SAS and Outlook Appointment Push

Transcription

1 Contents Accessing SAS and Outlook Push Settings in AdRx... 1 Enabling the Push of SAS Appointments to Outlook... 3 Important Guidelines... 3 Setting up Outlook Rules... 4 Enabling the Push of Outlook Events to SAS Calendar Outlook Events in SAS Calendar: Conflicting SAS Appointments and Outlook Events Disabling the Push of SAS or Outlook Appointments Overview The Student Appointment Scheduler (SAS) provides users with the ability to display Outlook events on their SAS calendar and/or display SAS appointments on their Outlook calendar. These features assist SAS users in noting possible scheduling conflicts when working from either their Outlook or SAS calendar. This guide provides instructions on how to enable the display of events across both calendars, details guidelines on their use, and describes how to create Outlook Rules to help maintain Inbox efficiency while using the SAS push to Outlook feature. Steps Accessing SAS and Outlook Push Settings in AdRx The options to enable the display of SAS and Outlook appointments across both applications are located under the My Profile page in AdRx. 1. Within AdRx, click My Profile Indiana University Page: 1

2 The My Profile page is displayed. 2. Click SAS Student Appointment Scheduler to make it the active customization menu. 3. Click the arrow in the Calendar Settings row. 4. Click Edit. The setting options to push Outlook and SAS appointments are displayed Indiana University Page: 2

3 Enabling the Push of SAS Appointments to Outlook 1. Select Yes next to SAS Appointments Push to Outlook. 2. Click Save. The push of SAS appointments to your Outlook calendar is immediately activated. From this point on, appointments created or updated in SAS will immediately reflect in your primary Outlook calendar. NOTE: Please note that only appointments created in SAS after enabling this feature are added to your Outlook calendar. Important Guidelines When this feature is enabled, SAS appointments are sent to Outlook as s with meeting invites. As such, please follow these important guidelines to ensure that SAS appointments are accurately reflected in your Outlook calendar: Within Outlook, these SAS appointments should not be declined or deleted, nor should appointment dates and times be changed; these changes should be made within SAS, which when submitted, will automatically be reflected in your Outlook calendar. Within the Outlook calendar, users may find it helpful to add information to a scheduled student appointment (for example, if the student is a continuing, transfer, or prospective student). This information should be added to the body of the Outlook calendar entry, not the subject or location fields Indiana University Page: 3

4 It is not necessary to accept these SAS appointments in Outlook. The tentative display allows other Outlook users to understand that these times could be blocked for students. Within Outlook, these appointments are labeled with a SAS categorization; this category should never be removed as it may negatively impact SAS recurring appointments. If this feature is enabled, it is recommended that users create an Outlook Rule that move these meeting invites from SAS to a separate folder to aid in Inbox management. Detailed instructions are provided in the next section. This feature relies on other systems outside of SAS; typically SAS created appointments are received by Outlook almost immediately, but in times of high volume or external factors beyond the application s control, delays may occur. Note, this option only shares appointments made in SAS to Outlook; refer to the Outlook Appointments Push to SAS Calendar option for this functionality. Setting up Outlook Rules The push of SAS appointments to Outlook works by sending s to your Exchange account for the purpose of displaying SAS appointments in your Outlook calendar. These notifications consists of appointment slot creations, slot updates, scheduled appointments, and cancelled appointments. Some users may find it useful to have the s pertaining to the creation or update of SAS appointments automatically moved to a custom folder in Outlook so as to limit the volume of notifications in their Inbox. 1. To begin, create a new folder in Outlook. 2. Once the new folder is created, select any of the SAS appointment slot creation s from your Outlook Inbox. 3. Once the notification has been selected from your Inbox, in the Outlook ribbon, click Rules, then Create Rule 2018 Indiana University Page: 4

5 The Create Rule dialog box is displayed. 4. Check the boxes labeled From and Subject contains. 5. Click Advanced Options The Rules Wizard dialog box is displayed Indiana University Page: 5

6 6. Under Step 2 of the dialog box, click the underlined value for the subject (for example, SAS Drop-ins ). This allows additional subject values to be added to the rule. The Search Text dialog box is displayed Indiana University Page: 6

7 SAS notifications for appointment slot creation and slot updates have the following subject lines: - SAS Appointment - SAS Group Appointment - SAS Online Appointment - SAS Phone Appointment - SAS Drop-ins 7. Type in any or all of the above subject lines one at a time, pressing Add after each entry. 8. Click OK. 9. Click Next. 10. In the Rules Wizard dialog box, check the action labeled move it to a specified folder Indiana University Page: 7

8 11. Under Step 2 of the dialog box, click the underlined word, specified. 12. The Rules and Alerts dialog box is displayed. Navigate to the new Outlook folder, click the folder name to select it, then click OK. 13. In the Rules Wizard dialog box, click Next Indiana University Page: 8

9 14. Unless there are any Exceptions to add (typically none), click Next again. 15. Under Step 1 of the Rules Wizard dialog box, type a name for this new rule. 16. Under Step 2 of the dialog box, check Run this rule now on messages already in Inbox (and ensure Turn on this rule is checked) Indiana University Page: 9

10 17. Click Finish. The Outlook Rule runs to move any existing SAS appointment notifications with the specified conditions to the new folder. Any new SAS appointment notifications matching the specified conditions in the Rule will now automatically be moved to the new folder. Enabling the Push of Outlook Events to SAS Calendar 1. Select Yes next to Outlook Appointments Push to SAS Calendar. 2. Click Save. 3. Open your SAS calendar (or refresh the browser page if already opened) Indiana University Page: 10

11 4. The Sync with Outlook button is now included at the top of the calendar; click the button. 5. After a few moments (up to two minutes) refresh the browser page. Outlook events are now displayed in your SAS calendar. Outlook Events in SAS Calendar: Outlook events display in a light blue color with an Outlook icon. Use the Sync with Outlook button if you feel your SAS calendar is not displaying updated Outlook information. You cannot edit Outlook events in the SAS calendar. Outlook events that occur on the day the push functionality is enabled, and up to 12 months in the future, are displayed in the SAS calendar. As such, Outlook events (single or reoccurring) that occurred on a day prior to enabling this feature are not displayed. Private Outlook events will not display a subject like other events. SAS Calendar keeps that information hidden and displays Private Appointment instead. No free or working elsewhere Outlook events will display in SAS Calendar. All day (24 hour) Outlook events will not display in SAS Calendar. Outlook events that occur before 7:00am, but end after, will display in SAS Calendar with a slight modification. SAS Calendar will display the start time as 7:00am but will display end times that match Outlook (example: Outlook event 6:00 8:00am will display as 7:00 8:00am in SAS Calendar) Indiana University Page: 11

12 Historic Outlook event data remains static, even if you change it in Outlook. Conflicting SAS Appointments and Outlook Events Outlook events will drop behind existing SAS calendar appointments, appearing as a shadow behind the SAS appointment slot. You can click on the SAS appointment in the foreground to manage it as normal. If you would like to create a SAS appointment that conflicts with an Outlook event, 1) click an empty appointment slot, 2) click Advanced Options, 3) change the start and end times to meet your needs. Disabling the Push of SAS or Outlook Appointments These push settings are turned off by default; once you have enabled them, you may turn off these push features at any time. 1. Navigate back to the My Profile page in AdRx, select SAS Student Appointment Scheduler, click the arrow in the Calendar Settings row, and click Edit. 2. Depending on which push feature you would like to stop, select No to SAS Appointments push to Outlook and/or Outlook Appointments Push to SAS Calendar. 3. Click Save Indiana University Page: 12