Bath Spa Email 2011 ... LIS Staffing calendar

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Library and Information Services staffing calendar

This is a page for library staff who use calendars to coordinate appointments, leave of various sorts, and resource bookings. It might also be useful to you.

Starting points

As a one-time task, an individual will need to create the calendar and set permissions for members of the department to use it. Here's more on how to set up shared calendars.

Using the shared calendar

If you're library staff, go to your mail and from the top of the browser window select 'Calendar', and listed on the left are your calendars.

Those that are currently visible in the working area will have a coloured background - to work with just one calendar, look for its name on the left, select the dropdown by its name and select 'View only this calendar'.

As library staff, look for one called 'LIS staffing calendar'. This has been created by a member of Library staff and permissions set to share it with individual staff members, you have permission to add and edit calendar events.

This Google calendar supersedes the Outlook calendar in a public folder on the previous system. The data from that has been imported into this Google shared calendar, hence you'll find events that you entered into the previous system.

Add an event such as annual leave/flexitime/an appointment

From the list of calendars on the left, select the library staffing calendar. Use the drop-down to the right of its name and select 'Display only this calendar'.

• Select the starting date for your event.
• Locate the start time, and click the calendar itself to create a new event.
  (The 'edit' link will give you the full dialogue for the event you are creating)
• Set the required time (or possibly, select 'All day').
• There is an option to 'Show me as free/busy'.
• You can choose to add yourself as a 'guest', in which case Google will put the event into your own calendar too.
• Set the colour for the event according to the list below.

In Outlook, the various different types of event were colour coded as Outlook 'categories' - Google doesn't do 'Categories' (yet). Appointments for which you've previously set a category are all one colour, but you can go to each one and change its colour, here's the Library's 'standard' allocation:

• Annual Leave	• Flexitime	• Unallocated	• Needs Preparation
• Fun	• Sick Leave	• Unallocated	• Unallocated

Once the event has the information it needs, select 'Save' and it's available to library staff - who should find they've a link to the calendar, below the link to their own ...

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