To be set up as Calendar user: In order to schedule time, you must be set up as a user in the calendar software.

1. Send an e-mail to either Becky Lee (rlee@) or Genevieve Phillips (GPhillips@).
2. Include your full name and the username and password that you would like to use to log into the calendar site.
3. List the Facility microscopes on which you have been trained. You will have scheduling access to only those calendars.

1. Find an available time
• By default, the calendar displays an entire month. You may view a different time format by selecting from the tabbed options at the upper-left (Day, Week, 2week,…)
• View the calendar of interest (choosing from the pull-down list in the upper right hand corner of the window). Find an available time and date; note it/remember it. Make sure that it doesn’t conflict with time already scheduled by someone else.
   
  2. Login to the calendars
• Select admin from the menu line, upper right area of calendar page.
• Enter your user name and password and select Login.
  
  3. Schedule your time (event)
• Select Manage Events from the list that appears. A small Manage Events screen appears.
• Select the calendar on which you wish to schedule time from the pull-down menu in the Add Event section. Select Process.
• The Event Information and Event Description window appears. Fill in only the following information:

  Title: enter your name
  Event Description(big blank box): enter your phone number
  Event date:
  Start time:
  End time: Enter an ending time that is 5 min before the time you plan to finish. For example 1:00 – 2:55 instead of 1:00 – 3:00. This will avoid overlap conflicts with a subsequent user.
  Select Process to submit your schedule request.

• Read the confirmation message in the next screen that appears . If the time you have tried to schedule conflicts with an already scheduled time, you will be informed .

4. Send yourself an e-mail reminder:
• Select Manage Events. The small Manage Events screen appears. Listed are all events you have scheduled in the current month.
• Find the event that you just scheduled and click on the Title line (your name).
• A window opens listing details of the event – the microscope, the date, time, etc. Select the Set a reminder for this event. Follow the instructions to send yourself up to 3 e-mail reminders. It is highly recommended that you send yourself at least one reminder, 1 or 2 days prior to your scheduled time.
  
  5. Delete time that you’ve scheduled
• Open the Manage Events window (if you are viewing the calendars, you get to Manage Events by selecting either post event or admin from the menu line).
• Find the time/event that you wish to delete and select Delete from the options at the right.
• Select Process.
  
  6. Logout
• Select logout, either on the menu line, or from the Manage Events list. Logging out will send you back to the calendar program in viewing mode only. You will be unable to schedule time until you Login again.
• If you do not logout prior to exiting the calendar program, you will still be logged into the program when you return to it from the same computer. This should not be a problem unless there are multiple users who schedule time from the same computer.
• If you are scheduling your time from one of the Facility computers, it is essential that you logout before leaving the calendar program.
  
  7. Additional Information
• As of 11-7-05, the Calendar software will no longer allow users to schedule overlapping events. Please enter ending times that are 5 minutes earlier than the time you intend to finish and read the confirmation message that appears after you hit Process when you schedule an event. The message will indicate if there has been a conflict with the time you attempted to schedule.
• When you are in the Manage Events section of the Calendar, you can go back to the scheduling calendars by selecting Return to calendar in the upper left-hand region of the window.
• This is a generic calendar program and has many features that aren’t needed for scheduling time for the Microscopy Facility. Please do not enter any more information than is requested here.
• Subscribing to a calendar If you subscribe to a calendar, you will receive an e-mail each time there is an event added to that calendar by anyone. At this time, I would not recommend subscribing to any of the calendars. The next version of the calendar software is supposed to include the deletion of events as triggers for sending e-mails to calendar subscribers. This feature will be useful if you are trying to find available time on a fully-booked instrument, but won’t be available until 2006.