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Erik Hornberger2011 Leader’s Workshop

Calendaring: Why?• Aids in time and commitment

management

• Helps Collab, Groups, and projects stay on the same page

• Makes planning meetings possible

• Prevents important dates and events from being forgotten

• Provides at-a-glance info

Creating Calendar Events

1. Switch from mail to calendar

2. Double Click to Create a new event

WARNING:ONLY THE DEFAULT CALENDAR CAN BE

BUSY SEARCHED

THIS MEANS YOU MUST PUT ALL YOUR EVENTS ON THE DEFAULT CALENDAR

ONLY THE DEFAULT CALENDAR CAN BE BUSY SEARCHED

THIS MEANS YOU MUST PUT ALL YOUR EVENTS ON THE DEFAULT CALENDAR

Creating Calendar Events

•For recurring events (classes, chapel, Monday night meetings) use the Recurring buttonRecurring button

Don’t forget to mark

events as “Busy”!“Busy”!

Don’t forget to mark

events as “Busy”!“Busy”!

You may also set a categorycategory.

RemindersReminders are set by default. Remember to turn them off if

you don’t want them!

Creating Calendar Events:Recurring Events

• This year Fall classes start on August 30th and end on December 9th

Enter your class schedule now(use your personal accounts)

Sharing Calendars

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

Sharing Calendars

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

Sharing Calendars

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

Sharing Calendars

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

Note when sharing calendars:

•You can only give viewing permissions on your default “calendar”.

•You can allow editing privileges on secondary calendars

• keep in mind secondary calendars cannot be busy searched

Note when sharing calendars:

•You can only give viewing permissions on your default “calendar”.

•You can allow editing privileges on secondary calendars

• keep in mind secondary calendars cannot be busy searched

Sharing Calendars

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account

1. Go to Calendars

2. Click Share

3. Choose recipients

4. Open the calendar on your other account**You’ll get an

email with a link

Delegate (Proxy) Access

• Allows you to get to Collaboratory account email without logging in and out

Proxy AccessYou’re probably going to want this

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

Proxy AccessYou’re probably going to want this

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

Proxy AccessYou’re probably going to want this

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

Proxy AccessYou’re probably going to want this

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

1. Click your name

2. Open Other Mailbox

3. Enter Email Address

4. Click “Open”

The Scheduling Assistant

• Allows you to see everybody’s schedule’s combined

• Useful for planning meetings, events, work times, and LCMs

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

When you choose a meeting time from the list:

1.These bars appear to show you where your meeting will go

2.Start and End automatically gain hour parameters

• Before it was just days

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

Scheduling Assistant

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

1. Create a new event, choose Scheduling Assistant

2. Add attendees

3. Choose each attendee to be “required” or “optional”

4. Set start, end, and duration

5. Review possible meeting times

6. Choose desired time

7. Return to “Appointment”

• Event details are automatically filled in

• Finish creating the event

TasksYou may find tasks helpful for keeping track of…tasks

If you plan to use tasks outside of Collab, you’ll want to do this on your personal account

You can create folders or organize tasks by category

Using Tasks:It’s really easy

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

Using Tasks:It’s really easy

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

Using Tasks:It’s really easy

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

Using Tasks:It’s really easy

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

1. Choose Tasks

2. New task

3. Set due date

4. Other parameters

Create a task now:Due Date: September 19th

Due Date: Sep. 19th 7 day reminder

Task:Invite members to and get RSVP’s for the Sep 24th prayer breakfast

Useful Mail Features

• E-mailing your entire group all at once

• Requesting RSVP’s

Creating Groups:It will save you a lot of time later

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

Creating Groups:It will save you a lot of time later

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

1. Contacts

2. New Group

3. Add members

4. Save

5. Send• The previous group leader may

have already created a group. In this case, you’ll need to edit it to make it current.

Creating Groups:It will save you a lot of time later

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

Creating Groups:It will save you a lot of time later

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

Creating Groups:It will save you a lot of time later

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

1. Contacts

2. New Group

3. Add members

4. Save

5. Send

Requesting RSVP’s:useful for gathering info for MAP

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

Requesting RSVP’s:useful for gathering info for MAP

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

Requesting RSVP’s:useful for gathering info for MAP

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

Requesting RSVP’s:useful for gathering info for MAP

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

1. Create new appointment for group

2. Check Request RSVP box

3. Choose a reminder

4. Choose priority

Questions?

The end

Share your calendars

• Log in with your personal account and give viewing privileges to your collab account.

Setting Up Text Message Alarms

follow along if you want them

1. Options(See All Options)

2. Settings

3. Calendar

1. Options(See All Options)

2. Settings

3. Calendar

1. Options(See All Options)

2. Settings

3. Calendar

1. Options(See All Options)

2. Settings

3. Calendar

Setting Up Text Message Alarms

follow along if you want them

1. Options(See All Options)

2. Settings

3. Calendar

1. Options(See All Options)

2. Settings

3. Calendar **You’ll have to go through a text message setup process to use text alarms

Setting Up Text Message Alarms

follow along if you want them