Category Archives: Collaboration

Calendly for Scheduling Appointments


Table of Contents:

 

What is Calendly?

Calendly is an online calendar system that integrates with your personal calendar and other web conferencing tools to allow people to schedule appointment times with you on days/times that you set as available.

Although LITS does not have a site-wide license for Calendly, many on campus use it individually (free) or in teams (paid). If you would like to purchase a paid option (see below for pricing), you can do so with departmental funds.

 

Account Types & Setup

Creating an account (Click me!)
  1. Navigate to Calendly’s home page
  2. Enter your email address and click Sign Up
    CalendlySignUp

Note: If you enter your College email address, you can then choose to Log in with Office 365, which will allow you to use your College email and password instead of creating a separate set of credentials.
Log In with O365

 

Basic/Free

A Basic account in Calendly is free and enables one calendar connection for one user/email address. If you do not need more than one account to access your Calendly, then we recommend using this free option, as it includes many of Calendly’s main features, such as:

  • Calendar integration
    (supports O365, Oulook, iCloud, and Google Calendar)
  • One event type
    (i.e. 30-minute meeting or 60-minute meeting)
  • Personalized Calendly link
    (i.e. calendly.com/yourname)
  • Zoom and Teams integration

Paid/Premium/Pro

There are paid options if you need more than one person and one calendar to be set up for a department or a team:

  • Premium ($8/user/month): 2 calendars/users
  • Pro ($12/user/month): 6 calendars/users

The two paid options offer features such as unlimited event types (i.e. 30-minute meetings and 60-minute meetings), group events, and pooled availability of team members.


Read more about about account types on Calendly’s pricing page and Calendly for teams.

 

Integrations and Settings

Once you create your Calendly account, you can integrate it with your Outlook calendar to automatically sync your availability.

Note: You can also establish available Calendly times independent of your Outlook calendar (i.e. 12-2pm M/F), and Calendly will recognize these in addition to syncing with Outlook.
Linking your Outlook calendar (Click me!)
  1. Click on the Integrations tab in the top menu bar.
  2. Scroll to the bottom and click Calendar Connections.

    CalendarSetup

  3. Click Connect next to the Office 365 Calendar option.

Connect0365

Linking your Zoom account (Click me!)
  1. Click on the Integrations tab in the top menu bar.
  2. Click the icon for Zoom.
    ConnectZoom
  3. To authorize the connection, click the Connect Zoom button. Once you’ve done that, Zoom will appear as a location option in the event type that you create.
Creating an Event & Setting Availability (Click me!)
Once you have integrated your calendar and Zoom, if you would like, you can create an event type (i.e. 60-minute office hours) for others to schedule with you.
  1. On your Calendly home page, click the blue Create button, choose Event Type, and then fill in the details of your event. EventTypeEvent

2. In the Location field, you can choose how you would like to contact people. For example, you can have them leave a phone number or choose Zoom as your main mode of communication.
You can edit this later if you decide to switch the mode of communication.

EditLocation

3. Once you have edited the meeting details, you can then select “When can people book this event?” to set your availability times to accept meetings, which will also connect to availability from your Outlook calendar, if you chose to connect that. EventAvailability

4. The last part of setting up your event type is configuring certain options, such as adding questions you’d like to ask invitees, personalizing the notification emails invitees receive, and configuring your invitation confirmation.

 

Questions?

Check out Calendly’s Help Center for tutorials and common questions! If you have any additional questions or problems, don’t hesitate to reach out to the Help Desk!

Phone: 610-526-7440
Email: help@brynmawr.edu
Location: Canaday Library 1st Floor


Using Microsoft Teams

Teams is a college-supported platform for connecting synchronously with students and other staff members.

You do not need to request that a Team be created in order to use the Teams app for communication and collaboration with students and colleagues. Detailed documentation for teaching with Teams is available here: https://techdocs.blogs.brynmawr.edu/8297

Getting Started

Further Information

Please note:

  • Microsoft is currently transitioning Skype for Business functionality to Teams. Teams will fully replace Skype for Business on July 31, 2021.
  • There are specific reasons why community members can’t create Teams (Teams are created at the Systems level for our entire community). When someone creates a Team, they’re automatically creating an email address @brynmawr.edu. If anyone were able to create a team, and create any kind of email address, that would conflict with BMC policy.

Meetings and Web Conferences with Skype for Business

Skype for Business will be retired on July 31, 2021.

Skype for Business is a different product than consumer Skype.  It is built on a different platform and allows much larger meetings — up to 250 people.  Faculty and Staff members will automatically have call-in telephone numbers added to any scheduled Skype meetings.

You can use Skype from Office 365 on the Web (webmail.brynmawr.edu) for IM or scheduling meetings from your calendar.  For in-time meeting creation and full functionality, we recommend that you obtain the Skype for Business client — note: this is not the same as the consumer Skype client.  This is available for Windows, Mac, iOS, and Android.  For your College computer, you already have it.  Otherwise, download it from Software Center (contact the Help Desk if you need assistance).  You can get it directly from Microsoft for mobile devices and personal computers.  You are entitled to the licensed version.

You can invite anyone to a meeting, and they can attend without a client or login, right in their browser or by using the Skype Meetings app.

LITS is now recommending Skype for Business to replace previously used Adobe Connect, departmental/personal Skype, or Webex accounts.

Learn more:

Please note that Bryn Mawr does not have outbound calling enabled.  Also, if you need to do a broadcast for more than 250 people, please contact LITS well in advance of your event as an additional service is required.

Getting Started with Your First Meeting

The first step is to obtain the Skype for Business client — note: this is not the same as the consumer Skype client.  This is available for Windows, Mac, iOS, and Android.  For your College computer, you already have it.  Otherwise, download it from Software Center (PC instructions/Mac instructions — contact the Help Desk if you need assistance).  You can get it directly from Microsoft for mobile devices and personal computers.  You are entitled to the licensed version.

Once you have Skype for Business installed, open it and:

  1. Set up your audio options and make sure everything’s working
  2. Set up your video options and make sure everything’s working (if you want to share video during the meeting)
  3. You will actually create the meeting in Outlook:
    1. If you use the Desktop version, switch to the calendar and click the New Skype Meeting button.
    2. If you use Outlook Web Access (Webmail), switch to the calendar, click New Event and then Add Online Meeting (to the right of the room/location field)
    3. Select Skype Meeting
    4. Set the date and time as you would normally.
    5. Add yourself, any BMC colleagues, and/or outside parties here too if they’ll be part of the meeting.
    6. Outlook will automatically generate a “Join this Meeting” link and a dial-in number will be shared with your attendees in the description field of the event. (Please note that event generated from student accounts are Web-only and will not have a dial in option).
    7. The join URL and dial-in info in the event description can be copied and shared via other means of communication if certain users are unable to receive the event invite.
  4. You can open your meeting at any time by clicking the Join link in your meeting.
    1. There’s a nice overview of the icons and features at Learn about the Skype for Business meeting window.
    2. For details about how to do things during a meeting (record, chat, share files, share your screen, etc.), see Microsoft’s Meetings with Skype for Business documentation.

Since some of your attendees may be unfamiliar with web-conferencing, I recommend including links to these help pages in your meeting invite:

Join via computer

Call in to the meeting

 

Using OneDrive

OneDrive for Business is Office 365’s cloud storage platform, providing a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. You can even work on Office documents with others at the same time. This post provides an overview of commonly used functions to help you get started with OneDrive. When considering uploading files to OneDrive, please reference the Data Handling Policy to ensure the file is appropriate to store on OneDrive.

Below are instructions for uploading files to OneDrive for Business within Office 365. For uploading files from your desktop using the OneDrive Sync Client, see Syncing OneDrive With Your Computer. We’ve also included a quick syncing how-to in this OneDrive overview:


OneDrive Basics Video (mobile-friendly version)

The Basics

What is OneDrive for Business?

Uploading Files

Upload Documents to OneDrive for Business [VIDEO]

Log in to Office 365 and select the OneDrive app from the App Launcher.

1 - app launcher

Locate the file(s) or folder(s) you wish to upload to OneDrive. Select and drag the file(s) or folder(s) to the OneDrive app within your browser in the space where it says Drag files here to upload.

2 - drag here to upload
Upload by drag and drop

OR

From the OneDrive app, click the Upload button. Select the file(s) or folder(s) you wish to upload to OneDrive. Click Open.

3 - use upload button
Use the upload button

Creating & Using Folders

To create a folder in OneDrive, click on the New Button in the upper-left. Then click on Folder.

6 - creating folders

Name your folder and press Create.

7 - naming folders

Moving Files into Folders

Click on the target file(s) and drag them to the target folder.

8- drag files to folder

OR

Select files and choose a folder by clicking on the checkmark to the left of the file.

9 - choose a folder

A contextual menu will appear at the top of the page. Click on the Move to button.

10 - move to button

A menu will appear on the right sidebar. Select the folder to which you’d like to move your file(s). Clicking on the chevron will show any sub-folders. Click on the Move button to complete the move.

11 - finishing moving

Note: When working within sub-folders, you can click and drag files into a parent folder.

12 - moving files to parent folder

Sharing Files & Folders

Files uploaded to your OneDrive can be shared with others within the BMC community and beyond. You can also share folders with others, allowing you to permit access to all files within the shared folder.

Additional Features

Viewing and Restoring Previous Versions of OneDrive Files

Changing Views

By default, your files in OneDrive will be viewed in a list format. To view your files as tiles, click on the view button (shown below) in the upper-right corner. Click again to change back to list view.

4 - changing views

Sorting Files

To quickly sort your OneDrive files by modified, modified by, file size, ascending, or descending, click on the Sort button in the upper-right corner.

5 - sorting files

Add an attachment in the Outlook Web App

Offline Use

Once your computer is synced with OneDrive, you’ll be able to access your OneDrive files even when you aren’t connected to the internet. When syncing your computer with OneDrive, you’ll be asked to choose which OneDrive folder(s) you’d like to sync to your computer. Any folders that are synced will be available when you’re offline.

Furthermore, any changes made to OneDrive files when you’re offline will be saved to OneDrive the next time your computer is connected to the internet.

Haven’t synced your computer with OneDrive yet? See the Synching OneDrive With Your Computer tech doc: http://techdocs.blogs.brynmawr.edu/5989

OneDrive for Mobile Devices

Did you know there’s a OneDrive app for your mobile devices? With the OneDrive app, you can access your OneDrive files and save files to OneDrive directly from your mobile device.

For more information about the OneDrive mobile app and other Microsoft Office mobile apps, see the MS Mobile Apps tech doc: http://techdocs.blogs.brynmawr.edu/5988

Task and Contact Sharing

Office 365 allows sharing and options for tasks and contacts.

Most task and contact sharing will require setting up and using the Outlook Client. However, once set up, sharing and delegation can be used from the Outlook Web App. Although the initial setup is a bit more complicated than you may be used to, the result is powerful.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.

Contacts

Outlook 2016 for Windows

Outlook 2016 for Mac 

Tasks

Outlook 2016 for Windows

Outlook 2016 for Mac 

Calendar Sharing and Delegation

Office 365 allows many email sharing and delegation options for calendars, from allowing public viewing, to allowing another individual to completely manage a calendar (delegation), including scheduling as or on behalf of the calendar owner.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

Using Shared Calendars

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

Best Practices when using the Outlook Calendar

Sharing or Delegating Calendar Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac

Email Sharing and Delegation

Office 365 allows many email sharing and delegation options for email, from sharing the Inbox or another folder, to allowing another individual to completely manage a mailbox (delegation), including sending as or on behalf of the mailbox owner.

If you are trying to share your mailbox with someone else, some options may require setting up and using the Outlook Client. However, once set up, sharing and delegation can be used from the Outlook Web App. Although the initial setup is a bit more complicated than you may be used to, the result is powerful.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

 

Shared Mailboxes Video (mobile-friendly version)

Using Shared Email

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

  • The above instructions will work from a Mac, but some options may be in different locations or look a bit different – please contact the Help Desk if you require assistance.
  • See also: Become a Delegate in Office 2016 for Mac

Sharing or Delegating Email Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac

Using Office Online

Office 365 gives you the ability to create, edit, share, and collaborate on Word, Excel, and PowerPoint and OneNote files via Office Online.

Office Online offers the ability to create and edit documents within your browser, anytime and anywhere with an internet connection. Though the online versions of Office software not contain all of the advanced features of the desktop versions, you’ll be able to accomplish most common tasks in each application.

Office Online also allows you to share documents and work collaboratively online with multiple colleagues and classmates within the Bryn Mawr College community, the Tri-co, and beyond. Files you work on in Office Online apps are securely saved to your OneDrive.

The Basics

Additional Features

By sharing files with others and granting them edit permissions, you’ll be able to co-author the file in real-time, or separately.   Files created in Office Online are automatically saved to your OneDrive. Changes are auto-saved.

Creating Files from the App Launcher

Click on the app launcher to view all available apps.

1 - App launcher

Select Word, Excel, or PowerPoint to launch the app.

Creating Files from OneDrive

Click on the New button, then select Word document, Excel workbook, or PowerPoint presentation.

2 - creating files from onedrive

Sharing Office Online Files

There are two ways to share Office Online files with others:

  • Inviting people (current Bryn Mawr College community members)
  • Sending a link to the file (non-Bryn Mawr College community members)

By inviting people, you’ll be able to better track who you have shared a file with, as well as what kind of permissions they have. Sending a link to the file is most useful for quick sharing and for sharing with people outside of the Bryn Mawr College community.

To invite people at Bryn Mawr College to share a file from within the Office Online app, click the Share button in the upper right corner of the screen.

3 - share within office online

The Share dialog box will appear. From the Invite people tab, type the names or email addresses of people you want to share the file with.

4 - share dialog box

Select the desired permission setting. You also have the option of including a personal message (optional), requiring sign-in, and sending an email invitation to alert the person of the share.

OR

To send a file link to someone outside of Bryn Mawr College, click the Share button in the upper right corner of the screen. The Share dialog box will appear. From the Get a link tab, click on the downward arrow to display more options. Select either View link or Edit link (depending on the sharing permissions you’d like to grant).

5 - get a link

A link will be generated which can be shared with others. You also have the option to set the link to expire after a set amount of time.

6 - expiration and mobile

Note: Clicking Open this link on a phone (highlighted above) will generate a QR code to scan with your mobile device.

You can also share Office Online files and other types of files directly from your OneDrive: Share documents or folders in Office 365