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Google Apps Information

All UD employees, staff and students have accounts in Googleapps (even if you didn't know you had one) and some of those people also have e-mail accounts through googleapps.

Googleapps accounts allow UD folks to use google calendars (and other helpful features) even though they don't use google e-mail services -- they are separate things and to use the googleapps functions, you do NOT have to move your e-mail over to google. You can use the calendar and other googleapps while still accessing your e-mail through the Microsoft exchange server or Mirpoint etc.

The advantage of using googleapps Calendar is that users can set up their calendars so that other people can see the calendar, which makes scheduling meetings very easy! Users can make their calendars viewable by individuals with google accounts, and they can keep the details of the events private, showing only times when the user is "free or busy". Below are instructions to set up the calendar and answers to common questions.

To login to your googleapps account, go to http://www.udel.edu/googleapps and enter your UNIX id (the first part of your e-mail address) and password.

To access the Calendars, click on Calendar

Frequently Asked Questions

  1. How do I share my calendar so other people at UD can see when I'm free or busy?
  2. I want to meet with someone. Is there any way I can look at someone else's free/busy times so I can schedule the meeting?
  3. I don't want to see all these events! How do I get rid of them!!!
  4. How do I move my Personal Airset Calendar to Googleapps?
  5. I use an Outlook Calendar and I don't want to change. Is there any way to sync the 2?

1. How do I share my calendar so other people at UD can see when I'm free or busy?

There are 2 ways to allow others to see your calendar visible to others.

1.1 Share with Another User with a gmail account. This will cause your calendar to appear in the list of the other person's list of "Other Calendars" when they log into their account. You can set permissions so that details of your schedule are hidden, only "free and busy" times are shown. This is the most convenient option for setting up meetings.

Under "My Calendars" click on "Settings"
For the calendar you wish to share, click on "Shared: Edit settings"
Add the gmail or UDel e-mail address Under "Share With Specific People"
Select the permission settings you want to give that person
Click "Save"

1.2 Use the "Find a Time" feature to see when someone is available for a meeting (see next FAQ below). Share your Calendar so that others can see when you are free and busy but only through the "Find a Time" feature for setting up meetings

Under "My Calendars" click on "Settings"
For the calendar you wish to share, click on "Shared: Edit settings"
Check the box next to "Share this calendar with others"
If you check the box next to "Make this calendar public" your calendar is literally visible to the public!
If you check the box next to "Share this calendar with everyone in the organization University of Delaware" then you are allowing anyone at UD to see your calendar and you can set permission to keep the details private or not.

To use this feature you enter an event, click on Event Details and enter the e-mail address of the users with whom you want to meet the box markes "Add Guests" and if the Calendar was set up correctly, you will see when that user is free or busy.

2. I want to meet with someone. Is there any way I can look at someone else's free/busy times so I can schedule the meeting?

  1. Click on " Edit Event Details"
  2. Choose the tab for "Find Times". Enter the e-mail address of the other person (or people) you wish to meet with in the box under "Add Guests"
  3. Assuming they use their google calendar and that they have allowed their calendars to show busy/free times you should see their calendars showing free/busy. You should be able to scroll through the calendars to find a common free time for all.

3. I don't want to see all these events! How do I get rid of them!!!

The events from calendars in the “My Calendars” or “Other Calendars” lists are made visible by clicking on the name of the calendar. If the calendar name appears surrounded by a solid colored box it is “active” and you will see its events. When you activate more than 1 calendar, they are essentially layered on top of each other thus you see events from all of the calendars that you have highlighted.

There are 3 ways to remove calendar events from being visible when you are looking at your personal Google calendar. Two methods are temporary, one is permanent. To stop seeing events from one calendar you can:

  1. Just "un-highlight" the calendar and the events will not be shown. This leaves the calendar in your list for future use (by clicking on the name to add that calendar to the "stack” that you are viewing).
  2. If you don't want the calendar to appear in your “My Calendars” list you can tell Google not to show it in your list. Do this by clicking on Settings (under the “My Calendar” list) and look for the column heading "SHOW IN LIST". Remove the check mark from the box next to the calendar that you no longer want to see. If you need to see that calendar again, just re-check the box again and it will reappear.
  3. THIS IS THE PERMANENT FIX: under Settings you can "unsubscribe" from any calendar that your e-mail address has been added to. This will cause the calendar to disappear from your list and you will no longer be able access that calendar.

4. How do I get my my Personal Airset Calendar to Googleapps Calendar?

For those of you who have personal Airset accounts and want to transfer them to your personal Google calendar all you need to do is open your personal calendar on Airset calendar and click on File--> export and save it (Somewhere you'll be able to find again!). Then in googleapps, under My Calendars click on Settings and scroll down until you see the Import button. Click Import --> find the file that you just created and select the calendar to which you want to copy the events and click Import You'll see a green status bar at the bottom and when the import is complete close the message window and you're done. Be patient... it can take several minutes if you have a lot to export or import.

5. I use an Outlook Calendar and I don't want to change. Is there any way to sync the 2?

The Outlook Calendar that you use for your work schedule can be synchrnoized so that every time you make a change on the Outlook Calendar, the same change is reflected on a Google Calendar. Instructions can be found at http://www.it.udel.edu/googleapps/faq#calendar

The reason you may want to sync your Outlook calendar with a googleapps calendar is that MANY students and other faculty maintain Googleapps calendars. If everyone shares their googleapps calendars with everyone at UD (but to see free busy times only!) making appointments with people is INFINTELY easier! See question 2 above.


 

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