Calendar Standards – Collection Management
· Your time at work including time in and time out should be clearly indicated.
· Time off should be indicated as soon as your request is approved.
· All time commitments should be indicated on your calendar as soon as you are aware of them.
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Required on your Calendar |
NOT Required on your Calendar |
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· Accurate indication of your work day · Committee meetings · Other meetings · Time on the RIS desk · Your lunch break should be filled in for the entire week on the first day worked that week. · Your 15 minute breaks should be filled in each morning as you plan out your day · Scheduled training should be on the calendar · Any time out of the office or out of the building (even if part of daily activities, in case there is a fire alarm and we need to account for missing persons)
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· Bathroom breaks · Normal daily work at your desk · Short periods of time away from your desk that is part of your normal routine such as delivering items to other departments, roughly 10 minutes or less.
Optional but Preferred
· Half an hour at the beginning of the day to plan your calendar and answer email · Half an hour at the close to the end of the day to plan your calendar and answer email · Extended periods away from your desk even if part of your normal routine (such as shelving, paging, etc.). This helps plan your day and let others know where to find you… you should show this time as “available” if this is your normal routine so you can still get calendar requests for meetings. |
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Calendar Standards – setting your workweek
Outlook has a setting to indicate your normal workweek which would generally indicate 8:00 am – 4:30 pm because the standard workday for the University is 8:00 am to 4:30 pm.
If you have a shifted schedule, you should indicate that in instead.
The settings can be found at: Tools>Options>Calendar Options
You will see that the settings for this schedule indicate Monday – Friday, 8:30 – 5:00.
Below is the corresponding calendar for those settings: Monday – Friday, 8:30 – 5:00
and all other time is grayed out on the calendar. This is important because this is how Outlook knows that you are not available for a meeting before 8:30 or after 5:00.
(In this example, as well as those times being grayed out, the 12th is purple to indicate “out of office” because that is a Holiday indicated by an “All day event” labeled “Spring Break” and the library is closed.)
If yours schedule is more complicated than this.
That is, if it is not the same time, Monday through Friday,
you will need to pick the earliest and latest time and add special notes on the other days you work.
Below is a calendar for someone who works Monday and Tuesday, 8:30 to 5:00, and Wednesday, Friday, and Saturday from 7:00 to 3:30.
What is important to notice is that time you are not here is filled in and time you are here is not filled in.
Calendar Standards – Full day off / Out of office
1. In Calendar, on the Actions menu, click New All Day Event.
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list.
5. If the event lasts longer than one day, change the values in the Start time and End time boxes.
6. Click Save and Close.
Tip In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area beneath the date heading of the day of the event.
Note: You can also create an all-day event by creating a new appointment and checking the “All day event” box next to the start time and end time. Whatever method you use, be sure to indicate Show as Out of Office, it appropriate.
Note: You can also create an appointment for your scheduled time (8 – 4:30) and show that as “out of office” rather than creating an “all day event.” Either format option would be acceptable.
Calendar Standards – Personal / Private Calendar entries
You may want to indicate a personal or private entry on your calendar. An example might be that you have a doctor’s appointment and you want to put the name of the doctor for your own reference, but you only want the rest of the world to see that you will be out of the office without showing the other details.
By activating the “Private” button (making it orange), others will only see “Private Appointment” and not see the details of your appointment. This is what you see:
This is what others will see: