1. Public Events Calendar – Reusing Your Data Carolyn Hoeschele Hellenic, Latin American, and Jewish Studies March 2003

2. Scenario  Existing calendar on departmental web site  Poster for semester calendar  Public Events Calendar on Princeton web  PWB Print edition announces some of the same events

3. Why keep own Web calendar  Style and identity  Complexity of Public Events Calendar  Semester’s worth of data  Show events of interest from other departments  Semester history

4. Goal Keep data in one location Data Data Public Events Calendar Public Events Calendar PWB PWB Poster Poster Web Calendar Web Calendar Access Database DBToolBox Word Mail Merge Web form Check box

5. How it Works – the database  Get standard Access database from WebEvent admins webevent@princeton.edu  Modify tables if needed  Make input form  Save on NTfileshare

6. How it Works –Web Calendar  Make new connection  Point it to Access database  Make queries (all events for one semester)  Make format to mimic web site  Publish the connection DBToolBox – selects data from an Access database and displays it on the Web

7. How it Works - Poster  Build template with head and bottom of poster  Build mail merge document (use catalog)  Do mail merge and copy event information into the template Word Mail Merge

8. How it Works –Public Events  Contact WebEvent admins to create Web page to use for updating  Based on DateAdded and/or DateUpdated, select events from Access to be added and updated

9. How it Works –PWB  In Access input form, check PWB box  When events are batch loaded into your WebEvent calendar,they are also submitted to the PWB Print Edition calendar.  Office of Communications exports them to PageMaker for print.

10. Enter New Calendar Data  Open Access Form and add new events  Click on PWB box  Update the Public Event Calendar through the bookmarked Web page  Open Word Mail Merge Document and Merge – then copy and paste into the calendar template (Or what your user does)

11. New Semester  Open Departmental Calendar, do save as  Fix small things, and save on web site  Access input form, update default values  Add in new calendar data  Use web form to post to Public Events Calendar  DBToolBox, upgrade semester name, query criteria, and archive pointer  Make poster using Word, MailMerge