meeting maker best practices - northwestern university · meeting maker best practices •...
TRANSCRIPT
![Page 1: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/1.jpg)
Meeting Maker Best Practices
Chris JohnsonTechnical Support Specialist
![Page 2: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/2.jpg)
AgendaMeeting Maker Best Practices
• Solutions for Common Challenges• The Best Source for Help• How to Change the Look and Feel• Creating Activities• Managing Invitees and Proxies• Questions
![Page 3: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/3.jpg)
Solutions for Common Challenges
• “I can’t see my most up-to-date calendar when I use Meeting Maker from off campus.”
• Log into VPN before starting Meeting Maker, this creates a secure connection
• Use the MM Web client at https://meetingmaker.northwestern.edu/mmwebclient/
Challenge:
Solution:
![Page 4: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/4.jpg)
Solutions for Common Challenges• “Why am I experiencing…
– inability to print my calendar and events correctly?”
– a reset of the format changes I’ve made?”– regular crashes of the program?”– timeouts with the Web client?”
• The Meeting Maker vendor released a fix for many of these bugs, version 8.5.3b171
• Available on the NUIT Web sitehttp://www.it.northwestern.edu/software/staff/dept/meetingmaker/
Challenge:
Solution:
![Page 5: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/5.jpg)
Solutions for Common Challenges
• “This version seems to open and close more slowly than the previous version.”
• Your patience is required on this one! • The Meeting Maker vendor is aware of the
issue and tells NUIT that every new version of MM will indeed be slower than you are used to
Challenge:
Solution:
![Page 6: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/6.jpg)
AgendaMeeting Maker Best Practices
• Solutions for Common Challenges• The Best Source for Help• How to Change the Look and Feel• Creating Activities• Managing Invitees and Proxies• Questions
![Page 7: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/7.jpg)
Get Familiar with Meeting Maker Help
Provides step-by-step instructions
Easy to search for topic of interest with Web interface
Find it in the Help Menu, select Contents
Or, go to http://connect.peoplecube.com/support/
![Page 8: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/8.jpg)
For Technical Problems, Call 1-HELP
• The NUIT Support Center can assist you
with Meeting Maker technical problems
• Call 847-491- HELP (4357)
• E-mail [email protected]
![Page 9: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/9.jpg)
AgendaMeeting Maker Best Practices
• Solutions for Common Challenges• The Best Source for Help• How to Change the Look and Feel• Creating Activities• Managing Invitees and Proxies• Questions
![Page 10: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/10.jpg)
First, Some Common Terms
Monthly Navigator
Task Bar
Banner Area
Calendar / Daily View
Proposal Window
![Page 11: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/11.jpg)
Maximize Space for the Calendar
Resize the Task Bar
Just click and drag
Icons remain for easy navigation
![Page 12: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/12.jpg)
Change the Date Viewed with Monthly Navigator
Jump to the month or day you want to see in Calendar View
Click directly on the date in the Monthly Navigator
Use the arrows to change months or years
![Page 13: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/13.jpg)
Change Calendar Views
Try selecting each of the Calendar View options
View as Text is shown here
Notice how the Monthly Navigator tracks the dates that are viewed
![Page 14: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/14.jpg)
Change to Classic View and Change Fonts
Go to Menu / Edit
Select View Options
Check Classic View
Select Font style
Select Font size
![Page 15: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/15.jpg)
Change Calendar Colors
Customize colors to change the look of your calendar
Go to:- Edit menu- Preferences- Colors tab- Click on area to change
![Page 16: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/16.jpg)
Change Activity Colors
Label activities with color coding to scan calendar more easily
- Click on activity- Select Label - Select Color
![Page 17: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/17.jpg)
Adjust Proposals Window
Change the size of your Proposals Window so it fits on the screen with your calendar
To resize:- Hold your mouse over the blue edge of the Window
- Click and drag to desired size
![Page 18: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/18.jpg)
AgendaMeeting Maker Best Practices
• Solutions for Common Challenges• The Best Source for Help• How to Change the Look and Feel• Creating Activities• Managing Invitees and Proxies• Questions
![Page 19: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/19.jpg)
Use One of Three Ways to Create an Event
To create an event:
• Go to File, then New Activity/Meeting
• Click Task Bar for Create Activity/Meeting
• Click and drag directly on calendar day/time
![Page 20: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/20.jpg)
Meeting Dialogue Box Provides Features for Customizing
• Is event recurring? Choose under Details tab
• Is event Flexible? If so, click box under Options tab
• Event will not show up as busy on others’ view
• Will indicate a small unlock icon on calendar
• Meeting proposals cannot be flexible
![Page 21: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/21.jpg)
Meeting Dialogue Box Provides Features for Customizing
Is an event just for you?
Keep event details hidden from those who see your shared calendar
• Click Private under Options tab
• Will indicate a small key icon on calendar
![Page 22: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/22.jpg)
Invite Guests Easily• Under Guests tab, select
Edit List
• Search by last name
• Blue bar moves fora meeting time
• Use Autopick to jump to a time that is OK for everyone
![Page 23: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/23.jpg)
Banners Have No Associated TimeUse for vacation time, deadlines, birthdays, or other reminders
Can be recurring
Cannot include guests
Are flexible by default, but can be made inflexible
Use daily recurring banners to synch with Palm devices
![Page 24: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/24.jpg)
Easily Move the Date & Time
If you created the activity, you can move or copy
To move, click activity and drag to desired area
To copy and move, click activity and hold <CTRL>, drag to desired area
This feature does not apply to Month View
![Page 25: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/25.jpg)
See Proposals in Calendar or Proposal Window
Proposals you receive will be “penciled in” on your calendar
Proposal window will pop up when you get a new one
Or, keep proposal window always open and adjust to fit on screen with calendar
![Page 26: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/26.jpg)
Manage Your Proposals in the Proposal Window
View all recent proposals in the Proposal Window
See more details with the arrow toggle and +/- More button
To delete proposal:- Right click on proposal text- Select Delete Invitation
Deleting Proposal DOES NOT delete the meeting from the calendar
![Page 27: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/27.jpg)
Note if Meeting Invitees Have Accepted
View acceptances for your own meetings in the proposal window
The meeting in Calendar View will also display the Decline icon
![Page 28: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/28.jpg)
AgendaMeeting Maker Best Practices
• Solutions for Common Challenges• The Best Source for Help• How to Change the Look and Feel• Creating Activities• Managing Invitees and Proxies• Questions
![Page 29: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/29.jpg)
Add Common Invitees to FavoritesTo create Favorites:• Search for invitee• Click Add to Favorites
button
To view Favorites:• Select Favorites from
drop down menu in Guests Tab
![Page 30: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/30.jpg)
Create Groups for Teams and Other Users Who Meet Frequently
To create: • Select Favorites from the
Edit menu• Click New Group• Enter the name of the
Group• The Group now appears
in your Favorites list, and you can add users to it
Groups can include resources and locations
![Page 31: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/31.jpg)
See a Group’s Availability with Group View
Any user can be added to a group and their availability will display
Unlike proxies, which require permission, Group View does not display meeting details
To access: • From Menu, select View / Group View• OR from Task Bar, Click View Group
![Page 32: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/32.jpg)
Proxy Functions Share a User’s Calendar Details
The Proxy function requires permission because it shares meeting details
To share your Calendar: • Go to Proxy on the Menu bar• Select Share Calendar• Select the user to share with• Click OK
![Page 33: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/33.jpg)
Use Proxy to Access Others’ Calendars View your available Proxies:
• On the Menu, go to Proxy• From the available list (if
any) select a proxy user and add to the Proxies Shown list
• Or, select More Proxies• Click OK • Return to the Proxy menu
to see the user added
![Page 34: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/34.jpg)
Show a Proxy Calendar and Your Calendar Side-by-Side
• Go to Proxy on the Menu bar
• Select Show in Calendar• Select a Proxy user• Click Add • This may be most easily
viewed in View as One Day mode
![Page 35: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/35.jpg)
Questions?
![Page 37: Meeting Maker Best Practices - Northwestern University · Meeting Maker Best Practices • Solutions for Common Challenges • The Best Source for Help • How to Change the Look](https://reader035.vdocument.in/reader035/viewer/2022070909/5f97e5dab624c77ee301d520/html5/thumbnails/37.jpg)
Join Us for an Upcoming Tech Talk:
Join Us for an Upcoming Tech Talk:
Evaluating and Selecting a Web Hosting Service for Personal Use
Friday, April 28, 2005Same locations, Noon – 1 p.m.
Please register online: www.it.northwestern.eduwww.it.northwestern.edu