal calendar will befirst.last@uwex
. - Always make sure you calendar is up to date and accurately reflects your availability. This avoids accidentally being double booked and removes the need to inquire about your availability for a particulare date/time.
Published on July 15, 2015 at 1:29:14 pm CDT. Last modified on October 13, 2020 at 2:17:49 pm CDT.