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Calendar Browser Administrator Manual

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1. Note that these preventions can be circumvented for example using Outlook Web Access so they are not a Configure Calendars Projects Sur Prevent double bookings 100 block on doubles or recurring appointments Also due to the less than perfect way that the Outlook API Prevent recurring works it is not possible for us to fully check for double bookings against recurring appointments We therefore recommend that you disable recurring appointments also if you want to prevent double bookings If recurring appointments are allowed and users create them in Ca endar Browser a special icon is shown on the appointment in the Overview 15 00 16 00 Note also that even if a double booking should occur Calendar Browser gives the advantage of showing who made the booking first That feature is not readily available in Outlook itself 5 1 2 RIBBON SETTINGS To give the end users a simpler interface you can hide Ribbon Settings the Manage and the Overview buttons by unchecking 3 the checkboxes _ Manage When you choose to hide Manage and Overview you C Overview must access the Administrator and Overview applications by running the files CBAdminNET exe and CBOverviewNET exe in the Ca endar Browser server folder o ae Search Description Search Description Overview Search Description Overview Manage Calendar Browser Calendar Browser Calendar Browser The Calendar Browser ribbon The Calendar
2. cccccececescscececuccccceeceeecucuseueeeeseceseeeueesecucusaueesgas 15 4 2 3 INSTALLATION FINISHED iscececrcestesscactiodentevedsoicecsncs casoaosumarceisncetdwaseesedicateruiesneeeceucesoaneseetuanss 17 4 3 EXAMPLE DATA scrsssoiciscerasseruran cc cacncpscemeeasseor cous cweuseet caaveceteunccauseaaswe en eanna basri 17 4 3 1 LOADEXAMPLE DATA sssiissssnsecnsdcddesasescssvsvendaveeonsassousiensesdsusesaneeedienves soebecesdenacvebdouenvensedescenessans 17 4 3 2 REMOVE EXAMPLE DATA cccccccecececscucecccucccucuseeususeseueeseceeeseueesesecnsesaeeeeeseeneaueueeeesueeuaueeeanes 18 4 4 ADD CALENDAR GROUP secconcncnscarsccissvsscnunnsscuradeeduseveotountodnensweeassessanneasnedessaoneatecnonedeweuanens 18 4 5 MULTIPLE CALENDAR BROWSER OUTLOOK FOLDERS sccsccsccscccsccsccccccccecccecceccccccesceccccscecceecces 19 4 6 AUTOMATICALLY ADD CB GROUP TO ALL CLIENTS csccscescecccccccccccccccsccscccccccsccscescescescescesces 19 4 7 THE CALENDAR BROWSER SERVER DIRECTORY ccsccsccsccccccccccccccccccccccecccccceccecccccceccecccecceccescees 20 4 8 THE CALENDAR BROWSER CLIENT ccccsccscescescenccnccsccccccccccccccccsccsccscescescescencescescescescescescenees 20 4 9 USER PERMISSIONS ON THE SERVER CALENDAR BROWSER FOLDER sccsccccccscecccccccscccccccccccecccecces 20 5 THE CALENDAR BROWSER SETTINGS sessesossessesossescesessossesossesoesossessesossesossossessesossesoesssssssssessesssseo 21 S1 CONCURRE oi cresiscaespssac annus taensaeuca c
3. HS Crs CBAppointmentsReports Excel TABLE TOOLS 7 D O xX alta HOME INSERT PAGELAYOUT FORMULAS DATA REVIEW VIEW DESIGN Sapna Shah 7 TA oa fe Oe f i Sk f m thn Pat Fy amp 4 TL Equation b BR lolap egy We M Eip A et o PivotTable Recommended Table Pictures Online 3 S a My Apps Recommended 9 B PivotChart Power Line Column Win Slicer Timeline Hyperlink Text PivotTables Pictures G Charts Z b View Loss i Tables Illustrations Apps Charts Tf Reports Sparklines Filters Links Symbols A Al vy i fe Appointments v A B C D E F G H 1 Appointmenka Calendar B Subject M Date E Project M Organizer BA Mond Weekday 2 1 Conf Room A Call from Robert King 5 11 2014 1 CEO Address Anne Dodsworth May Sunday 3 2 Conf Room A Performance Review by Steven Buchanan 5 12 2014 1 Employee s Families Get together PeterKalmstr m May Monday 4 3 Conf Room A Video Conference between Peter Kalmstrom and Jayant Rimza 5 13 2014 1 Creative Brief Discussion Michael Suyama May Tuesday 5 4 Conf Room A Budget Meeting between Kalle Kula and Andrew Fuller 5 13 2014 1 Creative Brief Discussion Kalle Kula May Tuesday 6 5 Conf Room A Call from Robert King 5 14 2014 1 Diversification Plans Discussion Janet Leverling May Wednesday 7 6 Conf Room A Call to Laura Callahan 5 14 2014 1 Quarterly Review Kalle Kula May Wednesday 8 7 Conf Room A Video Conference between Peter Kalmstrom and Jayant Rimza 5 14 2014 1 IT Systems Review Margaret Peacock Ma
4. ie Calendar Browser Business Solutions for Outlook Calendar Browser Supplier E mail Template Template Fields Subject Supply booking notification SUBJECT RESOURCE SUPPLIES have been booked for RESOURCE at START TIME START TIME For info please contact HOST END TIME HOST PROJECT SUPPLIES Enter the text and formatting you wish to use in the HTML editor to the right and Place the tags above where you want them In the sent e mail these tags will be filled with the correct information www kalmsirom com sanda se cense 5 4 2 REMOVE SUPPLY ITEMS WITHOUT DISTURBING EXISTING BOOKINGS If an item is removed from the Supplies items list you will be asked if the item should be removed from existing bookings also If you click No the item will only be removed from the Supplies items list so that it is not available for future bookings Calendar Browser Tea should be removed from existing bookings also Calendar Browser V9 Administrator Manual www kalmstrom com 32 kal mstrom leveraging your Microsoft oe Bie Calendar Browser Business Solutions for Outlook 5 5 PLACE SETTINGS Under place settings you can give the users several different room settings to choose from like extra instructions on what tables should be used Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Host Attendeas One lon
5. 6 2 SEARCH THE OVERVIEW sssssssssssssssssccsssssssssssssscssosssssssssssssossssssssssssosssssssssssssscesssssssssssss 37 63 PRINT oe aoc che srsctes mre cic ss sere cicie wean E 38 6 4 OVERVIEW IMAGES ssssssesssssssssssssssccsssssssossssssessssssssssssssssessssssssssssosssssssssssssssesssssssssssss 38 65 DATY PN o A 39 GO WV EE VIEWS anuna semper eesien sane eaeuenseanucesuuiescepesseceneeusnacwenseceueusentenuorenaceseseds 39 6 7 MONTH VIEW wcrc cave acto wecaisinrcasiva y aiva s tes ereeGaasiet a sites Gecenceaensunmectenes 39 i A TIS VIEW scseccciissokisnsss cats wrsiv ns a tape eats naw seo una nieec cau wdivaaeue wees eaeeemuceuesusnctenes 40 6 9 APPOINTMENTS AND ORDERS REPORTS scscscscscsccccccccscscsceccccccscscsceccccscsscscscececccccsccscscsceees 40 6 10 BOOKING SUMMARIEG ccccccccccccccccccccccccccccccccccccccccscecccccccscccccccccccecccceccccecccceccsceccsoecccoecs 41 T ARCHIVE AND STATISTICS seuns AA 42 7 1 WHE ARCHIVE DIALOG iicicicneavedvcsencdavessucwiweceacadconincedscsebuscnsessenaeecaanducsssacabaeweeeasedoecedsesiencnnecs 42 De DATABASE siaicc vaceaieescaenaw cece erevuiecis cusen seeeentnuesicneuebedeacanuie waded vacua uniea cuneesees orn cedeucineesessieise 43 2 3 ARCHIVING cng cients case asioewsusoinae sess eiivus awe visite ante wecacties wines dae uae cawaninaweode an eesievalnseceuyeeesssenseaeteswaceseres 44 TA STATISTICS ea E seaness coensgoavecnenes cadecnonnconosenuenvaesaanessonrseecesnee 45 PAA DEF
6. 1 REGISTER This information is only valid for organizations with a Minimum Subscription Premium Members do not have to register their installations You register Ca endar Browser by clicking the License button in the Administrator Settings When you have registered Calendar Browser this button will be hidden wiiw kalmsirom com Make sure the person who registers Ca endar Browser has Owner s right over the root Outlook folder This way registration is done for all users using Calendar Browser When you have clicked the License button the register dialog is displayed Add an e mail address with the domain name of your company organization and the registration key you have received from kalmstrom com Registration Please enter your e mail address and your registration key for Calendar Browser and click Registration You need to be connected to the Intemet for this to work This version will function 30 more days E mail Registration key Format XOXOXO OOO KX wan kalmstrom com Calendar Browser T for Gutlook Calendar Browser V9 Administrator Manual www kalmstrom com 50 kal mstrom leveraging your Microsoft Business Solutions Calendar Browser for Outlook 10 SUPPORT To use Calendar Browser you must be a Member of the kalmstrom com Community Free upgrades and the kalmstrom com Support Services are included in all Memberships 10 1 CONTACT The solutions of kalmstrom com are designed to
7. Browser V9 Administrator Manual www kalmstrom com 47 kal mstrom leveraging your Microsoft Business Solutions for Outlook Q Calendar Browser 8 UPGRADE OR REPAIR CALENDAR BROWSER TO upgrade or repair Ca endar Browser run the installer CalendarBrowserSetup exe from a client just as when you installed the application If you can do the repair or upgrade from the Same machine as you did the installer it is even better Select the Repair Upgrade alternative Installation Wizard Installation Type 9 0 0 26 Select an installation type i AEE Calendar Browser 2 New Calendar Browser for Qutlook Repair Upgrade existing Calendar Browser installation kalmstrom Business Solutions Previous Nest You are now asked to select the existing Ca endar Browser installation NOTE that Ca endar Browser must not be running during repair or upgrade Installation Wizard Upgrade Repair 9 0 0 26 Select an existing Calendar Browser installation Qe Calendar Browser O for Qutlook To upgrade or repair select an existing Outlook folder with Calendar Browser already installed Make sure that no application of the existing Calendar Browser is running else the upgrade repair may tail kalmstrom Business Solutions www Kolm nom com Previous Nex Select the Ca endar Browser Outlook folder and press OK and the repair or upgrade will be performed automatically Calendar Browser V9 Admini
8. Browser ribbon The default Calendar Browser ribbon group when the Manage and group when the Manage group The Manage and Overview Overview buttons are button is hidden The checkboxes in the Settings are hidden The Manage and Manage checkbox in the checked Overview checkboxes in the Settings is unchecked Settings are unchecked Calendar Browser V9 Administrator Manual www kalmstrom com 22 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook 5 1 3 Copy APPOINTMENTS The administrator can decide if copies of new appointments should be added to the personal Create copy of new appointments in other calendar ee Hep CO O booking or to another specified calendar Copy Create copy of new appointments in personal calendar 5 1 4 CHANGE LOG When the checkbox for Change log is checked all changes in bookings and supplies will be recorded in a Change log file in a subfolder in the Ca endar Browser server folder Change log Cont Room A 6 2014 Notepad File Edit Format View Help Modified 6 11 2614 5 16 52 PM Subject Video Conference between Peter Kalmstrom and Jayant Rimza Created by Anne Dodsworth Created 6 11 2014 12 22 42 PM Start Date 6 11 2614 2 00 00 PM Modified by Sapna Shah Modified 6 11 2614 5 16 52 PM Changed properties Start Time End Time Modified 6 11 2614 5 16 52 PM 5 1 5 CONFIGURE EXTRA BOOKING INFORMATION Check the box for Extra bo
9. Robert 13 00 15 00 is 60 Project Sales Pitch Brainstorming Session Calendar Cafeteria Level 2 i 1600 17 00 16 30 18 30 Video Conferen_ 1700 1200 J 1700 2000 Teleconference Budget Meeting Project Tasks D_ 1900 22 30 Call from Robert 6 6 WEEK VIEWS There are three different week views Week I from Sunday to Saturday Week II from Monday to Sunday Week III from Monday to Friday 6 7 MONTH VIEW The Month view shows bookings for one month By default all the resource calendars are shown but you can filter the bookings by calendar Select one calendar in the dropdown and only the bookings in that calendar will be shown Fd Calendar Browser Overview OE moza prora mes u Timeline Day Weeki Weekll Week Ill Day List Appointments Report Orders Report HHH June 2014 Today lt gt Sunday Monday Tuesday Wednesday Thursday Friday Saturday 01 Jun 02 Jun 03 Jun 04 Jun al _05 Jun 06 Jun 07 Jun 3 CESSES G penama a 09 00 Call to Laura Callaha 12 00 Video Conference be 1200 Peronnanes REE cnet Ta Sales sb 10 00 Visit to Retailers by MiB 12 00 Call from Robert Kind 11 00 Intemal Review Mecifil 12 00 Visit to Retailers by h E1200 Project Tasks Dees F120 Inp eo Hey Tenet View 31 more events View 26 more events View 28 more events View 23 more events View 26 more events View 26 more events View 22 mo
10. be very easy to deploy use and manage However if you have any kind of problems or questions about our software there are several ways of contacting us E mail support kalmstrom com Technical issues sales kalmstrom com General and sales issues Telephone 46 739 206 106 Within USA 800 518 4155 11 REMOVE CALENDAR BROWSER To remove Calendar Browser simply delete all the Ca endar Browser folders and files 11 1 REMOVE CALENDAR BROWSER CLIENT Each user should also un install the Ca endar Browser Client This is done from the Control Panel Add Remove programs Programs and Features Right click on Calendar Browser Client Tool and choose Uninstall Uninstall or change a program To uninstall a program select tt from the list and then click Uninstall Change or Repair Qrganize Uninstall Repair B ie Name 7 Publisher Installed On Size Version 115 8 0 Express Microsoft Corporation 3 31 2014 360 ME 8 0 1557 oogle Chrome Google Inc 3 31 2014 35 0 1916 114 Ginger Ginger Software 6 10 2014 27 9 MB 3 5 56 File illa Client 3 8 1 rc3 Tim Kosse 6 1 2014 184 ME 38 1 rc3 iE Entity Framework Designer for Visual Studio 2012 enu Microsoft Corporation 3 31 2014 29 6 MBE 11 1 20702 00 G Calendar Browser Client Tool kalmstrom com 6 13 2014 GB Adobe Photoshop CC Adobe Systems Incorporated Bf 7 2014 19766 14 0 Adobe Creative Cloud Adobe Systems Incorporated Bf 7 2014 191 ME 2 6 0 393 If a dialog comes up answer Yes to
11. kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook With different colors for different types of projects you will get a good overview over bookings in the Calendar Browser Overview Write in the project name and select a color Also decide whether to activate Project mandatory When you do that users cannot save a booking without specifying project or what you have decided to call it Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Host Attendees CEO Address Caption Creative Brief Discussion Diversification Plans Discussion Employee s Families Get together C Project mandatory Empolvee Counselling HR Performance Review Save Projects in Investor Interaction Outlook Setting item IT Systems Review Database New Product Design Quarterly Review Recreational Outing Discussion Sales Pitch Brainstorming Session Supply Chain Management weny kalmstrom com ens Bate Calendar Browser requires no database if you don t use the statistics application and therefore the projects are saved in Outlook by default However if you want to use a database you can do that This is especially useful if you already have a project list in a database When the alternative Save in Database is selected the projects are loaded from the database when Calendar Browser is run The database options are Mic
12. on this kind of client installation refer to the video demonstration on the kalmstrom com website or to the Calendar Browser User Manual The msi file may also be used for a central installation of the client via Active Directory Welcome to the Calendar Browser Client Tool Setup Wizard The Setup Wizard will install Calendar Browser Client Tool on your computer Click Next to continue or Cancel to exit the Setup Wizard kalmstrom com Business Solutions Accept or change the client installation path on the local computer Calendar Browser V9 Administrator Manual www kalmstrom com 13 kal mstrom leveraging your Microsoft ae Calendar Browser Business Solutions for Outlook Calendar Browser Client Tool Setup Destination Folder Click Next to install to the default folder or dick Change to choose another ie kalmstrom com Business Solutions Install Calendar Browser Client Tool to C Program Files x86 kalmstrom com Calendar Browser Client Tool When you have clicked Next this screen is shown Click Install to start the client installation Calendar Browser Client Tool Setup Ready to install Calendar Browser Client Tool LL kalmstrom com Business Solutions Click Install to begin the installation Click Back to review or change any of your installation settings Click Cancel to exit the wizard Then the actual Ca endar Browser Client installation will start Calendar Browser V9 Administrator
13. that case you will get a message about this after clicking OK The management is organized under tabs as described below If your organization does not need some of the features leave the corresponding checkbox unchecked and or do not fill out any information under the corresponding Settings tab 5 1 CONFIGURE This is the default dialog Check the options you want to use and uncheck the ones you don t want to use Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Prevent double bookings Copy oe A i C Create copy of new appointments in personal calendar Prevent recurring Create copy of new appointments in other calendar Ribbon Settings W Manage Overview C Show calendar images in Overview Ovenriew Timeline z Auto update data in CB Overview mins ay Week Week II Week III Extra booking information Month LC Change log Day List C Short notice flag Appointments Report Orders Report m m m m m m m m m wean kalmstrom cam 2 Calendar Browser eanas for Gutloak License Calendar Browser V9 Administrator Manual www kalmstrom com 21 kal mstrom leveraging your Microsoft a Calendar Browser Business Solutions for Outlook 5 1 1 PREVENT DOUBLE BOOKINGS OR RECURRENCE Via checkboxes in the Administrator Settings both double bookings and recurring appointments can be prevented
14. the format in the Settings Calendar Browser V9 Administrator Manual www kalmstrom com 8 kalmstrom com leveraging your Microsoft P hea Calendar Browser Business Solutions for Outlook HS O y Video conference between Peter Kalmstrom and Jayant Rimza Appointment 7 0 O xX FILE APPOINTMENT INSERT FORMAT TEXT REVIEW z EE Appointment LA be pli P 7 x za z Appointment NA oo ae plies Recurrence gt Q 9 ES Scheduling Assistant Project IT Systems Rev Save amp Delete Q Lync Meeting Invite a Time Zones Tags Zoom Apps for Close Meeting Notes _ Attendees i Office x la Zoom Apps a Actions Show Lync Meetin 7 Book supplies Booked by Created subject Starttime Wed 6 11 2014 End time E Comment to order Total Cost Need on Expresso Coffee 170 00 Place Settings ss y Cost Center gt Bookings may be attached to specific projects and defining a PF project can be set to mandatory by the administrator see SSS Antion Tans Project It is possible to change the caption Project in the settings so you can give this parameter any name that suits your organization Cale Creative Brief Discussion Diversification Plans Discussion Employee s Families Get together Empolyee Counselling HR Performance Review Investor Interaction IT Systems Review New Product Design Quarterly Review When the organization has more than 100 projects there is no dro
15. 9 Administrator Manual 44 www kalmstrom com kal mstrom leveraging your Microsoft Business Solutions 7 4 STATISTICS When the checkbox for Excel Reports is checked at archiving Calendar Browser will not only copy old appointments to the database but also create Excel reports on many aspects of the passed resource usage Calendar Browser will update the reports each time the Archive tool is run and the box for Excel Reports is checked 7 4 1 DEFAULT REPORTS ml Ae eae Dm CBAppoint mentsRepo rts xlsx The reports are stored in two files in the Ca endar Browser server folder CBAppointmentReports xlsx and CBCostReports xlsx Calendar Browser for Outlook _ mem H oa CBCostsRe ports xlsx CBAppointmentReports xlsx shows seven reports based on the resources projects and organizers while the CBCostReports xlsx gives five reports on the costs of resources and supplies OF CEAppointmentsReports Excel INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW i Calibri Ee Era Conditional Formatting El gt 3 E Format as Table Paste W F Pr 9 8 E Cell Styles Clipboard Ta Alignment Tl Number G Styles Booked Hours per Resource Number of Ore Number of Resources per Year The reports have both a pivot and a graphic presentation ero Insert X Delete Format Cells O x Sapna Shah Editing r Calendar Browser V9 Administrator Manual ww
16. AULT REPORTS ssecceesa tee ctncscs neces ncteosk AE 45 7 4 2 CUSTOM REPORTS wcctiescsncrcorictcanacececsesans elds rece Dtacncsnnledes since Snwodtaeseneseeiuaceeodecansovseseasertaeicauececas 47 8 UPGRADE OR REPAIR CALENDAR BROWSER cscsccccccscscsccccccccscccsccccccecccscccscccsccecccscecscsceccececscecsceces 48 9 SUBSCRIPTION oerrinne rE EE Eaa 50 9 1 REGISTER orina desman esenseuscasscasi necauesecassaetenceumensesnnesioaesseaeuaeee 50 Calendar Browser V9 Administrator Manual www kalmstrom com 2 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook 10 SUPPORT narr i E E EOE 51 DOD CONTAT o N E 51 TT REMOVE CALENDAR BROWSER nrasioririe arinina N E E E 51 11 1 REMOVE CALENDAR BROWSER CLIENT sssssssssssasssasssurosasssssasssisasosusisusseisasasssasisasosucsnsesasssaresats 51 Calendar Browser V9 Administrator Manual www kalmstrom com 3 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook 1 INTRODUCTION Calendar Browser is an application for booking resources within an organization It is totally integrated in Outlook and can be used with both public folders and shared mailboxes The application is centrally installed and configured Only a minimal client installation is needed In Calendar Browser each resource has its own calendar and to book a resource the user simply makes an appointment in the calendar of that resource This appoi
17. Anne Rt v Gymnasium 53pn3 ke End 6 10 2014 2 00PM HelpDesk sapna kalmst ms P 2 Reminder None v Lawn spn ist Yy v YV v Mail Calendar People Tasks ITEMS 3 ALL FOLDERS ARE UP TO DATE CONNECTED TO MICROSOFT EXCHANGE D E 100 The example data in Calendar Browser used in this documentation shows mainly booking of rooms and for simplicity we also talk about booking rooms in this manual However anything that is booked within an organization cars equipment personnel can of course be booked through Calendar Browser The Outlook language will be automatically used for Calendar Browser Danish Dutch English Estonian Finnish French Italian Norwegian Portuguese Russian Spanish and Swedish are supported If the Outlook language is not supported English will be used instead The screenshots in this manual come from Outlook 2013 but where there is a significant difference we are showing images from Outlook 2007 also 2 REQUIREMENTS To install and use Calendar Browser you need Microsoft Outlook 2007 2010 or 2013 installed on each client Both the 32 bit and the 64 bit versions are supported An Exchange Server any version or Office 365 Microsoft Excel 2007 and above for the statistics Windows Vista 7 or 8 Microsoft NET Framework 4 0 Extended or above If it is not present the installer will give a download link The application helps you get more out of Outlook and Exchange but it does not
18. Browser for Outlook Calendar Browser Settings EJ Copy Create copy of new appointments in personal calendar C Create copy of new appointments in other calendar Show calendar images in Overview Auto update data in CB Overiew mins Change log Extra booking information Short notice flag ww kalmstronm com When this box is checked reservations ti which have been made or modified at Soy iag short notice will be highlighted with an Short notice period 3 Days hourglass in the Calendar Browser Overview You must also decide how many days before the actual booking time the booking or change should be made to be highlighted 17 00 16 00 Teleconference with Raisa Zwar 17 00 16 00 Visit to Retailers by Martin Flem Calendar Browser V9 Administrator Manual www kalmstrom com 25 kal mstrom m leveraging your Microsoft Calendar Browser Business Solutions for Outlook 5 2 CALENDARS Under the tab Calendars you can add and remove resources and give each resource a description Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Host Attendees Cafeteria Level 4 Conf Room A Conf Room B URL Gymnasium HTML HelpDesk Lawn Description Projection Room Reception Area Terrace www kaimsirom com Calendar Browser 5 for Outlook icense Cancel 5 2 1 ADD CALENDARS If there
19. LENDARS When you want to add shared personal calendars to Ca endar Browser select the mailbox option and write in the name of the calendar 5 2 1 5 BROWSE TO EXISTING CALENDAR The alternative Browse to existing Calendar may be used to add all kinds of calendars that already exist in your Outlook to Calendar Browser 5 2 1 6 REMOVE CALENDAR Remove a calendar from Calendar Browser by selecting it and clicking Remove When the calendar to be removed is a public folder it is really deleted When a mailbox calendar is removed only the link from Ca endar Browser is deleted not the mailbox itself 5 2 2 DESCRIPTION Under the tab Calendars each room can be described with Seats and two different Rates Just select the cells and write or paste in the digits NOTE If a calendar is described as having O seats it will always show up in the search since there is no filter for zero The second rate can be used if you want to separate some part of the cost for the resource You might for example want to separate hire of the computers in a room because they need to be put on another account than the room itself Calendar Browser V9 Administrator Manual www kalmstrom com 28 kal mstrom l leveraging your Microsoft Calendar Browser Business Solutions for Outlook Bad Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Host Attendees Cafete
20. Manual www kalmstrom com 14 kal mstrom leveraging your Microsoft a Calendar Browser Business Solutions for Outlook Calendar Browser Client Tool Setup Installing Calendar Browser Client Tool kalmstrom com Business Solutions Please wait while the Setup Wizard installs Calendar Browser Client Tool Next This screen is shown when Calendar Browser Client has been installed Click Finish to leave the Setup Wizard Calendar Browser Client Tool Setup Completed the Calendar Browser Client Tool Setup Wizard Click the Finish button to exit the Setup Wizard kalmstrom com Business Solutions Back Cancel 4 2 2 THE CALENDAR BROWSER OUTLOOK FOLDER When the client installation is finished it is time to decide what Outlook folder Ca endar Browser should be installed in Calendar Browser V9 Administrator Manual www kalmstrom com 15 kal mstrom leveraging your Microsoft oe ae Calendar Browser Business Solutions for Outlook Installation Wizard Configure Outlook 9 0 0 25 Outlook needs to be configured 2 Calendar Browser In the nest step you will be prompted to select create for Qutlook an Outlook folder of the Mail and Post Items type We recommend that you use a public folder or shared mailbox for the Outlook installation so that all users can r access the application Appropriate permission kal ms tr om for this folder has to be set for all users Business Solutio
21. ar Browser is installed When you choose to load Example Data you will get the Example Data screen Calendar Browser V9 Administrator Manual www kalmstrom com 17 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook Calendar Browser Example Data Calendars Calendars Hourly rate Cafeteria Level 2 Cafeteria Level 4 Conf Room A Projects Organizers CEO Address Creative Brief Discussion Anne Dodsworth Diversification Plans Discussion Janet Leverling Subjects Budget Meeting between Kalle Kula and Andrew Fuller Call from Robert King Call to Laura Callahan Supplies Data in Outlook Calendar Please wait Working with Cafeteria Level 2 g waww kalmstrom com 1 Calendar Browser eee for Qutlook i Cancel Here you will be able to see the details of the Example Data like Resource calendars Projects Supplies Organizers etc You can choose period for the Example Data Click OK when you are ready to generate the Example Data When the Example Data has been loaded you will get a confirmation message Calendar Browser Examples created without problems 4 3 2 REMOVE EXAMPLE DATA Remove the Example data through the Administrator settings Calendars tab Refer to Remove Calendar 4 4 ADD CALENDAR GROUP Each user has to add at least one Calendar group before he or she can begin using Calendar Browser This is done via a button in the a Outlook ribbon toolbar tha
22. are no calendars in the Calendar Browser Outlook folder you will be asked to create one when you open the Settings Calendar Browser No calendars found Would you like to add a new calendar now You may also add a new calendar anytime by pressing the Add button under the Calendars tab The resource calendar can be a public folder calendar or a direct booking mailbox calendar For differences refer to Public Folder or Direct Booking Mailbox Calendars Calendar Browser V9 Administrator Manual www kalmstrom com 26 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook New calendar Public folder _ Direct booking mailbox _ Browse to an existing calendar 5 2 1 1 ADD A NEW PUBLIC FOLDER CALENDAR When you want to add a new public folder type a name for it and a new folder with this name will be created 5 2 1 2 ADD A DIRECT BOOKING MAILBOX CALENDAR When you want to add a mailbox calendar you need to type the name or SMTP address of an existing mailbox because a new folder is not created in this case The basic steps for creating a direct booking mailbox are 1 Create a mailbox 2 Assign send as permission to a security group containing Calendar Browser users 3 Assign full permissions to the same security group 4 Set auto response properties on the mailbox Specific resource mailboxes are available in Exchange 2007 and higher For info
23. ase you must be the owner of the SQL Server fno new database is created write pennission over the database used with Calendar Browser is enough Calendar Browser n for Outlook Calendar Browser V9 Administrator Manual www kalmstrom com 43 kalmstrom com Business Solutions 7 3 ARCHIVING leveraging your Microsoft Qa Calendar Browser for Qutlook Click OK and all the orders and appointments in the resource calendars and for the time period you have chosen are copied to the database The Archive tool exports appointments from the Calendar Browser calendars to a database Select calendars Cafeteria Level Cafeteria Level 4 Select an export option go Conf Room A Before YearManth Conf Room 6 014 Gymnasium HelpDesk W Lawn Projection Room Extra options Reception Area Terrace OOO Generate Update Excel Reports Remove exported appointments from Outlook k Cancel Creating Excel report for appointments When the files are copied and removed if you have checked that box you will get a message about it Archiving successfully completed Total appointments found between the specified dates 7 Appointments exported to the database 7 Duplicate appointments that already existed in the database 0 The Excel reports have been created The reports can be found in the Calendar Browser server folder Calendar Browser V
24. assist you with the general configuring of those programs Calendar Browser V9 Administrator Manual www kalmstrom com A kalmstrom com leveraging your Microsoft Calendar Browser Business Solutions for Outlook 3 FEATURES Here we will give just a short description of the features For more extended explanations of each feature refer to the Calendar Browser User Manual 3 1 DESCRIPTIONS To facilitate an adequate choice among the free rooms Ca endar Browser gives the users possibility to see descriptions of all the rooms or of course other bookable resources within the organization To reach a description follow these steps Select the resource you wish to see info about in the resource list Click the Description button in the ribbon A new window with a description of the resource will open fh Fy 9 Terrace sapna kalmstrom com Outlook 7 0X FILE HOME SEND RECEIVE FOLDER VIEW sa BEEBE EER E Frm m Search People _ f ES Address Book ef New New New Newlyne Today Net7 Day Work EE Meath Search Description Overview cs Open Calendar E mail Appointment Meeting 3 Ey j Calendar Groups Calendar i New S oe Denn i Calendar Browser Manage Calendars Share Find A MO al ewYork NY D ls w 15 F 66 p hitar Terrace Ctri P 25 26 27 28 Arm HE Gymnasium sa lawn sapna X Ternate sapna X s 9 opg 1S 16 17 18 22 23 24 25 29 30
25. ay also be used when the appointment is open When you need to print a booking we recommend that you first export it to PDF instead of using the Quick Print option That way some specific Calendar Browser terms will not be included so the print will get at cleaner look You will still get the information about resource name and when it is booked 4 INSTALLATION Budget Meeting between Kalle Kula and Andrew Fuller Quick Print Forward Private NH Ob Show As b Categorize nm nm nl Meeting Notes Delete Ex Export to PDF Calendar Browser is designed to be easy to install and distribute The installation has two steps 1 From a client install Calendar Browser on the server During this process the client is also automatically installed on the PC used for the installation 2 Install Calendar Browser Client on the other client machines The Client MSI file may be used either for an installation on each machine or for a central installation via Active Directory Before Calendar Browser can be used some resource calendars must also be added Calendar Browser V9 Administrator Manual www kalmstrom com 10 kal mstrom leveraging your Microsoft Business Solutions Qe Calendar Browser for Outlook 4 1 CREATE A CALENDAR BROWSER DIRECTORY ON THE SERVER Downloaded the setup file CalendarBrowserSetup exe from the kalmstrom com website to a PC Create a Calendar Browse
26. ble click the appointment to open it 6 2 SEARCH THE OVERVIEW You can search the Overview by a given date range and when Extra Booking Information is activated you can also search by a given date range sorted by Host or any other term defined under the Configure tab in the Settings When All is selected appointments from all hosts are shown but if a particular host is selected only appointments with that host will be visible Note that Hosts are shown in the Overview only if the option Extra booking information is checked in the Calendar Browser settings refer to Configure Extra Booking Information Mi l Hostal A Upee Else you will get an Overview screen without host information B i Update The Update button is for refreshing the data from Outlook If you select a new date the information is updated automatically Calendar Browser V9 Administrator Manual www kalmstrom com 37 Calendar Browser for Outlook kal mstrom leveraging your Microsoft Q Ti Business Solutions i 6 3 PRINT You may also print the Overview something that is especially useful for the Appointments and Orders reports and for the Booking summaries When you want to print the Timeline Day Week I Week II Month or Day List view open the desired view and press the Print button Make sure that the PC is connected to the internet when you click on the Print button for these views A PDF file will be downloaded to your PC Open i
27. box might be a better alternative For a bigger group a shared mailbox will take too much time to handle since each user has to get permissions on the shared mailbox and on the calendars 4 2 3 INSTALLATION FINISHED When the Outlook folder has been selected the installation is finished Installation Wizard Finished 9 0 0 25 Installation Over Calendar Browser Calendar Browser has been successtully installed for Outlook kalmstrom Load some example data Business Solutions 4 3 EXAMPLE DATA If the software is new to you it might be a good idea to load the Example Data It gives you an opportunity to see how Ca endar Browser works when you have a lot of data in it what performance you can expect and so on When you select to not install Example Data you will be asked to add a resource calendar the first time you open the Ca endar Browser folder in Outlook 4 3 1 LOAD EXAMPLE DATA When the central installation is finished you have a choice to load Example Data Check the box before you click Finish if you want to load the Example Data into your new installation Installation Wizard Finished 9 0 0 25 Installation Over jeo c B see Calendar Browser Calendar Browser has been successfully installed Ge for Outlook kalmstrom W Load some example data Business Solutions You can also create Example Data later by running the file CBCreateExampleData exe from the network folder where Calend
28. case they will only be saved in the database and you cannot reach them through Outlook Calendar Browser V9 Administrator Manual www kalmstrom com 42 kal mstrom leveraging your Microsoft is ae Calendar Browser Business Solutions for Outlook 7 2 DATABASE The first time you run the CBArchive exe file you will be asked to select database The options are a new Access database that Ca endar Browser creates for you in the Calendar Browser server folder and a new or existing database on your in house or hosted SQL Server Calendar Browser With Calendar Browser a team can share information about bookings When one team member has made a booking all members can see it in their PCs Please select how you want to share your archived appointments Calendar Browser supports all versions of Access and SQL Server When you select the Access atemative Calendar Browser will create the database for you in the Calendar Browser server folder If you prefer the SQL Server option you need to have your own SQL Server in house or hosted A Migrason A Access Micrasott A Microsoft SQL Server database SOL Server C A Microsoft Access database _ An existing SQL Server database Server Database O Integrated Security User name Password The data will be stored in an SQL Server database You may either configure an existing SQL Server database or let Calendar Browser create a new one Penmissions To create a new datab
29. e Wednesday June 1 Search Calendars Time Seats M N l i i N Calendars found Cafeteria Level 2 Cafeteria Level 4 Conf Room A Conf Room B Gymnasium Lawn Projection Room Search Calendars Clear Search Features Dais with podium Theatrical style seating Audience capacity for up to 300 persons Requires 2 days prior intimation Audio visual setup in place Catering from cafeteria To book a resource directly from the Search dialog select one of the resource calendars and press the New button An appointment for the selected time and resource will open Calendars found Cafeteria Level 2 Conf Room B Gymnasium Lawn Projection Room Reception Area Terrace 3 3 BOOK HS O yl FILE APPOINTMENT INSERT FX Be Video conference between Peter Kalmst FORMAT TEXT REVIEW es NZ oo be Boo Scheduling Assistant f Project Save amp Delete Q Lync Meeting Invite Close Meeting Notes Attendees Actions Show Lync Me Meetin Attendees Cale r fiT Systems Review Subject Video conference between Peter Kalmstram and Jayant Rimza Location Starttime Wed 6 11 2014 3 00 PM C All day event Endtime Wed 6 11 2014 4 00 PM In Folder Cafeteria Level 4 sapna kalmstrom com The main feature for Calendar Browser is of course the possibility to book resources without having to use separate software For users already familiar with the Outloo
30. eeseceeeeneeeeeeeees 27 513 1 P pliic FONG Calendal cea aes iran e eens atin ne octet bass nies atts ons cence 27 5 2 1 3 2 Direct Booking Mailbox Calendar cccccccccsseccsseceseecseceeseeceneeeseceeuceseeeeeeeeeeneeaeeeeens 27 gt ey can De Mi Add Peronal Gre C 0 fo gee ee eee ee ee eee eee 28 S2 L5 BOWS FO EX SUNE Cale NO dl Sicceegecteve nrn E E E E EEN 28 Lo R MOE CENA ea ee a en a eer eee eee eee 28 a aS lt 1 22 eee ee ee eee ee ree eee nee eee ere 28 Be OVERVIEW IMAGE arctic ances cera ea ners anes cascis unas nan eeoanan eee aed ENEAN 29 S3 PROC aie scence titerssa eee te nes wees cea E E 29 54 SUPP UIE gio cro ects ee vmesa tic bv atocreen pura nin vib a va cress woes cro ed dimension aai 30 5AL E MALNOTIFCATMONS correer nn ne me Ee ee 31 5 4 2 REMOVE SUPPLY ITEMS WITHOUT DISTURBING EXISTING BOOKINGS sccscsecseceececsececcecseeseeeseeeeeees 32 5 5 PLACE SETTINGS ssssssssssscsssssssssssssccsssssssosssssscssssssssossssosssssssssssssssesssssssssssssseesssssssssssss 33 5 6 NEW APPOINTMENTS ssessossossossoossossosssssssssossosssossossssssossosssosssossossossssssosssossossossssssosssss 34 5 7 AUTO BOOKINGS ssccvncncsecdcasssnntadesonsewem ence a A 35 6 THE CALENDAR BROWSER OVERVIEW sssessessesesoesoscsessesossessesosoesoesessesossesoessesessesossosoesssssssssesseosssso 36 6l EE IVIORE INE Oe gate seec gcc accccaseesncncacicaseseuhoacaacacccueseeyescossesucneseicedusessenueseevececuesesncreseeoouneee 36
31. er of Attendees F in the appointments and also their company department or e mail address BGE Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Boocking Host Attendees Name Company Department E mail Kate Kalmstrom peter kalmstrom com Peter Kalmstram peter kalmstrom com GE Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Booking Host Attendees Name Jayant Rimza Jitu Patidar Vijayant Rimza Company Department E mail kalmnsirom com Business Solutions kalmstrom_com Business Solutions kalmstrom com Business Solutions When the Extra booking information box is checked another Overview option will be shown for the Overview Booking summaries The Booking summaries give information about Hosts and Attendees for all meetings during a specified day refer to Booking Summaries Calendar Browser V9 Administrator Manual www kalmstrom com 24 kalmstrom com Business Solutions Configure Calendars Projects Supplies Prevent double bookings Prevent recurring Ribbon Settings Manage W Overview 2 a z Timeline Day Week Week Week IIl Month Day List Appointments Report Orders Report Booking Summaries Calendar Browser for Outhook K K K SK Kl ER K SI A K 5 1 6 SHORT NOTICE FLAG leveraging your Microsoft Calendar
32. g table Default value Several small round tables Several small square tables One long table Several small round tables Several small square tables Di weew koalmsiom com Sara Boose Another option is to use the Place settings for instructions on how the extra services ordered should be placed For example On the side table On the table On a corner of the table Or if Calendar Browser is used to handle parties in a restaurant Blue china Red china White china etc Or you can use any other configurations of the resources that can be made available This option is free text so it can be used in any way appropriate to the organization or not be used at all Enter a new Place Setting under the Name list Click the Total Cost Name list to add it to the list 50 00 The users select the place settings in the supplies dialog of Place Settings appointment One long table Cost Center Calendar Browser V9 Administrator Manual www kalmstrom com 33 kal mstrom leveraging your Microsoft oe ae Calendar Browser Business Solutions for Outlook 5 6 NEw APPOINTMENTS Here you can specify text that is to be filled into all new appointments Use it if you for example want to give the end users a simple form to use when booking The information is saved when you click OK You can of course go back and edit the form if needed The information entered in such a form is not added to the Overview reports If yo
33. h the CBArchive exe application a feature which saves the appointments into an Access database You can find the file CBArchive exe in the server folder where Calendar Browser is installed Double click the exe file to start the application CBArchive exe CBArchiveb4 exe There is another Archive application for the 64 bit version of Office but if you run the wrong file Calendar Browser will correct this automatically he Calendar Browser Archive The Archive tool exports appointments trom the Calendar Browser calendars to a database Select calendars Select an export option Cafeteria Level 2 Before Year Month Cafetena Level 4 Conf Room A Before YeanMonth Conf Room B Year 2014 Gymnasium Month HelpDesk mnie Lawn Extra options h Generate Update Excel Reports Remove exported appointments from Outlook Projection Room Reception Area fq Oo Oo Oo Oo Oy Oy Oy g Terrace Check the box for each resource calendar that you want to include in the statistics and select time period The box for Excel Reports is checked by default Let it remain checked if you want to generate reports or update existing reports Uncheck the box if you only want to archive old bookings and not generate statistics Check the box for removal in the Calendar Browser Archive dialog if you want the tool to remove the appointments from Outlook made for the period and resource calendars you have selected In this
34. hen the appointment opens all the Outlook calendar features be ie can be used Users can not only book the resource but also SS Book supplies order the required supplies and specify the project for which the resource is booked Project ji Calendar Browser 3 4 ORDER SUPPLIES By clicking the Book Supplies button users can order supplies for the resource booking inside the booking form See Supplies on how to fill out the Supplies form in the Admin Settings Specifying Cost Center can be set to mandatory The Book Supplies dialog inside the appointment can give the following info Booked by The Outlook profile name is filled out automatically Created time This is also filled out automatically Number of items Here the user can specify the number of items of each supply item that is booked The user selects the supplies by entering a value for the number of items ordered The currency will automatically be the one specified by the system Comment to order Allows the user to specify any instructions for the supplies order Total cost This will be automatically calculated by Calendar Browser based on the number of items ordered and their costs Place settings Allows the user to select the type of place setting arrangement needed for that particular appointment The place settings to select from are specified in the Settings Cost Center This information can be numeric or free text The administrator specifies
35. hue ee Rear July 20 j l SU MO TU WE 2 67 8 9 hel EA Visit to Retailers by Martin rala a 0 I2 e Capacity for 40 50 people standing a 4 i eoo omoto a a a3 y Ideal for informal discussion groups 34 os 6 LJ lerrace sop sen Mail ITEMS 3 HATING THIS FOLDER CONNECTED TO MICROSOFT EXCHANGE O0 100 3 2 SEARCH Users can search for rooms that are free at specific times and have the desired number of F TE seats or more Resource descriptions may be Search Description Overview Manage seen from the Search dialog and the preferred resource may be booked directly from within the Calendar Browser dialog Calendar Browser V9 Administrator Manual www kalmstrom com 5 kal mstrom l leveraging your Microsoft Calendar Browser Business Solutions for Outlook Search Calendars Date Search Calendars Time Clear Search sess Calendars found Select Date hour and seats if applicable and then press the button Search calendars Now all free resources for that time will be shown Search Calendars Wednesday June 1 Time J Calendars found Cafeteria Level 2 Cafeteria Level 4 Conf Room A Conf Room B Gymnasium Lawn Projection Room To see a description press the question mark button to the right Calendar Browser V9 Administrator Manual www kalmstrom com 6 kalmstrom com Business Solutions leveraging your Microsoft Calendar Browser for Outlook Qa Dat
36. ions of Calendar Browser and several calendar groups are added to a Cars e iS Manage Client s Outlook the user may select group for the Cale et eee Overview and Manage if shown to the When a calendar in one of the calendar groups is selected the Calendar Browser ribbon group will look like in the image below and the buttons will work for only that group Search Description Overview Manage Calendar Browser 4 6 AUTOMATICALLY ADD CB GROUP TO ALL CLIENTS If the administrator desires to automatically add a Calendar Browser group to all clients he can do so by running the script file RegistryScript vbs present in the installation folder individually or via Active Directory RegistryScript vbs Calendar Browser V9 Administrator Manual www kalmstrom com 19 kalmstrom Business Solutions leveraging your Microsoft Calendar Browser for Outlook 4 7 THE CALENDAR BROWSER SERVER DIRECTORY When the installation is finished the Calendar Browser network folder will have the following content ub CBPages Gi CEAdminMET exe TE CBAdminNET pdb Qi CBAdminNET 4 exe TE CBAdminNET64 pdb 5 CBAdminNETLoader dll J CBAdminMETLoader pdb CBAppointments rmdb A CBAppointmentsReports xlsx it CBArchive exe CBArchive pdb qi CBArchivel4 exe TE CBArchivei4 pdb CBArchiveLoader dll CBArchiveLoader pdb ie CBClhentSetup msi 5 CBCommontCodes dll T CBCommonCodes pdb 8 CBCostsRe
37. k calendar it is very easy to learn how to book resources with Ca endar Browser Create an appointment in the selected resource calendar by clicking on an empty space in the resource calendar just as when you create a standard Outlook appointment Calendar Browser V9 Administrator Manual www kalmstrom com 7 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook HS Video conference between Peter Kalmstrom and Jayant Rimza Appointment APPOINTMENT INSERT FORMAT TEXT REVIEW p to d te cA Pas aal Escort es NZ 2 Book supplies H Busy Jo ienie gt ES Scheduling Assistant Project Save amp Delete Lync Meetin Invite lt Tags Zoom Apps for Ls oh z CEO Address TimeZones 7 aon Close Meeting Notes Attendees Office Actions Show Lync Me Meetin Attendees Cale Creative Brief Discussion ations F Zoom Apps A Diversification Plans Discussion IT Systems Review Employee s Families Get together Subject Video conference between Peter Kalmstram and Jayant Rimza Empolyee Counselling HR Performance Review ation E interaction Oo Start time Wed 6 11 2014 3 00 PM _ All day event IT Systems Review New Product Desi End time Wed 6 11 2014 4 00 PM ew Produc esign Quarterly Review Recreational Outing Discussion Sales Pitch Brainstorming Session Supply Chain Management In Folder Cafeteria Level 4 sapna kalmstrom com W
38. kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook Calendar Browser V9 Administrator manual CONTENT T NI GIN eseon E EE A TEE E 4 2 REQUIREMENTS eiseres EAE EA AEEA 4 3 FEATURES ssni Aa 5 el DESCRIPTIONS rions sinc ce ween reeeea cveesuscaceavaaietuacatiecacac acer aanaueteeeetcarnese astpomiseaniasauersaeot 5 B SEARO acancrncaccesrneeuccsnequsaie eee uenses eee csnewesaaaneavsaweieanuecesesedseureesceneruusaneceviastpesisaqenessaceeieees 5 S3 MOOK iaaertsceve santa cer aaseanencce oun tieee ed ctwesusaanueceawesacuunadeceeectances ach osanuas cesesantbesineunaeveneieess 7 3 4 CORDER SUP RUIES 5 cass eaer screws occu wees ceca Eaa N aa aaan aai 8 3o PrO T en ee re eee ey eee ee eer em eT ee er Tee eat er re 9 SO INIT ATEN DEES soa E oars 10 3 7 THE CALENDAR BROWSER OVERVIEW ccsccsccscescesccsccnccsccccccceccscceccccescescescescescescescescescescescens 10 3 8 EXPORTA BOOKING TO PDP sccckisersrcicsencscsssenecorcsenorokodonassicas rarase raon eaer enradiki 10 T INSTALA TON iron E O N E 10 4 1 CREATE A CALENDAR BROWSER DIRECTORY ON THE SERVER cccccsceccccccccccsccccccccecccecceccceccesceecees 11 4 2 CENTRAL INSTALLATION eesssseesssoesecosescoossscssescsoeescosescoosessosescsoseescosesosossssssesssoeescseesesseeeoo 11 ADA GHENT INSTALLATION ccncsssicsidecssdsuncxsasenpanvncdsionsiiedsaoubaasnnnbuceasionssi enencawmsendaedsaanieauiendeseasedesenusedonn 13 4 2 2 THE CALENDAR BROWSER OUTLOOK FOLDER
39. king Host Attendees When booking Cafeteria Level 2 Cafeteria Level 4 Conf Room A Cont Room B Gymnasium ld i ww kalmsizom cam nanai Browser Calendar Browser V9 Administrator Manual www kalmstrom com 35 kalmstrom com leveraging your Microsoft ig Calendar Browser Business Solutions for Outlook 6 THE CALENDAR BROWSER OVERVIEW The Overview button gives access to different views of the resource bookings These views can also be printed Under the Configure tab you can specify what views the Overview should show Configure Calendars Projects Suppl b What overview views the users will see depends on the Calendar aa Browser settings under the Configure tab Ribbon Settings ae Resources can be booked from within the overview by clicking an empty space in one of the views Then an appointment will be nre T opened for the selected resource and time Day Z Weeki To reach the Overview click on the MM Week I Overview button in the Calendar Week Il Browser ribbon group or run the file search Description Overview Manage S ger CBOverviewNET exe in the Calendar ar Browser server folder ee ee W Orders report v Booking summaries Now a new Overview window with tabs for different views and reports will open Calendar Browser Overview Timeline Day Week Weeki Weekill Month DayList Appointments Report Orders Report B 21Jun2014 Today l
40. n 4 9 USER PERMISSIONS ON THE SERVER CALENDAR BROWSER FOLDER To set the permissions on the server right click the Ca endar Browser installation folder on the server and choose Properties and then the tab Security The end users only need to have read permissions on the Ca endar Browser folder For running the CalendarBrowserArchive exe application the users need write permissions on the folder refer to Archive and Statistics Calendar Browser V9 Administrator Manual 20 www kalmstrom com kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook 5 THE CALENDAR BROWSER SETTINGS When no Example Data is installed there are no resource calendars in Ca endar Browser after the ee Eo installation so the first time you open it Calendar h E Sh Browser will ask if you want to add calendars If you Search Description Overview Manage click yes the Administrator settings will open Calendar Browser In other cases the settings and configurations are done through the Manage button in the Outlook ribbon You can also open the Administrator Settings by running the file CBAdminNET exe in the Calendar Browser directory on the server If you choose to hide the Manage button from the Outlook ribbon you have to use this method to open the settings All changes will be saved when you click OK but sometimes you have to restart Outlook before the changes in the Ca endar Browser Settings come into effect In
41. ns Previous Next Calendar Browser will now ask you to aa select Outlook folder You may either select a folder you have created before the Folders installation or create a new one 4 9 sapna kalmstrom com il Inbox iy Drafts 3 Cancel Sent Items gt E Deleted Items New EI Calendar If you want to create a new folder then gt EE Contant click on New Journal fe Junk Email 1 Create New Folder a ana Public Folders Name gt All Public Folders My Resources Favourite _ Folder contains Mail and Post Items Select where to place the folder gt ae sapna kalmstram com lt Enter a name for the new folder Note that the folder must be of the type Mail and Post Items not a calendar folder The Calendar Browser Outlook folder may be a public folder or a shared mailbox If you use a public folder it is easy to let a group of users share the resource calendars Normally no extra settings are needed since the users have inherited permissions in public folders Should you wish to only let part of the group use Calendar Browser the server administrator has to set the permissions on the Exchange Server Calendar Browser V9 Administrator Manual www kalmstrom com 16 kal mstrom leveraging your Microsoft Business Solutions Qe Calendar Browser for Outlook In the case when only a limited group should have the right to book resources a shared mail
42. ntment can also be copied to the user s personal calendar or to another calendar of the administrator s choice see Configure All the bookings are stored on the Exchange Server th 5 9 z Cafeteria Level 2 sapna kalmstrom com Outlook 7 D Oa xX FILE HOME SEND RECEIVE FOLDER VIEW Fa ise one es fe Ga E p Ewa EA pa En tz B m a Search People E Month ha ff E Address Book New New New Newlyne Today Nextt Day Work me Search Description Overview Manage Open Calendar E mail oi Appointment Meeting Items Meeting Days Week al Schedule View Calendar Groups Calendar New Lync Meeting GoTo 5 Arrange 5 Calendar Browser Manage Calendars Share Find A lt 4 June 2014 b Today gt Tomorrow 4 gt June 10 2014 New York NY TT Search Cafeteria Level 2 Ctrl E p SU MO TU WE TH FR SA 76 F 67 F 71 F 65 F 25 26 27 28 29 30 31 Cafeteria Level2 s X ConfRoomA X ConfRoomB X Gymnasium sa X Lawn sapna X 11 12 13 14 ee 10 10 10 10 10 18 16 17 18 19 20 21 22 23 24 25 26 27 28 29030 01 2S 4S 10 Call from Robert King Trip to HQ by Janet LEBCE OPlia Ww KOIMSU Yas Leverling 4 m CalendarBrowser Version9 Internal Review Meeting w CalendarBro 11 e GRR V Cafeteria Level 2 sapna and Stina Stensson f Ans my Cafeteria Level 4 sa 12 Call from Robert King v Conf Room A sapna ka j i SAD VA Hng s x Conf Room B i 1 Call from Robert King Start 6 10 2014 1 00 PM E mail to
43. oking information if you want the users to be I Extra booking information able to select Host and Attendees in each booking appointment The captions Host and Attendees may be changed into something else Just write the terms you want to use in the fields under the checkbox The image below shows the Extra Booking Information pane in the appointment Host will be selected from a dropdown and the logged in user is shown by default Calendar Browser V9 Administrator Manual www kalmstrom com 23 kalmstrom Business Solutions The Attendees are written in but users only have to write the first letter for each person Then alternatives are shown and the correct one can be selected The company department or e mail information will be shown automatically in the appointment when the name has been selected The number of Attendees will also be filled out automatically When the Extra booking information box is checked two new tabs will open in the Settings They will be called Hosts and Attendees or your own terms if you have changed the default ones Here you can fill out or paste names to be selected leveraging your Microsoft Q TE Calendar Browser for Outlook Hosts Peter Kalmstrom oe tera kalmsirom com Attendees Name Company Department E mail a Add jayont kalmstrom com kate kalmetirom caom neha talmsinom com Jayant Rimza Kate Kalmstrom Neha Gupta Numb
44. olutions have been thoroughly tested and are created in such ka l ms tr om a way that they interfere as little as possible withthe Business Solutions dont agree www _kalmstrom com Previous Agree The first step is to select if you want to make a new installation repair your installation or upgrade from an older version Here a new installation is described See below for information about Upgrade or Repair Ca endar Browser Calendar Browser V9 Administrator Manual www kalmstrom com 11 kal mstrom leveraging your Microsoft is ae Calendar Browser Business Solutions for Outlook Installation Wizard Installation Type 9 0 0 25 Select an installation type Calendar Browser New Calendar Browser for Outlook RepairUpgrade existing Calendar Browser installation kalmstrom Business Solutions Previous Neat When asked for a folder path you should give the path of the server folder where you want to place the Calendar Browser files This could be a UNC path or a mapped network drive see Create a Calendar Browser Directory on the Server If you had already placed the setup file in the Calendar Browser Directory as recommended above that will be the default path Installation Wizard Select installation folder 9 0 0 25 Select a folder where all the required files will be placed SEE Calendar Browser 3 Rg eg Te RE E et hae eee Pe ee for Gutlook We recommend selecting creating a ne
45. onan tana veevwessateeetssviee eur easacisnssenesnacten issue sctasseeswanesasesers 21 5 1 1 PREVENT DOUBLE BOOKINGS OR RECURRENCE ccccececeseseccsescecsececceeecsceeseegeaeaeeaeaeeeeeeeaeaeaeaeas 22 5 1 2 RIBBON SETTINGS ccscscscnscsscccncnsnscseseasaceeseevescacnsnseseacasaensascsescasasteseevescasaesecseacasassscsescass 22 5 1 3 COPY APPOINTIVIENTS ccssscssdaceecsscupspsnescenecies vensadesaqonatasioutnaseauueessvenssenedessausenesuatenuaueaseieestadenses 23 Dic CHANGE IEG Go siccstceeuttcnsiawes vcesniecectaveetuaecedintusteaicoas o Eo EE 23 5 1 5 CONFIGURE EXTRA BOOKING INFORMATION ccccsecececcscecececcccseuceseensusueeeeseeuseeeueesecncasaueeseseeans 23 SLO SHORT NOTICE FLAG io scsevctcossetccusnasnoncetesdciancscsdasesessaneiwaisnedinsnetecseanesece eer densesbusteeunenaneeniercesens 25 S PLEIN ARS cates ies cise ware ore ars cep A S 26 Calendar Browser V9 Administrator Manual www kalmstrom com 1 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook SLL ADD OF Do NOAR eR eee eee ene ee ene eee eee oe ean eet ene et oer eae eee rae eee ee eee aera 26 5 2 1 1 Add A New Public folder calendar ssssccdesciecssscrcctscesicecvevesstceccveroesesucssseevbsseseoeevoosereseek 27 5 2 1 2 Add A Direct Booking Mailbox Calendar ccccccccssccsseccsseceseeceseeeseceeeceeeneeeeeeeeueeeeeetens 27 5 2 1 3 Public Folder or Direct Booking Mailbox Calendars cccccccsseccseceesec
46. ore complicated to administer Creation of a new mailbox requires access to Active Directory and you need to set up the mailbox to handle direct bookings This must be done by a domain admin so it is more difficult to delegate the administration of the resource calendars Calendar Browser V9 Administrator Manual www kalmstrom com 27 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook With mailboxes you have the advantage of being able to invite to meetings When you use a direct mailbox booking calendar the appointment is actually being saved into the user s personal calendar That means that users can book their own calendar the conference room and the attendees in one work flow and if a meeting is rescheduled the resource will be updated and all attendees notified The mailbox needs to be visible in the Global Address List for this to work New mailboxes are by default listed in the Global Address List in Exchange so if it is not actively hidden it should be visible When the user makes a new booking through Ca endar Browser in a direct booking mailbox calendar the application automatically asks if the user would like to invite this calendar to a meeting The user may also choose people to include in the invitation A meeting request is sent automatically by Outlook and if it is accepted a new meeting item is created in the accepting person s personal calendar 5 2 1 4 ADD PERSONAL CA
47. pdown Instead there will be a button and clicking it gives a dialog containing a list box with all the alternatives and a text box of the auto complete type This way the selection of the desired value is easy and fast also when there are many projects www kalmstrom cam aK cane Calendar Browser V9 Administrator Manual www kalmstrom com 9 kal mstrom leveraging your Microsoft Business Solutions 3 6 INVITE ATTENDEES Calendar Browser for Outlook When the resource calendar is within a mailbox it is possible for the user to invite attendees in the booking form See Public Folder or Direct Booking Mailbox Calendars A Eo Search Description Overview Manage Calendar eas 3 7 THE CALENDAR BROWSER OVERVIEW The Overview gives an overview over bookings of all resources The orders for each room and meeting are also listed here and all activities and costs from a specified time are shown It is also possible to book resources from within the Overview For more info see The Calendar Browser Overview 3 8 EXPORT A BOOKING TO PDF You can export a booking to a PDF file This PDF file may Po ae eee be printed saved or uploaded to a place where it can be TODA downloaded or sent as an e mail attachment amp To export select the appointment you want to export and right click Then select the option Export to PDF You may also use a key combination Crtl Shift P This combination m
48. ports xlsx Gi CBCreateExampleData exe QE CBCreateExampleData pdb A CBDB sql CBFOLDERSETTINGS xml qi CEMonitoring exe we CBMonitoring pdb oh CBOvernviewNET exe QE CBOverviewNET pdb of CBOverviewNETB4 exe QE CBOverviewNET amp 4 pdb S CBOvernviewNETLoader dll QE CBOverviewNETLoader pdb E CBProjectSOL sql Interop SHDocVw dll kalmstrom dll TE kalmstrom pdb Microsoft ldentityModel dill Microsoft SharePoint Client dll Microsoft SharePoint Client Runtime dll ReadMe bet RegistryScript yvbs __ RegistrySettings txt 5 SafeKalmstrom dill Safekalmstrom4 dll secman dll 5 secmanb4 dll SecurityManager 2005 dll 5 System Web Btensions dll a WeYSIM PY GEditor dll 4 8 THE CALENDAR BROWSER CLIENT All users of the system have to install a minimal client application During the installation in the server folder the Ca endar Browser Client is installed on the PC used for the installation From other machines where Calendar Browser should be used go into the Calendar Browser server folder and run the file CBClientSetup msi Outlook should be closed when the client is installed The installer is designed to be run by the local administrator For detailed instructions on this kind of client installation refer to the Ca endar Browser User Manual A central installation via Active Directory of the Calendar Browser Client can be made with the same setup file refer to the kalmstrom com FAQ sectio
49. possibility to use one more report Booking summaries This report gives summaries of bookings for certain dates and include host name a name list of the attendees and information on when the booking was made and when it was last edited When other terms than Host and Attendees are defined under the Configure tab in the Calendar Browser settings these terms will be used in the Booking summaries too Booking Summaries i nrere Resource name Conf Room B Booked by Sapna Shah Project Investor Interaction Host peter kaimstron com Time 09 30 10 00 Date 06 12 2014 Attendees 5 Created 06 12 2014 17 56 54 PM Modified 06 12 2014 17 56 54 PM kalmstrom con Business Solutions Kate Kalmstrom Kaa mstrom com Business Solutions Shared Vemma kalmstrom com Business Solutions kalmstrom com Business Solutions Calendar Browser V9 Administrator Manual www kalmstrom com 41 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook 7 ARCHIVE AND STATISTICS The Archive and Statistics are only meant for the management After using Calendar Browser for a while you might want to study statistics on the resource usage and you might also want to clear out old orders and appointments from Outlook With this tool you can file away old bookings and generate Excel reports for analysis of the resource usage during a past period 7 1 THE ARCHIVE DIALOG You can file away old bookings wit
50. r directory in any shared file folder on your server and save the file you downloaded into it You can use either a UNC path such as servername sharename or a mapped drive such as Y If you use a mapped drive the same network drive should be mapped with all users of Calendar Browser Mapped drives are considered to be more secure than UNC paths but if you specify an UNC path as installation place all users of the Exchange Server will see it 4 2 CENTRAL INSTALLATION The setup is done from a client machine not directly on the server so from a client go into the server directory where you put the file CalendarBrowserSetup exe and click it to start the installation The installation program will lead you through the installation NOTE Outlook should be closed when you install Ca endar Browser Installation Wizard Welcome 9 0 0 25 Welcome to the Calendar Browser Setup Calendar Browser for Outlook Requirements Microsoft Office 200 or above E Microsoft Windows Vista or above k a I ms tr om NET Framework 4 0 or above Business Solutions Nex You have to accept the license conditions before you can continue with the installation Installation Wizard License 9 0 0 25 End User License Agreement Calendar Browser i for Outlook The installation of this software is conditional to the user accepting this agreement and thereby agreeing to abide by its terms The products from kalmstrom com Business S
51. raction Conf Room B 09 30 10 00 Sapna Shah 55 00 245 00 Ja End Time tem Price Amount 2043 00 2043 00 64 00 9344 00 2059 00 2059 00 64 00 64 00 115 00 1015 00 25 00 925 00 The Appointments report shows all the appointments and their orders for the day or date range you have chosen Appointments Report Resource name Projection Room Booked by Project Investor Interaction Rate I Time 07 00 11 00 Total Cost Date 06 12 2014 File Folders Snacks Margaret Peacock 500 00 Ratel 120 00 2563 00 C E E 490 a E The Orders report is like the Appointments report except that all appointments that don t have any supplies booked are filtered out so that only appointments with orders are shown Calendar Browser V9 Administrator Manual 40 www kalmstrom com kal mstrom leveraging your Microsoft is ir Calendar Browser Business Solutions for Outlook Orders Report Teleconference with Raisa vareva Resource name Projection Room Booked by Margaret Peacock Project Investor Interaction Rate I 500 00 Rate IT 5170 00 Time OF 00 11 00 Total Cost 2563 00 Date 06 12 2014 a C1 CT oC 6 10 BOOKING SUMMARIES All Overview tabs but the Booking summaries are shown by default and populated by the Calendar Browser example data When you check the box for Extra booking information under the Configure tab in the Ca endar Browser settings you will get the
52. re events 08 Jun 09 Jun 10 Jun 11 Jun 12 ram 13 Jun 14 Jun BMI BETAS EEEIEE 11800 0ert Bitto Margal 5 0900 Vt 10 Reisler by 10O Badoet Via bew eee eee DO RESTSS CS EEEE OTni TOC toons TZOVESRESS N PEENE Calendar Browser V9 Administrator Manual www kalmstrom com 39 kalmstrom Business Solutions 6 8 DAY LIST VIEW leveraging your Microsoft Calendar Browser for Outlook Under the tab Day List you get information about occupancy of and activities in the separate resources on the date you choose If you click on the plus sign to the left of the appointment in the list you will get info about the supplies ordered for the booking K Calendar Browser Overview Start Time Video Conference between Peter Kalmstrom and Jayant Rimza Cafeteria Level 2 17 00 Cafeteria Level 4 16 00 Cafeteria Level 4 12 00 Cafeteria Level 4 15 00 Conf Room 12 00 Conf Room A 18 00 Project Tasks Delegation by Nancy Davolio Budget Meeting between Kalle Kula and Andrew Fuller Video Conference between Peter Kalmstrom and Jayant Rimza IT Systems Review Quarterly Review Video Conference between Peter Kalmstrom and Jayant Rimza Empolyee Counselling Video Conference between Peter Kalmstrom and Jayant Rimza IT Systems Review Orders Conference 6 9 APPOINTMENTS AND ORDERS REPORTS F 12 Jun 2014 tm tes e mount SO Sooo Owy Owy y Investor Inte
53. remove Calendar Browser V9 Administrator Manual www kalmstrom com 51
54. ria Level 2 Name Lawn Cafeteria Level 4 Conf Room A Conf Room B O URL Gymnasium HTML HelpDesk Lawn Projection Room m Description Reception Area Terrace www kalmsirom com Calendar Browser z for Outlook icense Cancel The resources can be described with words and images When it comes to rooms you can give the users information about each room s features such as type of room air condition computers etc The two methods for this are URL Here you can define a path to the description HTML Create a description directly in the html description field to the right under the Calendars tab The graphical WYSIWYG html editor makes it easy to create resource descriptions You can also click the HTML icon in the editor and copy and paste html code there See Descriptions for a picture that shows a description as the users see it 5 2 3 OVERVIEW IMAGES If you want to use image headers in the Overview Timeline and Day views define the image below the HTML editor Valid formats are GIF PNG BMP and JPG Define image Note that you also have to check the box Show calendar images in Overview under the Configuration tab for the images to be shown in the Overview 5 3 PROJECT This function might also be used for other factors than project because you can easily change the caption shown in the appointments to another word Calendar Browser V9 Administrator Manual www kalmstrom com 29
55. rmation on how to create a direct booking mailbox in Exchange Management Console refer to the Demonstrations page on the kalmstrom com website 5 2 1 3 PUBLIC FOLDER OR DIRECT BOOKING MAILBOX CALENDARS Calendar Browser works with both public folder calendars and direct booking mailbox calendars and for every new calendar you add to Ca endar Browser you can choose if it should be a public folder or a direct booking mailbox calendar Both have their advantages and disadvantages The most important differences regard invitation of attendees and access to and creation of the mailbox 5 2 1 3 1 PUBLIC FOLDER CALENDAR A public folder calendar can be accessed by all users who have permission to do so normally all users with an e mail account on the Exchange Server Any update on this calendar is reflected in the public folder instantly and therefore public folders are widely used for shared applications in network environments With public folders it is easy to delegate the creation of new folders to for example reception personnel Public folders cannot invite to a meeting so with public folder calendars there is no way to book a resource at the same time as you invite the other attendees There must be a two step operation First the user will book the room or resource Then in a second step he will book the meeting in his calendar and invite the attendees 5 2 1 3 2 DIRECT BOOKING MAILBOX CALENDAR Direct booking mailbox calendars are a bit m
56. rosoft Access and SQL Server 5 4 SUPPLIES In the supplies section you can specify all supplies that might be needed with the resource and the cost for each item The currency will be the one already specified for your system You can also decide if information about Cost Center should be mandatory for each order and Cost Center format can be specified There are two Cost Center formats XXX XxXX in this format users may only insert numeric values Free text in this format all types of values may be inserted numeric characters etc Calendar Browser V9 Administrator Manual www kalmstrom com 30 kalmstrom Business Solutions Biscuits Card Holders Cars Coffee Cookies File Folders Notepads Petty Cash Writing Instruments Qe Calendar Browser for Outloak 5 4 1 E MAIL NOTIFICATIONS leveraging your Microsoft Calendar Browser Settings Calendar Browser for Outlook C Cost Center mandatory with order Cost Center format C Auto Email ww kalmstrom com When you want to send an automatic e mail notification to the person responsible for the supplies add an e mail address after each supply item and check the box Auto Email Click on the Template button to open the template dialog Here you can change the simple message into something that better suits your organization Calendar Browser V9 Administrator Manual www kalmstrom com 31 kal mstrom leveraging your Microsoft
57. strator Manual www kalmstrom com 48 kalmstrom com leveraging your Microsoft Business Solutions for Outlook Calendar Browser a EI Sapna kalmstrom com b St Inbox i Drafts 3 a Sent Items t l Deleted Items gt Contacts ue Journal F9 Junk Email 1 By Notes SI Outbox a aa Public Folders 4 All Public Folders m You will get a message when the upgrade or repair is finished Installation Wizard Finish 9 0 0 26 Upgrade Repair successful You have successfully completed the upgrade repair of Calendar Browser Calendar Browser To finish the setup click Close uO F ALLOA kalmstrom com Business Solutions When an upgrade has been performed each user will be prompted to upgrade the Calendar Browser Client each time they use Calendar Browser until they upgrade We recommend subscribers to always use the latest version of Calendar Browser Hl Calendar Browser V9 Administrator Manual www kalmstrom com 49 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook Q SUBSCRIPTION Calendar Browser is licensed with a subscription model There are two subscription levels refer to http www kalmstrom com products CalendarBrowser CBOutlook SubscribeOL htm Support free upgrades and an unlimited number of users within the organization are included in both levels 9
58. t 4 P Sat Jun 21 2014 00 00 01 00 02 00 03 00 3 00 07 00 08 00 09 00 10 00 11 00 12 13 00 14 00 15 00 16 00 17 00 18 00 19 00 20 00 21 00 22 00 23 00 A Teleconference Visit to Retailers by Martin 6 1 SEE MORE INFO The bookings shown in the Overview may be handled in different ways Move the mouse cursor over an appointment and see info about the booking Calendar Browser V9 Administrator Manual www kalmstrom com 36 kal mstrom leveraging your Microsoft is ee Calendar Browser Business Solutions for Outlook 07 00 09 00 07 00 Sales Pitch by Andrew McCarthy 08 00 Sales Pitch by Andrew McCarthy 07 00 09 00 Project Diversification Plans Discussion 09 00 Calendar Cafeteria Level 2 Select the appointment to show more info at the bottom of the screen 09 00 10 00 11 00 12 00 13 00 1 00 13 00 12 00 13 00 12 00 Silene eaiiehnsii 0 a Video Conference between Pet Panek Ea e Eain 1300 14 00 13 00 Call to Laura Ca lahan Start Time 06 12 2014 9 30 00 am on of tems poe fmm Aienioes Dp otlee 1 A s ayant Rimza End Time 06 12 2014 10 00 00 am I 5 50 Number of Attendees 5 a Calendar Conf Room B Resource Rate II 150 1150 Kate Kalmstrom Subject Conference Sharad Verma Project Investor Interaction Vijayant Rimza Booked by Sapna Shah Dou
59. t and print it When you want to print Week III Appointments Report Orders Report or Booking Summaries a simple window will open asking you to select printer Select it and click Print No internet connection is required for these views General Options Select Frinter Fax Microsoft APS Document Writer Status Location Comment Fage Range Al Number of copies 1 C Selection Current Page _ Pages 1 Collate Enter either a single page number or a single 1H 22 3 3 page range For example 5 12 6 4 OVERVIEW IMAGES The Timeline and Day views can show images If you want to show images you must do two things in the Administrator Settings 1 Check the box under the Configure tab Show calendar images in Overview 2 Add the image under the Calendars tab in the Ca endar Browser settings Image Define image Calendar Browser V9 Administrator Manual www kalmstrom com 38 kalmstrom com leveraging your Microsoft Calendar Browser Business Solutions for Outlook 6 5 DAY VIEW In the Day view the bookings of each resource are shown for one day E Calendar Browser Overview ea a twine f Timeline Week Week Il l Week Ill Month Day List Appointments Report Orders Report FE 12 Jun 2014 Today lt 4 gt 1300 1500 j TEETER Video Conferen_ E mail to Anne 00 17 00 1400 1700 Video Conference between Peter Kalmstrom and Jayant Rimza FO tallefs Call from
60. t is shown when the client installation is Add CB finished Group If there is only one installation it is added automatically in the PC used for the installation Calendar Browser V9 Administrator Manual www kalmstrom com 18 kalmstrom Business Solutions leveraging your Microsoft Calendar Browser for Outlook 4 5 MULTIPLE CALENDAR BROWSER OUTLOOK FOLDERS You may have multiple installations of Calendar Browser in different folders in Outlook Run the installer again and select new folders on the server and in Outlook The client users may then add the installations they need via the button Add CB Group in the Calendar Browser ribbon group The resource calendar groups are shown in the Outlook calendar view This image is from a company with two campuses in same city with its different bookable resources or areas Most of the users only need to book resources at one campus and therefore it is convenient to give them a possibility to only show the campus they use in Outlook It gives shorter loading times and users don t need to see resources they are not interested in booking Campus One at Y N Road eT ePIII ITT ir rrr EITTIE Conf Room HelpDesk Outloc Projection Room Ou Reception Area Terrace Campus Two at M G Road Conf Room A l Gymnasium _ HelpDesk Out Lawn Pantry Select CB Group Pat Hotels Fa Search When there are multiple installat
61. twork shared folder such that all users can have access to the files All users need to have read and write pennission on this network folder k a I ms t rom Choose a folder tor the installation to continue Business Solutions DACalendarBrowserSetup_9 0 0 25 CalendarBrowser Previous When you click Next this screen is shown Installation Wizard Select installation folder 9 0 0 25 Setup has enough information to begin installation Click the Next button to Calendar Browser continue n for Outlook kalmstrom Business Solutions Previous Next Click Next again and the Calendar Browser installer starts the installation Calendar Browser V9 Administrator Manual www kalmstrom com 12 kal mstrom leveraging your Microsoft Calendar Browser Business Solutions for Outlook Installation Wizard Select installation folder 9 0 0 25 Setup has enough information to begin jet installation Click the Nex button to AEE Calendar Browser continue r for Outlook kalmstrom Business Solutions Please wait Working with Calendar Browser Client Tool WWW kalmstrom com Previous 4 2 1 CLIENT INSTALLATION During the central installation the Calendar Browser Client is installed on the machine used for the installation From other machines where Calendar Browser should be used close Outlook and go into the Calendar Browser server folder and run the file CBClientSetup msi For detailed instructions
62. u want that use the Configure Extra Booking Information instead Calendar Browser Settings Secretary Other Attendees we kalmatom com W Calendar Browser for Qutlook When a new appointment is created the text Hoe tT ve Untitled Appo from the template is copied into the APPOINTMENT INSERT FORMAT TEXT F ZA appointments made by the users x N2 oo Actions Show Lync Meeting Invite T X Meeting Notes Attendees iq Lync Meeting Meeting Notes Attendees Subject 2 Location Starttime Wed 5 7 2014 B 00AM 7 Endtime Wed 5 7 2014 8 30 AM i 3 i 4 Organizer 5 B i Chairman j Secretary 3 Other Attendees t In Folder Cafeteria Level 4 f Calendar Browser V9 Administrator Manual www kalmstrom com 34 kal mstrom leveraging your Microsoft a Calendar Browser Business Solutions for Outlook 5 7 7 AUTO BOOKINGS When one resource is always booked together with another resource it is convenient to auto book the additional resource This can be done under the Auto Bookings tab Here all the resource calendars are listed to the left and the additional booking for each resource can be selected to the right The list to the right is empty by default and the admin may add auto booking rules as needed Calendar Browser Settings Configure Calendars Projects Supplies Place Settings New Appointments Auto Boo
63. w kalmstrom com 45 kalmstrom com Business Solutions E H S5 Ce se FILE HOME INSERT PAGELAYOUT FORMULAS DATA REVIEW VIEW Y T PivotChart Drill Drill lig Field Settings Down Up a CBAppointmentsReports Excel Insert Slicer E Insert Timeline iz Active Field Filter Connections lt Calendar Browser V9 Administrator Manual 46 leveraging your Microsoft PIVOTCHART TOOLS 7 Fi ANALYZE L gt E Refresh Change Data E a g Source i Active Field Filter Data Calendar Browser for Outlook mx DESIGN FORMAT Sapna Shah Hide PivotChart Fields Choose fields to add to report Appointments L Calendar L Subject L Date C Hours Project Drag fields between areas below T FILTERS Ill LEGEND SERIES AXIS CATEG 2 VALUES Organizer _ gt JE Numberof Pr Defer Layout Update UPDATE a 57 www kalmstrom com kal mstrom l leveraging your Microsoft Calendar Browser Business Solutions for Outlook 7 4 2 CUSTOM REPORTS All the standard Excel features may be used with the default reports so it is easy to modify these reports If the changes are saved the modified reports will be used instead of the default ones To create a totally new report go to the D1 tab where you have all data and insert a Pivot table Select to add it to a new sheet
64. y Wednesday 9 8 Conf Room A Client Brief to Margaret Peacock 5 15 2014 1 Quarterly Review Laura Callahan May Thursday 10 9 Conf Room A Call to Laura Callahan 5 15 2014 1 Quarterly Review Robert King May Thursday 11 10 Conf Room A Performance Review by Steven Buchanan 5 15 2014 1 Diversification Plans Discussion Janet Leverling May Thursday 12 11 Conf Room A Video Conference between Peter Kalmstrom and Jayant Rimza 5 15 2014 1 Creative Brief Discussion Steven Buchanan May Thursday _ 13 12 Conf Room A Call to Laura Callahan 5 16 2014 1 Recreational Outing Discussion MichaelSuyama May Friday 14 13 Conf Room A Call to Laura Callahan 5 16 2014 1 HR Performance Review StinaStensson May Friday 15 14 Conf Room A Visit to Retailers by Martin Fleming 5 16 2014 1 IT Systems Review Margaret Peacock May Friday __ 16 15 Conf Room A Teleconference with Raisa Zvareva 5 16 2014 1 IT Systems Review Nancy Davolio May Friday 17 16 Conf Room A Video Conference between Peter Kalmstrom and Jayant Rimza 5 17 2014 1 CEO Address MichaelSuyama May Saturday 18 17 Conf Room A E mail to Anne Dodsworth 5 17 2014 1 Employee s Families Get together AndrewFuller May Saturday v gt E gt Bs e A e a i GA i A e ea EO D READY H m 100 Now you can customize your report as you like Then save the report Next time you archive appointments your modified or custom report will be refreshed with the new data just like the default reports Calendar

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