Oracle calendar etiquette a tea party
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Oracle Calendar Etiquette: A Tea Party. Hosted by Shannon Malkowski & Nikki Massaro Kauffman. Using Correct Terminology. Dear Nikki, Whenever I ask about Oracle, some confusion usually follows. What’s the source of this miscommunication? Sincerely, Curious in Collection Maintenance.

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Oracle Calendar Etiquette: A Tea Party

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Oracle calendar etiquette a tea party

Oracle Calendar Etiquette: A Tea Party

Hosted by

Shannon Malkowski &

Nikki Massaro Kauffman


Using correct terminology

Using Correct Terminology

Dear Nikki,

Whenever I ask about Oracle, some confusion usually follows. What’s the source of this miscommunication?

Sincerely,

Curious in Collection Maintenance


Using correct terminology1

Using Correct Terminology

  • Make sure you say “Oracle Calendar” not “Oracle”. (We use other Oracle products.)

  • Use the terms Oracle Calendar uses for the items: Group Agenda, Resource, etc.

  • Be as specific as possible!


Scheduling resources

Scheduling Resources

Dear Shannon,

I have trouble finding equipment in Oracle Calendar. I usually just enter it manually into the details. Is this okay?

Sincerely,

Troubled in Tech Services


Scheduling resources1

Scheduling Resources

  • In Oracle Calendar a resource refers to:

    • instruction rooms,

    • meeting rooms,

    • desk schedules,

    • equipment, etc.

  • Make events using resources public.

  • Don’t put confidential info in Title or Description.


Scheduling a location

Scheduling a Location

Dear Nikki,

I thought I scheduled an event in Mann only to find it was not reserved. What should I do?

Sincerely,

Meandering in Mann


Scheduling a location1

Scheduling a Location

  • Don’t just write it in. Add it as a resource.

  • When changing resource, double-check location field.

  • Set meeting as public.

    • Don’t put confidential info in Title or Description.

  • Make sure resource is confirmed.


Setting email reminders

Setting Email Reminders

Dear Shannon,

I never know when a meeting was proposed to my calendar or when one I accepted is about to begin. Is there a way I can be reminded?

Sincerely,

Mindful in MediaTech


Setting email reminders1

Setting Email Reminders

  • Library policy is to set email notifications on new and modified proposals.

  • Consider reminders for meetings as well.


Replying to proposals

Replying to Proposals

Dear Nikki,

People seem to be annoyed that I haven’t been showing up for meetings. It’s not like I ever said I could attend in the first place. Help!

Sincerely,

AWOL from Access Services


Replying to proposals1

Replying to Proposals

  • Check your in-tray once/day for new proposals.

  • If you can’t attend:

    • Mark as Will Not Attend.

    • Contact the person proposing meeting.

    • Best Practice: Set email to automatically send when you decline.


Setting your hours

Setting Your Hours

Dear Shannon,

I work a part-time, Tuesdays and Thursdays, but I keep getting meeting proposals for Mondays. What can I do to let people know my regular work schedule?

Sincerely,

Pattee Part-Timer


Setting your hours1

Setting Your Hours

  • Set your normal hours in Oracle Calendar, especially if you do not work a standard Mon-Fri, 8AM-5PM.

  • Consider adding extended hours as well.

  • Update your calendar if your regular shift changes.


Noting schedule changes

Noting Schedule Changes

Dear Nikki,

Due to unexpected circumstances, I will be out and away from my computer all day. How can I make sure my meetings are cancelled and new meetings are not proposed?

Sincerely,

I-Tech Wreck


Noting schedule changes1

Noting Schedule Changes

  • Consider using a meeting to mark time as busy for the following:

    • Vacations

    • Extended Hours

    • Conferences

    • Sabbaticals, Etc.

  • You can mark personal items confidential.

  • Change (or have designate change) prior commitments in your calendar.


Keeping others informed

Keeping Others Informed

Dear Shannon,

I want to keep my supervisor and members of my team updated on my schedule. What’s the best way to do this?

Sincerely,

Courteous in Cataloging


Keeping others informed1

Keeping Others Informed

  • Don’t reserve someone’s time on a calendar if they are not supposed to attend the event.

  • Configure the access rights so select people could view it.

  • Consider just informing by notes, email or print.

  • Consider making the event public.

  • Ask the people concerned for for their preferences.


Maximizing productivity

Maximizing Productivity

Dear Nikki,

I would like to be more efficient with my time. What can Oracle Calendar do for my personal productivity?

Sincerely,

Productive in Preservation


Maximizing productivity1

Maximizing Productivity

  • Use daily notes, day events or tasks.

  • Schedule “dummy meetings” to allow yourself time to work on a task.

  • Schedule travel time before and after meetings outside of your building.


Designates

Designates?

Dear Shannon,

I was recently made a designate. What advice to you have for using these rights to their fullest potential?

Sincerely,

Dean’s Office Designate


Working with a designate

Working with a Designate

  • Consider giving at least one other person designate access to your meetings.

  • Discuss your calendar on a regular basis with your designate.


Working as a designate

Working as a Designate

  • Make sure you are working in the right Agenda. (Hint: Not yours!)

  • Use Save State to save your open windows.

  • Use Group Agenda:

    • for viewing several people

    • for scheduling several people

    • for printing schedule of several people


Getting help

Getting Help

Dear Nikki,

Where can I go for more information on Oracle Calendar?

Sincerely,

Learner in LLS


Getting help1

Getting Help

  • Contact ITS HelpDesk for Help

    • (814) 863-2494

    • [email protected]

  • Training available at ITS Training Services

    • http://its.psu.edu/training/handouts/

    • https://register4its.psu.edu


Questions

Questions?


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