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Meetings and Resource Calendar Guide

This guide includes instructions on how to use various methods to book appointments with attendees.

• Frequently Asked Questions
• Booking a Meeting or Resource In Convergence
• Subscribing to a Calendar
• Viewing a Subscribed Calendar in Outlook
• Importing the LDIF Address Book From the Web to Convergence
• Engineering Resource Calendar List

Frequently Asked Questions

• Can I get my UWO calendar on my smartphone?
  • There is a product called Notify Link that allows synchronization from your UWO calendar on your phone and Convergence. It is officially supported by ITS and ITG offers assistance with setup and first-line support.
• Who can book appointments?
  • Everyone has the ability to book appointments to resource calendars using the below procedures.
• What rooms are restricted?
  • Dean's Conference Room (WE-DeansConfr), CMLP60a/b(WE-CMLP60a, WE-CMLP60b).
• Can I view resource calendars?
  • Everyone has the ability to view appointments in resource calendars by subscribing to the calendar, excluding the restricted rooms.
• What happens when someone removes an appointment?
  • If the calendar owner removes an appointment, it will notify all attendees of this change.
• How do I lookup a resource calendar?
  • All Western resource calendars are referenced by email addresses. The list can be imported to your address book, in the instructions below.

Booking a Meeting or Resource In Convergence

1. Log into Western’s Convergence webmail, which is available at http://mail.uwo.ca.
   
   
2. Click the Calendar link at the bottom of the page.
    
   
   
3. If you are booking a resource for another party and do not wish to have the event show up in your calendar, please follow these steps:
   1. Create a calendar called Resource Bookings, if it doesn't already exist.
   
   
   
   
   
4. Browse to the desired date and time in the calendar, click in the calendar when you wish to create the event, provide the event with a description, and click Add/View additional details.
   
   
   
5. Edit the event details, ensure that either your personal calendar or Resource Bookings calendar (if booking for another party) is selected, and specify other properties for the event such as start date and time, end date and time, duration, etc.
   
   
   
6. Invite the required parties to the event. In the Reservations part, enter the name of the calendar, starting with "WE-". The list of resources are located here.
   



7. When complete, click Check Availability.  If there are no conflicts, click Accept, and then click Save.
   

Subscribing to a Calendar

If you wish to view the calendar directly you may subscribe to the calendar in Convergence. This is applicable to resource calendars and personal calendars where the appropriate rights are in place.

1. Log into Western’s Convergence webmail, which is available at http://mail.uwo.ca.
   
   
2. Click the Calendar link at the bottom of the page.
   
   
   
3. Subscribe to the calendar by clicking the Create or Subscribe to Calendar button, and then click Subscribe to Calendar.
   
   
   
4. Type the calendar name into the Find box and press Enter to search for the calendar.
   
   
   
5. Click UWO Resource Calendars, check off any calendars you wish to subscribe to, and click the Subscribe button on the lower right.
   
   
   
6. To view the calendar, check it off under Subscribed. This will view all calendars which have been checked off in the same window, and you may wish to uncheck other calendars.
   
   

Viewing a Subscribed Calendar in Outlook

If you wish to view a subscribed calendar in Outlook with the connector, follow these steps.

1. If you have subscribed to the calendar and Outlook was open, first close Outlook and re-open Outlook.
   
   
2. Click the Folder List button in Outlook to view all folders.
   
   
   
3. Under Shared Calendars, browse to each subscribed resource calendar once.
   
   
   
4. Click the Calendar button in Outlook and each subscribed calendar will now appear in the list.

Engineering Resource Calendar List

Calendar email addresses are in the format of: cal-WEname@uwo.ca
Owners are able to modify appointments from any party should there be a scheduling conflict.

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