ConnectCalendaring & Scheduling

Jamie SonsiniOIST-CI

May 2013

Today’s Presentation

• Discussion – Demonstration - Questions

• We Don’t Know Everything (Yet )

• Please Save Questions for the End

Differences: What’s A Calendar?

VS

Oracle Calendar Office 365 Calendars

Differences: The Process

Invitation

AcceptInvitation

AcceptInvitation

Reply

Reply

Invitation

Update

Update

Differences: Invitation Options

• Set & Conveyed by OrganizerDate-Time or All-Day-EventLocationSubjectPrivateReminderShow Time As (Free, Tentative, Busy, Away)Attachments

• Not ConveyedImportanceCategories

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

More Best Practices

• Repeating MeetingsCalculable SeriesExceptions Allowed – But not TOO many!Use an End Date

• DelegatesMinimize Number of DelegatesOnly 1 Person to Process Meeting RequestsOwner & Delegate – Use the Same Application

Calendar Migration

• All–In UsersAutomatically Migrate Oracle Calendar Data

• Calendar-Only UsersOpt in Process to Migrate Oracle Calendar DataAssigned @ucsb.edu Email Address

• Resources Naming Convention: DeptID-Type-Identifier• ISC-ROOM-SAASB4101WW@ucsb.edu• ISC-VACATION-OSG@ucsb.edu

DeptID = UCSB Subdomain

What is Migrated*?

• Calendar Data & TasksTitle, 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

Repeating MeetingsPre Migration

ExceptionsPre MigrationNo Exceptions

Post MigrationExceptions

Individual Meetings

Individual Meetings

Post MigrationNo Exceptions

IndividualMeetings Pre

MigrationRepeating Post

Migration

RepeatingMeeting

Terminology - MeetingsOracle Calendar Server Item Resulting Outlook or Office 365 Item Meeting Appointment Access Level Sensitivity Additional Date No equivalent in Outlook Attachment Attachment Conflicts Caution Message Date Start Time Description Message Body Duration & End Time End Time Frequency Recurrence Pattern Importance Level Importance Includes Sat. Sun. Holidays Mapped as part of recurrence pattern. Location Location People/Resources Attendees. Reminders On/Off Reminder Start and End Dates (Recurring) Appointment Time Start Time Start Time Tasks for User Tasks Reply: I will attend Response: Accepted Show time as: Busy Reply: I will not attend Response: Declined Show time as: Free Reply: I will confirm later Response: Tentative Show time as: Tentative Reply: I will attend; I will prefer another time Response: Tentative Show time as: Tentative Reply: I will not attend; I will prefer another time Response: Declined Show time as: Free Title Subject Option/Tentative No equivalent in Outlook

Terminology - Day Events & Daily Notes

Oracle Calendar Server Item Resulting Outlook or Office 365 Item Day Event / Daily Note Appointment, All day event Access Level Sensitivity Additional Date No equivalent in Outlook Date Start Time Frequency Recurrence Pattern Includes Sat. Sun. Holidays Mapped as part of recurrence pattern. People/Resources Attendees. Reminders On/Off Reminder Start and End Dates (Recurring) Appointment Time Title Subject

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!!

Demonstration

Some Thoughts About Clients…

• Outlook (Windows or Macintosh)

• Outlook Web App (OWA)

• Macintosh Calendar

• Thunderbird with EWS & Lightning

Questions

So….when’s this happening?