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Engineering Marketing & Communications Lunch and Learn: Managing Events in SharePoint. How to add an event. Open Internet Explorer and go to your department website. At the bottom of the page, click Intranet. Log in using your SEAS username and password. Quicklinks for Web Content Managers.

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Engineering Marketing & Communications Lunch and Learn: Managing Events in SharePoint


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    1. Engineering Marketing & Communications Lunch and Learn:Managing Events in SharePoint

    2. How to add an event Open Internet Explorer and go to your department website. • At the bottom of the page, click Intranet. • Log in using your SEAS username and password.

    3. Quicklinks for Web Content Managers After logging in, you will arrive at Quicklinks for Web Content Managers. Click Edit, add or delete EVENTS.

    4. How to add an event: Calendar View • This is the Calendar home screen. • To add a new event click “New.” • To edit an existing event, click on the event.

    5. Events: New Item This is the home screen for adding a new event. When editing an existing event, most of these fields will be filed in.

    6. Required Fields • The following fields are required, and are noted on the form with a red asterisk: • Title • Start time • End time • Event Category Name

    7. Title • Only the first letter of the first word of the title should be capitalized. Proper nouns should always be capitalized. • If your event is a series or a special week, put the name of the series or week before the title of the event. • Examples • EnWeek Event: Cheap Lunch • EECE Seminar: "Multi-functional Materials for Electrochemical Energy Conversion"  TIP: Student group events should be formatted as Student Group: Event Title. Example: ACM Event: Windows Phone Hack-a-Thon

    8. Location • Per the Washington University Style Guide, always list the building first, then the room number. • Examples • Lopata Hall, Room 101 • Urbauer Hall, Room 116 • If the location is well known and can stand alone, list only the name of the space. • Examples • Lopata Gallery • Holmes Lounge TIP: If the location is off-campus, it’s helpful to include the street address in this field (or the description field). If the location is at the Medical School campus, note it in parentheses.

    9. Start Time and End Time Change the month, day and year by manually typing it in or by clicking on the calendar icon. Next, select the start time from the drop down menu. The end time will not appear on the web. If an event doesn’t have a start time or end time, skip this step.

    10. Description Use the description field to explain the who, what, when, where and why of the event. There is no need to include the title or location of the event—it is redundant. The same goes for the start time and end time, unless it is not clear in the start and end time fields. • TIP: Having trouble with line spacing? Copy+Paste the description in Notepad • to strip the text of any formatting . Then, Copy+Paste from Notepad to the Description field. • TIP: Instead of displaying a long URL, use HTML hyperlink code: • <a href="http://www.hyperlinkcode.com">Hyperlink Code</a> • TIP: Spring isn’t capitalized unless it’s something specific like the Spring Olympics. • WRONG: Kristen Naegle joined Washington University in Spring 2012.      • CORRECT: Kristen Naegle joined Washington University in spring 2012.

    11. All Day Event Check this box if your event does not have a start time or end time. Example: First day of class This feature can also be used to create a special week on your calendar. Check the All Day Event box, and type in the dates in the Start Time and End Time fields.

    12. Recurrence Check this box if the event takes place on a regular basis. Then, a new set of options will appear. TIP: When this box is checked, a series is created. To edit a single event within the series, click on the event in the SharePoint (SP) calendar and then Edit Item. To make a change to the entire series, click on the event on the SP calendar and select Edit Series.

    13. Recurrence: Daily • Select “Daily” • Select the pattern: • Occurs every certain number of day(s) • Occurs every weekday • Select the end of your occurrence • No end date • End after ____ occurrence(s) • End by ___ (date) TIP: An event that occurs daily is different than creating an All Day Event that lasts for a set number of days.

    14. Recurrence: Weekly • Select weekly, and then the day(s) on which your event will occur. • For example, “Recur every one week(s) on Fridays” means that the event will be on the calendar every Friday until the end date. • End date options: • No end date • End after ____ occurrence(s) • End by date:

    15. Recurrence: Monthly • Select the monthly recurrence pattern. • Day # of every __ month • The first, second, third, fourth day of every __ month • Select the end of your occurrence: • No end date • End after ____ occurrence(s) • Example: Repeat weekly for 10 weeks • End by date: • Example: Repeat weekly until August 31

    16. Recurrence: Yearly • Yearly • Select the recurrence pattern: • Every year on month/date • The first/second/third/ • fourth/last day of a month. • Select the end of your occurrence: • No end date • End after ____ occurrence(s) • End by date

    17. Organizer • The organizer field will typically include: • Name, departmentoroffice • Phone number oremail address (or both) • Website • Examples: • Bridget Wiegman, (314) 935-8032, wiegmanb@wustl.edu • Department of Biomedical Engineering, (314) 935-7208 • AGES, ages.wustl.edu • I-CARES, (314) 935-6853 • TIP: The organizer should be the person or office who can best answer questions about the event. The contact is not usually a dean, department chair or professor. • For example, organizer information for the Engineering Dean’s Reception does not list Dean Quatrano. The event coordinator is best suited to answer questions about the event.

    18. Featuring events on the homepage To feature an event on the homepage: Check “Show on Main Page” When a zero is present in this field, the event will not be featured on the homepage. Entering a number 1 - 4 allows you to feature events on the homepage in the order you choose. Entering 1 means the event will be listed first, entering 2 means the event will be listed second, and so on. TIP: Events featured on the homepage must be manually removed after the event occurs. To do this, go to the event in SharePoint and uncheck ‘Show on Main Page’ and enter 0 in the ‘HomePageEventOrderNumber.’

    19. Syncing • For an event to appear on the School calendar, check the “SE” box • If your event is relevant to another department, sync the event to that department. • We are moving toward one page to display ALL school seminars, so please sync all seminar events to the school site. This will be helpful moving forward. TIP: WUSTL Academic Calendar events are entered by Engineering Marketing & Communications and synced to department sites.

    20. Event Category • Typically, the event category will be your own department. Options include: • Academic Calendar • Alumni • Biomedical Engineering • Computer Science & Engineering • Electrical & Systems Engineering • Energy, Environmental & Chemical Engineering • Mechanical, Aerospace & Structural Engineering (MEMS) • School of Engineering • Sever Institute of Continuing Studies • It is important to select the correct department so that events appear with the corresponding filter on the calendar.

    21. Event Category: Tip • It is important to select your own department so that it displays correctly on the calendar and news filters. • This event is a doctoral dissertation defense for a CSE graduate student, so the event category should be Computer Science & Engineering, not Academic Calendar.

    22. Complete the event After reviewing your completed form, click OK. Your event will appear on the department calendar once you or your approver approves the event.

    23. Submit an Event If you prefer, we can enter the event for you. Go to the Engineering Calendar at engineering.wustl.edu and click “Submit an Event.” Then, fill out the form.

    24. Finding a balance on the homepage Faculty Academic Calendar Faculty Student ScienceOutreach Student Academic Calendar New building Graduate programs It is important to find a balance on the homepage with events and news stories about alumni, faculty, students, buildings and other items.

    25. Questions, comments or suggestions? Engineering Marketing & Communications can assist with SharePoint questions: Bridget Wiegman (wiegmanb@wustl.edu) Kristen Otto (kristenotto@wustl.edu) Ran Jing (rjing@wustl.edu)