Organizational Development - old version: Master Calendar

Library Master Calendar

The OD unit would like to announce that we have updated the Outlook Library Master Calendar (formerly known as the “Library Admin Office”, which LOSDC had populated before with information).  The renamed and freshened up version will be updated with happenings going on within the Libraries. This calendar will help Faculty and Staff keep track of events such as All Staff, Division-wide or larger meetings, webinars, workshops, and much more. 

The libraries' current master calendar, Library Master Calendar, is an Outlook shared calendar. Instructions for using this calendar can be found at the following links:

If you have something you’d like to display on the Library Master Calendar, please send the details of your event to Leah Nelson.

HOW TO create an "add to Outlook" link -- for "client version"

 

Thanks to Jen Church-Duran & Mike Broadwell for determining how to save an Outlook Calendar entry that can be shared with others to easily add to their personal calendars (without a meeting invitation.)

 

STEPS

Step 1: Schedule an Outlook Appointment 

You can create the appointment on your own Outlook calendar, on a shared calendar (e.g. if you are reserving a room in Outlook), or on an extra calendar in your Calendar folder.

Step 2: Save as an .ICS File (or a .VCS file) 

Once you have created an appointment, you will need to save it as an iCalendar (.ICS) for a Mac or a vCalendar (.VCS) file for a PC. In the Outlook calendar, open the appointment

  1. In the appointment dialog box, from the OFFICE button, select Save As
  2. The Save As dialog box appears.
  3. Using the Save in pull-down menu, navigate to and select the desired location
  4. In the File name text box, type the desired filename

6.      Verify that the Save as type is iCalendar Format (*.ics) or vCalendar Format (*.vcs)

7.      Click SAVE

These are nothing more than files that users will be opening. If you are advertising an event to the entire campus, you will need to save the file where it is publicly available (e.g., in a folder on your website). If you are advertising an event to your department only, you could save it in a folder on your department’s shared drive or attach it to the informational email.

 

Step 3: Post or send

Now you can do several things with this file.  You can attach it to an email notice of the event.  Interested people can simply click on the file and add it to their calendars.

1.     In the email, click Attach file.

2.     Browse to the saved Outlook calendar file.

3.     Click Insert.

4.     Send email.

Or you can post it as a hyperlink to the file location in an email or webpage.   When individuals click on the link you created – it will open up a dialog box that will allow them to add it to their calendar automatically.

1.     Click on the following link: https://documents.ku.edu/users2/mikebr/OUTLOOK

2.     Click on Open Web view

3.     Click on the “Upload” icon, upper right side

4.     Drag your saved (.ICS) file to the window (or Browse to find it).

5.     Click Submit to upload, Once done you will see the file in the window

6.     Right click and select “Copy full URL”

7.     Paste the link for usage in your emails or web pages.


Test Calendar

 

A product the group has been testing is the hosted program Sched* as a sandbox.   Note test is accessible through a private link and is FOR INTERNAL USE ONLY.   This website has internal only content  which is not harvested by search engine crawlers. Please do not share this link outside KU Libraries' Staff.

Content from this hosted sight has been exported to Outlook and then loaded to the LOSDC webpages as a static master calendar, you can sign in to view this at http://lib.ku.edu/staff/LOSDC/calendar/.

 

4 Week Analysis of KULIB-L Calendar-able Events

Week # of Messages sent to kulib-l

# of NON- Calendar-able Messages

# of
Calendar-able Messages

% of Messages with at least one
Calendar-able Event

 

# of
Calendar-able Items in all kulib-l messages
3/28-4/1 34 12 22 64.71% 28
4/4-4/8 21 8 13 61.90% 19
4/11-4/17 26 2 24 92.31% 29
4/18-4/22 22 9 13 59.09% 18
4 Week Totals 103 31 72 69.90% 94

Current Calendar Options for meeting rooms

This information can be found on the libraries intranet, under Administration > Resources or directly at http://www.lib.ku.edu/staff/docs/library_calendarrooms.xlsx 

Examples of Library Master Calendars avialable on internet to view

Lars Leon

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Lars Leon
Contact:
210 Watson Library

Lawrence, KS 66045

Voice: 785.864.3073

Fax: 785.864.3855