Category Archives: Calendar

Email & Calendar: Mobile Devices


Before you start, you will need access to the following:

  • a College account
  • a smartphone or tablet with internet access
  • your Duo two-factor authentication device(s)
  • the Outlook app (iOS, Android)
LITS highly recommends using the Outlook Mobile app.

 

Connection Instructions

iOS & iPadOS

Android

 

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


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


Install the Zoom Add-In for Webmail/Outlook

Adding the Zoom for Outlook add-in to Webmail or the Outlook desktop app enables you to schedule Zoom meetings from within those applications, just as you can with Teams and Skype for Business. If you use both Webmail and the Outlook desktop app, adding the add-in to one will also install it on the other.

To add Zoom to Webmail:

  1. Log in to webmail.brynmawr.edu.
  2. Switch to your Calendar and click Create new event.
  3. In the dialog window, click on the … (three dots) at the right of the top menu bar.
  4. Choose Get Add-Ins from the drop-down menu.
  5. Click Admin-managed, look for the Zoom for Outlook option, and click Add. You may have to manually close the window once the install is finished.
  6. You should now see a small blue Zoom icon in the top menu bar, as shown below.

Screen shot of Zoom add-in in webmail

 

To add Zoom to the Outlook 2016 desktop app:

  1. Open Outlook.
  2. Click the Get Add-Ins button in the top menu bar.
  3. Click Admin-managed, look for the Zoom for Outlook option, and click Add. You may have to manually close the window once the install is finished.
  4. When you create a new event, you will now see blue Add a Zoom meeting and Settings buttons in the top menu bar.

See Scheduling and Hosting Zoom Meetings with the Outlook/Webmail Add-Infor instructions on using the add-in.

Schedule Zoom Meetings with the Outlook/Webmail Add-In

This article explains how to schedule Zoom meetings using the Zoom add-in for Outlook/Office365. Using this add-in is optional, you only need it if you want to create Zoom meetings from within your Outlook/Webmail calendar. Note that the process for adding the Zoom Outlook/Office365 add-in is different from the plug-in. We caution the use of the plug-in, as it is not currently compatible with MacOS systems.

The instructions below assume that you have already:

Schedule a Zoom Meetings in Webmail/Outlook

  1. Create a New Event (or New Meeting or Appointment in Outlook desktop), and add your title, attendees, and time and date as you would normally.
  2. Click on the Zoom icon in the top menu bar (the webmail version is shown below) and choose Add a Zoom Meeting.
  3. If you see a prompt saying Zoom wishes to open a new window:
    • Click Allow.
    • Click Log in with SSO.
    • Enter brynmawr-edu as the domain name.
    • Log in with your Bryn Mawr college username and password.
  4. Zoom will schedule a meeting for the date and time you indicated, and post the log-in information into the Event Description window.
  5. Click Send to send the invite and log-in information to your attendees.

Scheduling Tips

  • Scheduling a meeting for someone else? They need to give you scheduling privileges in Zoom and Outlook. See Zoom’s Guide for Executive Assistants for details.
  • Zoom automatically applies the My Meeting Settings from your Zoom profile to new meetings.
    • Adjust the settings for an individual meeting at any time prior to start using the Settings option in the Zoom menu (shown above) or in  Zoom.
    • To safeguard against “Zoom-bombing attacks,” LITS recommends keeping both the waiting room and passcode protection of every meeting. Please note that Zoom requires you to keep at least one of them on, see Security and Zoom for more information.

Next Steps

Calendar in Moodle

Did you know Moodle has a built-in calendar?

Screen shot of Moodle Calendar block

Using the Calendar

  • The Moodle Calendar block is always visible on your Dashboard. It may also be visible in particular courses if a Teacher in the course has added it.
  • Orange highlights indicate dates with course-related events, such as deadlines for Moodle Assignments and Quizzes or Scheduler appointments in courses you are enrolled in.
  • In the Calendar block, hover your mouse cursor over a date to see events on that date.
  • You can also click on the month name to view the calendar full-screen.
  • Click on an event to go straight to the corresponding Assignment, Quiz, etc.
  • Add your own “user” events to the calendar by expanding it to full-screen and clicking the New Event button (Only you will see the “user” events you add.)

Feeding Moodle Calendar Data to another Calendar Program

If you already use a Google, Outlook/Office365 or iCal calendar, you can link your Moodle calendar to it so that it displays Moodle calendar events as well. Changes made to your Moodle calendar after you set up the link will also appear in the calendar program, although it may take up to 24 hours, since calendar systems have different sync schedules.

Notes:

  • This creates a one-way feed only. Moodle events will show up on your Google/Outlook/etc. calendar, but events from that calendar will not show up in Moodle.
  • There is no way at this time to limit the feed to particular courses; if you want to include course events in the feed, you will see them for all courses you are enrolled in.

Step 1. Get a Calendar URL from Moodle

  1. Expand the Moodle Calendar to full-screen (click on the month name in the Calendar block), and click the Export Calendar

Screen shot of Moodle Export calendar page

  1. Choose your export options; we recommend Events to Export = All Events and Time Period = Recent and next 60 days.
  2. Click the Get calendar URL
  3. Copy the URL generated beneath the button, and use it to add a calendar feed to your preferred calendar program. See below for Office 365 and Google instructions.

Step 2. Add that URL to Your Preferred Calendar Program

Most calendar programs will give you the option to add or subscribe to a calendar using a URL, although exact steps vary. We’ve included examples for Office 365, Outlook 2016 (desktop client), and Google Calendar below. If you use a different program, search its online support pages for details.

For Office 365 and Outlook 2016 (and later):

For best results, add the calendar URL in Office 365 using the steps below, even if the Outlook desktop client is your primary mail program. Calendars added to the web version will show up in the desktop version.

  1. Click on the “waffle” icon (nine squares) in upper left and choose the Calendar
  2. Click Add Calendar and choose From internet.

Screen shot Add calendar from Internet menu option

  1. Paste the URL you copied from Moodle where indicated, give the calendar a name, and click Save.

See Microsoft’s Working with Multiple Calendars for more information.

For Google Calendar:

  1. Click the Other calendars drop-down menu, and choose Add by URL.

Screen shot Add Calendar in Google

  1. Paste the URL you copied from Moodle into the pop-up dialog window.
  2. Click Add Calendar.

See Google Calendar documentation for more information.

Departing Faculty and Staff

When a faculty or staff member leaves Bryn Mawr College, access to a variety of College accounts and services changes. Please be mindful of the account access timelines as described in the documentation when moving data because LITS is unable to perform email or file restores in Office 365.

BIONIC

BIONIC access will end on your final day at the College. If you are a faculty member who is teaching courses the semester of your departure, then your BiONiC access will end 30 days after your date of your departure to allow you to submit grades.

Office 365: Email and OneDrive

You will lose access to your College Office 365 account (which includes email, calendars, OneDrive, and downloaded copies of Microsoft Office) on your final day at the College. If you are a faculty member who is teaching courses in the semester of your departure, you will retain access to your Office 365 account for 30 days after your date of departure.

You may want to set up an automatic reply that provides instructions to people who email you after your departure. Please note: for the first 30 days after you lose access to your account, it will be disabled but not deleted. During this time, senders will not receive an automatic reply unless you set one up. Only after the account is deleted will the sender receive an automated message indicating that the address they are writing to cannot be found.

Please back up any information you may want to keep and transfer ownership of shared OneDrive files to someone in your group if the file is still needed. You can find instructions for backing up your email account and OneDrive here: http://techdocs.blogs.brynmawr.edu/5691

If you have downloaded Microsoft Office from your College Office 365 account to your personal computer, you will be able to keep that copy of Microsoft Office but will need personally renew your subscription of Office 365 to reactivate Microsoft Office.

Moodle

You will lose access to Moodle on your final day at the College. If you are a faculty member who is teaching courses in the semester of your departure, then you will retain access for 30 days after your departure. Once you lose access to Moodle, you will no longer have access any of the files you have stored there. Please download and save any files you feel you may need in the future.

Note: All changes to account access are automatic and based on your departure date. LITS is not able to manually reopen any College accounts.

Network Storage

You will loose access to your personal and departmental network storage (H: and S: drives) on your last day at the College. If you are a departing faculty member teaching courses in the semester of your departure, you will retain access to your network storage for 30 days after your final day. Please back up any information you may need. You can access
these drives from off campus by visiting http://ingress.brynmawr.edu/

Data

Personal data from your College computer and H: drive can be backed up to an external hard drive, a flash drive, or an online data storage service. Please speak with your technician regarding which method is best for you. Before you back up any personal data you wish to keep, discuss with your department to make sure they have any information
they’ll need from the account.

Note: Some data may be subject to legal & ethical restraints and may be a violation to take with you. This data can include student/class data and data related to College processes. If you are unsure what information is permissible to take with you as you depart, please consult with your department and Human Resources and see the Data Handling
Policy at http://www.brynmawr.edu/computing/policies/DataHandlingPolicy.htm

Library Borrowing

All library borrowing privileges end on your final day at the College. If you are also a graduate of Bryn Mawr College, you may request alumni borrowing privileges on the Library web site here: https://brynmawr.wufoo.com/forms/borrowing-privileges/ More information about Bryn Mawr College borrowing policies can be found here: http://www.brynmawr.edu/library/BorrowingPolicies.html

Domain of One’s Own

Domain of One’s Own access will end on your final day at the College. For information on migrating your data, please see http://techdocs.blogs.brynmawr.edu/7430

Voicemail

After your departure, your voicemail is emptied and all settings are reset. The phone extension is then assigned to another employee.

Building Access

OneCard door access ends on your final day at the College. You will still have access to any public buildings on campus, but will not be able to access secured spaces.

See the Server Accounts and Access policy for more information.

Using Office 365 Add-ins

Add-ins in Office 365 are third-party programs or utilities that help you automate tasks when you view or create messages. LITS has enabled two add-ins for all Bryn Mawr College accounts. Most Office 365 Add-ins will ask you to authenticate or link the Add-in to your Bryn Mawr account. The Add-ins mentioned below have been tested by LITS and we think you may find them useful. We encourage you to try them out and see how they might work best for you.

FindTime

FindTime is a scheduling tool that allows you to poll invitees to find an agreeable time to meet. While the Outlook Web App has a built-in Scheduling Assistant for viewing free and busy time within the Bryn Mawr College community, FindTime lets you get direct feedback from people you’ll be inviting to the event before you schedule it. It even works with non-Bryn Mawr email accounts.

To use FindTime:

  • When composing a message, click Add-ins, and then select FindTime. People in the To: field are listed as required attendees and people in the Cc: field are optional.
  • A selected day’s schedule will display in selectable half-hour increments (by default) that each show every potential participant’s availability (mouseover person icons next to each time to view name and availability).
  • Click on any potential times across multiple days, then click Next to preview your list of selected times, then click Insert to email.
  • Recipients can vote on which times are most convenient for them, and you’ll receive an email notification whenever someone votes. Additionally, all potential times are marked on your calendar as “tentative.” If there is a single time on which the invitees agree, the event will automatically be scheduled on all invitees’ calendars.
  • FindTime polls appear similarly to Bryn Mawr and non-Bryn Mawr invitees, and all are able to vote.

Boomerang

Boomerang is a tool that allows you to schedule email. This could mean hiding a message from your inbox until you’ll need to see it again, or scheduling a message to send at a later date. This can help you keep your inbox neat, remind yourself to follow up with others, or send an email when you will otherwise be away from your email.

To use Boomerang:

  • When composing a message, click Add-ins, and then select Boomerang.
  • Use Remind Me… to schedule a reminder email to send to yourself at a future date and time.
  • Use Send Later to schedule an email to send to someone else at a future date and time.

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

Connecting a Desktop E-Mail Client to Office 365

Here are some quick tips for you to be able to view your email on the same server through other clients, such as Outlook 2016.

LITS Recommends and Supports Outlook 2016 for Windows 7 or 10 or Mac OS X, see our guidance here on when to choose Outlook. Instructions for other clients are strictly for self-service use, and LITS cannot assist in troubleshooting issues with these clients.

To set up mail and calendar sync on a Mobile Device should use these instructions.  Individuals using a Blackberry or another incompatible mobile device may use the instructions below for “other clients”.

Outlook Desktop Clients

Windows: Setting Up Outlook 2016 for Windows

Mac: Setting Up Outlook 2016 for Mac

Other Clients

Microsoft provides this guidance for setting up other clients.  Bryn Mawr allows IMAP connections; POP is disabled.  As noted above, you may use another client or sync method if you wish, but we cannot assist or provide support.

IMAP Caching

We recommend that if you are using a laptop and your client provides IMAP caching functionality (i. e. “Make mail available offline”), you turn it on. Some clients will do this automatically. Please be aware that this will take up more space on your hard drive.

When to Use the Outlook 2016 Desktop Client

LITS recommends using the Outlook Web App (OWA) for email and calendar. OWA provides a simple, streamlined mail and calendar experience with the functionality required by the majority of community members.

For a small number of functions, the Outlook 2016 desktop client is required or recommended for an improved experience. See below for differences between the two and recommended uses for the desktop client.

Outlook Web App (OWA) is accessible via any desktop or mobile web browser at http://webmail.brynmawr.edu.

Recommended for:

  • everyday email and calendar tasks such as sending and receiving messages and files, scheduling meetings, and sharing mail folders and calendars
  • email and calendar management in delegated accounts

Outlook 2016 Desktop Client can be installed on your computer with Office 2016, and available for download via Software Center.

Recommended for:

  • extensive daily management of multiple of shared mailboxes
  • complex or frequent email and calendar management in multiple delegated accounts

Required for

  • Mail Merge
  • setting up email and calendar delegation access to your own mail and/or calendar
  • sharing contact lists with others, using contact lists shared with you
  • using multiple signatures (please note that when using a shared or delegated mailbox in OWA, you can use a signature specific to that mailbox)
  • managing sent mail with rules

If you’re not sure whether or not you need the Outlook 2016 Desktop Client, contact the Help Desk.