Using Google Calendar to reserve the microscopes in the Neuroscience Imaging Core

Transcription

1 Using Google Calendar to reserve the microscopes in the Neuroscience Imaging Core Paula Monsma Imaging Core Manager Please contact Paula if you have any questions about these instructions. Setting up a Google account You will need to have a Google account so that the microscope calendar can be shared with you. If you already have an account, please share that address with Paula. If the calendar has already been shared with you, please skip to page 3. Setting up a Google account is easy: Go to gmail.com Choose Create an account (red arrow).

2 Follow the instructions for creating a new Google account. Once you have an account, please share that address with Paula. She will then share the microscope scheduling calendar with you. Log in to your Google account and click Calendar in the menu to determine if you have access to the microscope calendar. Alternatively, browse to google.com/calendar and log in.

3 Here you can see under My calendars (red arrow) that you have your personal calendar ( Paula Monsma in this example), as well as a Tasks calendar. Under Other calendars (blue arrow), you can see the Andor Confocal, Leica Confocal, and Zeiss Microscope. If the box next to the calendar is colored, that means that the calendar is displayed. If the box next to the calendar is not filled in (see the box next to the Tasks calendar), then that calendar is not displayed. How to reserve time on the Microscope Calendar The following is a demonstration of how to reserve time on the Andor Confocal. The process is the same for any of the microscope calendars. Mouse over the Andor Confocal calendar and a button (red arrow) will appear.

4 Left click on this button and a menu will appear. Choose Calendar Settings (red arrow). Find the calendar ID (highlighted next to the red arrow) and copy it. Go back to the calendar (red box).

5 Choose a time on the calendar (left click and pull down on the day). In this example we have chosen 10a-12p on Friday, January 4 th. Please fill in the What field with your name, the name of your lab and a phone number. This will help other users if they need to contact you. Choose Edit event (red arrow). Paste the calendar ID in the Add guests box (red arrow). This will invite the microscope calendar to the event and reserve your time on the microscope calendar. Choose Save (red box) to save your changes.

6 In this window, you can also set reminders (red arrow) so you don t forget about your microscope reservation. Choose Save (red box) to save your changes. When you get back to the calendar view, you should see a block of time reserved on your personal calendar (here in pink) and also a block of time reserved on the microscope calendar (here in green). It may take a few seconds for the microscope calendar to pop up.

7 How to cancel a reservation on the microscope calendar If you need to cancel your reservation, left click on the appointment on your personal calendar. Choose Delete (red arrow). This dialogue will appear. You may choose either Delete & notify guests or Delete without notifying guests. Either one will remove the appointment from both your personal calendar and the microscope calendar.

8 The appointment has been deleted from both calendars. You may alter (change the time/day or delete) your own events on the microscope calendar using the above procedure, but you can not change events created by other users. As you can see here, if you leftclick on the appointment, there are no options to delete or edit this appointment.

9 The microscope calendar will only accept appointments if there are no conflicts with other appointments. Here, another user has reserved time on Friday afternoon. In this example we will try to reserve time from 2-5, which overlaps the other user s time. As before, choose Edit event (red arrow).

10 Add the calendar ID of the microscope calendar as a guest (red arrow) and choose Save (red box) to return to the main calendar page. This adds the appointment to your personal calendar (in pink), but the microscope calendar did not accept the appointment because it conflicted with another appointment.

11 You will receive an notifying you that the Andor Confocal declined the invitation: