Calendar Options

Useful links:

Calendars can be great for scheduling, notifying, and organizing. But not all calendars are the same and people can use the same calendar very differently. Below is a list of different types of calendars and some uses to better clarify your options.  The options have been broken out into two groups, a sampling of options available outside the Office 365 environment and the options available within Office 365.

Outside the Office 365 environment:

While staying inside the Office 365 environment can be handy, sometimes that’s not the best solution to your particular issue. Some calendaring solutions can be more flexible or specialized than the calendar options in Office 365. While you would be giving up the integration you could be gaining a great deal from a third party calendar.

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Trumba Event Calendar

UW: https://itconnect.uw.edu/connect/uw-event-calendar/
UWB: http://www.uwb.edu/website/calendar

Trumba is a calendaring system for all campus public events and departmental calendars (including academic, schools, colleges, and other groups). Meant for public posting of events, it is versatile and can be embedded into your webpage.

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Google Calendar

https://apps.google.com/learning-center/products/calendar/#/list

Google Calendar has many useful features, if you often work within the google app environment this can be a handy integration. If you mostly work within Office 365 there will be some integrations features you are giving up compared to Office 365 calendars, but sometimes the Google Calendar features are well worth it..

Other 3rd party applications

While there may be a cost ( from "free" all the way to “expensive” ) A 3rd party application could be useful in more than a calendaring capacity.  There are some software solutions that have been created to specifically address certain scheduling needs. Some examples of scheduling software used on campus are:
 

  • Student Schedules: The UWB IT helpdesk uses WhenToWork ( http://whentowork.com/ ) to schedule student staff. The application is web based and it comes with an accompanying mobile app. It has the ability to View work schedules, Enter work time preferences, Trade & pick up shifts, etc.

  • Counseling Appointments: Titanium Schedule ( http://www.titaniumschedule.com/Main/ ) is an electronic medical records (EMR) system designed specifically for university and college counseling centers.

  • Advising Centers: Writing Center Online ( https://mywconline.com/ ) an online solution for writing, academic support, testing and advising centers.

 

Within the Office 365 environment:

A note about working with calendars in Office 365: Stop directly editing calendars outside your own.

Microsoft calendars operate mostly by email invites, you invite others to an event you create on your personal calendar, and you notify those attendees via email updates you send when you edit the event on your personal calendar. This is much different than how UW Bothell has operated in the past with people directly editing calendars, and can take a bit to get used to. There are of course exceptions like when an event is orphaned and needs to be deleted. But for the most part managing your appointments on your calendar and sending

Default Calendar

The default calendar on your Office 365 account is the default location for your appointment invites. It’s important to point out this calendar is the main one you use every day and is different than most of the other calendars below.

Secondary Calendars

Secondary calendars are the additional calendars that you can create in the calendar view in  Office 365. These calendars are great for organizing your appointments and sharing those appointments with people. BUT we have found that they are unreliable when used collaboratively. We would advise against trying to add other editors to your secondary calendars.

icon-joint-member.pngShared NetID

( https://itconnect.uw.edu/security/uw-netids/about-uw-netids/shared-uw-netids/ ) - If you want to create a calendar for only a small group of people or department, we reccoment a shared NetID that has been Office 365 enabled. UWB IT can request the Shared NetID to be enabled in Office 365 ( and get it's own inbox and calendar just like a person ). Tip: Only use the NetID's primary calendar for collaboration. The issue mentioned above about Secondary calendars holds true for Shared NetID’s Secondary Calendars as well.

Request Shared NetID

Resource calendar

Good for scheduling a resource ( be it physical or conceptual ) that a large group of people share, this option is a bit more complicated to setup and maintain. The Resource Calendars by default will auto-accept every appointment it is invited to, provided the time on its calendar is free. This automation can be very handy when a large number of people are requesting a resource, and is the main difference between a Resource Calendar and a Shared NetID Calendar. The behavior of Resource calendars can be customized to a certain extent. For instance you can limit the scheduling of a Resource Calendar to a group of NetIDs, that are either automatically accepted or require approval.

The resource calendar will be listed in the resource calendar page where users will communicate with listed contacts or editors about the calendars:List of Resource Calendars - http://www.uwb.edu/it/service-catalog/email-and-calendaring/roomreservations-and-vacationcalendars

Request a Resource Calendar - send an email to uwbit@uw.edu with the subjet "Requesting a Resource Calendar"

The different types of Resource Calendars:

 

Room Resources ( Room Calendar is the calendar of a Room Resource) are profiles associated with physical locations like conference rooms or sports fields. You can schedule a room by including it in your appointment.

Schedule Resource. Schedule Resources are often used for Vacation Calendars, but can also be used for front desk schedules or other communal calendar that is not necessarily a physical location.

Asset Resources can be used to schedule items. UWB IT has not provisioned assets from UW IT in Seattle. But you can!  if you need help creating an Asset Resource contact us at uwbit@uw.edu.


Permissions to Resource Calendars

A list of existing calendars and their editors can be found under "What Resource Calendars are in Office 365?". If you feel you need permissions to an existing calendar, send an email to the contact listed or an editor.

How Permissions work

Two  NetID groups are attached to each Resource Calendar. One for editors and one for the optional case of limiting the calendar to a set of authorised people able to make appointments. People can be added to the groups by using the NetID group website https://groups.uw.edu/,

What does this mean for you? Not much, the only case where you have to think about it is if you are going to be an Editor and need to add someone as a user or another editor to a calendar.  If you are looking to request a calendar but don't feel comfortable adding users to the groups using this interface, using a Shared NetID Calendar may be easier than a Resource Calendar.

Adding users to a group:

The usergroup described here may or may not be active on a calendar, conference room calendars tend to be open to all requests, it is only when a calendar is limited to a select group that you would need to add users to the group.

  1. Go to https://groups.uw.edu/
  2. Find the group either by clicking "My Groups" or "Find Groups"
    • The group ID usually has a room number or part of the calendar name
    • and will start with " uw_bothell_o365_rcal_XXX" where XXX is the group name.
    • Editors will be in the group with "_admin" at the end.
    • Restricted use calendars ( optional ) will have just the name.
  3. Once you find the group go to the "membership" sectionadd-NetIDGroup.PNG
    • To add members add the NetID of the user(s) to "Add members" and click "Do it"
    • To remove members add the NetID of the user(s) to "Remove members" and click "Do it"

If you so not see the "membership" section while looking at the group, Please see contact info for the calendar and request permission to be an editor.

Adding Editors to a group:

  1. Follow the above instructions, only append "_admin" to the group name example: uw_bothell_o365_rcal_uwx-xxx_admin
  2. this is the Editor group, if you are a memebership manager of the Editor group you can add and remove other editors.

If you do not have "Membership Management" rights to a calendar you think you should, send an email to uwbit@uw.edu and request you be a "Membership Manager" for that calendar to be able to add Editors.