Connect Calendaring & Scheduling Jamie Sonsini OIST-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 Accept Invitation Accept Invitation Reply Invitation Update

Differences: Invitation Options Set & Conveyed by Organizer Date-Time or All-Day-Event Location Subject Private Reminder Show Time As (Free, Tentative, Busy, Away) Attachments Not Conveyed Importance Categories

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 Meetings Calculable Series Exceptions Allowed – But not TOO many! Use an End Date Delegates Minimize Number of Delegates Only 1 Person to Process Meeting Requests Owner & Delegate – Use the Same Application

Calendar Migration All–In Users Automatically Migrate Oracle Calendar Data Calendar-Only Users Opt in Process to Migrate Oracle Calendar Data Address Resources Naming Convention: DeptID-Type-Identifier DeptID = UCSB Subdomain

What is Migrated*? Calendar Data & Tasks Title, 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 Meetings Pre Migration Exceptions Pre Migration No Exceptions Post Migration Exceptions Individual Meetings Post Migration No Exceptions Individual Meetings Pre Migration Repeating Post Migration Repeating Meeting

Terminology - Meetings Oracle Calendar Server ItemResulting Outlook or Office 365 Item MeetingAppointment Access LevelSensitivity Additional DateNo equivalent in Outlook Attachment ConflictsCaution Message DateStart Time DescriptionMessage Body Duration & End TimeEnd Time FrequencyRecurrence Pattern Importance LevelImportance Includes Sat. Sun. HolidaysMapped as part of recurrence pattern. Location People/ResourcesAttendees. Reminders On/OffReminder Start and End Dates (Recurring)Appointment Time Start Time Tasks for UserTasks Reply: I will attendResponse: Accepted Show time as: Busy Reply: I will not attendResponse: Declined Show time as: Free Reply: I will confirm laterResponse: Tentative Show time as: Tentative Reply: I will attend; I will prefer another timeResponse: Tentative Show time as: Tentative Reply: I will not attend; I will prefer another timeResponse: Declined Show time as: Free TitleSubject Option/TentativeNo equivalent in Outlook

Terminology - Day Events & Daily Notes Oracle Calendar Server ItemResulting Outlook or Office 365 Item Day Event / Daily NoteAppointment, All day event Access LevelSensitivity Additional DateNo equivalent in Outlook DateStart Time FrequencyRecurrence Pattern Includes Sat. Sun. HolidaysMapped as part of recurrence pattern. People/ResourcesAttendees. Reminders On/OffReminder Start and End Dates (Recurring)Appointment Time TitleSubject

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?