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Tech Guides :: Zimbra :: Migrate :: MeetingMaker

Calendar

Zimbra combines email and calendar in one easy-to-use program.  Get ready to say goodbye to the days of having to login to two separate programs to have your email and calendar open.  

Be aware that there is no good automated tool that will successfully move all your appointments from MeetingMaker into the Zimbra calendar, so you will need to manually move your appointments.

Available October 6th

• The Zimbra calendar will be available for you to start populating on October 6th.
• You should re-schedule any meetings that you initiated and accept invitations from others as they come in (details below).
• Meeting room calendars (e.g., BSS 508) and equipment calendars must be requested. Request these calendars at www.humboldt.edu/~its/forms/calendar.shtml.

Don't forget about MeetingMaker

During these two weeks, you will be keeping two calendars up to date (MeetingMaker and Zimbra).

Where do I look to schedule a meeting?

• Up until October 20th, look in MeetingMaker to schedule appointments.  This is still the official calendar.  Once you find a time in MeetingMaker, schedule your meeting there and in Zimbra.
• On October 20th (and after) look in Zimbra to schedule appointments.  This will be the official calendar on October 20th.

Can I just wait until the 20th to move my appointments?

If you wait until the 20th, people will already be using Zimbra to look at your schedule.  They'll see that you are available all the time and invite you to meetings that you can't attend.  It will be less frustrating for you and the people who invite you if you are prepared ahead of time.

For instructions on using your calendar, see the Help menu in Zimbra or the HSU Email User Guide located at http://www.humboldt.edu/zimbra/userguide.

Move your events

We understand the manually recreating all of your Meeting Maker events will be a lot of work.  We hope these tips will make it easier!

1. Only move the events that YOU scheduled.  If you were invited to something, wait to be invited in Zimbra again (and accept it!).
2. Remember to invite your guests as you re-create an event.
   
3. View your MeetingMaker Calendar as Text (View as Text under Calendar views).  The symbols in this view help you easily see some details about your events:
1. Recurring
2. Agenda items
3. All required guests have accepted
4. Flexible
5. Guests
6. Private
4. Mark your events as you go so it's easy to see what's been moved and what hasn't.
1. You could pick a label color and mark each event as you go, so all red (for example) events have been moved, and you can ignore them as you move on.  To assign a label, right-click on the event, click Label and select a label.
   
2. Or, you could put some kind of mark in the title - such as the letter Z for Zimbra.  An event like "Department Meeting" still needs to get moved, but "Z Department Meeting" doesn't. 
   
3. This is especially useful for recurring meetings so you don't waste time checking to see if it's already there.
5. If you are responsible for other calendars (conference rooms, equipment, etc.) repeat these steps with those rooms.
   

Move your proxies

 You will also need to establish who can see or write to your calendar.  In MeetingMaker, you had two options, Read and Read/Write.  In Zimbra you have one more option:

1. Viewer - View (Read) Only
2. Manager -  View, Edit, Add, Remove, Accept, Decline
3. Admin - View, Edit, Add, Remove, Accept, Decline, Administer (assign other proxies)
   

To share your Calendar

1. Right-click on the calendar to share and select Share Calendar.
2. On the Share Properties dialog select whom to share with.
1. Select Internal Users or Groups
1. When you choose Internal, you can choose addresses from the list that appears as you type or you can type addresses that are not in the list. The user or group must be a valid address in your company's mail server
2. In the Role area, select the access permissions.
3. In the Message area, select which type of message to send. The options are as follows:
   
• Send standard message. The standard share notification message is sent to the email address.
• Add a note to standard message. You can add additional information to the standard message.
4.  Click OK

For more information on sharing your calendar with external guests, see the Help menu in Zimbra or the HSU Email User Guide located at http://www.humboldt.edu/zimbra/userguide.

Where did my location calendars go?

If you were responsible for a location or equipment calendar in MeetingMaker, you will need to request that calendar again. Once it is created, you will see it as a shared calendar in Zimbra. Request these calendars at www.humboldt.edu/~its/forms/calendar.shtml

What are all these different types of calendars?

Your email account automatically comes with a calendar. You can create additional calendars for record keeping (e.g., student work schedules, departmental vacation calendars, University-wide deadlines, etc.) and share those with others. These calendars that you create (besides your default calendar) cannot be "invited" to meetings and are really used for record keeping or notification of deadlines.

If you need additional calendars, such as meeting locations or resources (equipment), that can be reserved by invitation, request those calendars at www.humboldt.edu/~its/forms/calendar.shtml.

Archiving your MeetingMaker calendar

If you need to keep track of events that have happened in the past, you can export your MeetingMaker calendar as HTML files. You will only be able to export the past 11 months.

1.  In MeetingMaker, select File > Export as HTML
2. Frequency: Manual
3. From: Specify how many months into the past (11 maximum)
4. Publish to: Browse to select a location.
5. Select "Show placeholders for private events"
   
6. Click OK
7. This will produce a file named Calendar.htm as well as a folder named Calendar.mmd.  Opening Calendar.htm will open a web view of your MeetingMaker Calendar.
   

Humboldt State University : Information Technology Services : Rights & Usage