Frequently Asked Questions Regarding

UNC Computer Science Department Google Calendars

· How do I get my password for the department Google calendar?

Computer Science faculty, staff, and graduate students should have received a password via email. If you did not, or if you need your password reset, send mail to help@cs.unc.edu. NOTE: For now, your Google password is not synchronized with your department password, though we plan to implement that later. The password you received via email is a new, randomly generated password, which you must change the first time you log in. Of course, you are welcome to change it to be the same password you use for department logins.

· How do I change my password for the department Google calendar?

First, log in to your deparment Google calendar. Under "My calendars" on the left, click "Setting". Under "Calendar Settings" at the upper left, click the "General" tab. Scroll down to the bottom and beside "Change account settings:", clieck "Google Account settings". Click "Changing your password". Enter your current password. Enter your new password twice. Click "Change Password".

· What is my Google calendar login name?

Your Google calendar login name is the same as your Computer Science Department login name.

· Who can get a department Google calendar account?

Currently Computer Science faculty, staff, and graduate students are eligible for accounts. Once we have honed our procedures better we will open it up to undergraduate Computer Science majors.

· How do I log in to the department’s Google calendar?

In the browser of your choice, go to http://calendar.cs.unc.edu. In the “Username” box, put your Computer Science login. Do not add “@cs.unc.edu” to your login name.

· How do I set up a visitor talk or a meeting calendar for a visitor?

Detailed instructions for this are at http://www.cs.unc.edu/cgi-bin/howto?howto=visitors-calendar.

· How do I print out a visitor’s schedule?

Subscribe to the visitors calendar, click your other calendars so that only the visitors calendar is highlighted, click the "Agenda" tab at the upper right, use your mouse to select the section of the agenda you want, cut and paste it into Word, edit out any lines you don't want, and print that.  This works pretty well, preserving the formatting.

· Where can I find comprehensive help pages for Google calendar?

Log in to Google calendar and click “Help” in the upper right corner of the page. Then click “Google Calendar Help Center”.

· Where can I find general information on the department’s Google calendars?

General information on the calendars is at https://www.cs.unc.edu/help/GoogleCalendars.htm.

· Where do I find the department’s Google calendars?

The department’s Google calendars are at http://cs.unc.edu/Events/GoogleCalendars/index.html.

· How can I subscribe to department Google calendars?

First, log in. Then go to http://cs.unc.edu/Events/GoogleCalendars/index.html and click on the set of calendars you are interested in. Click the “+ Google Calendar” button in the lower right corner. If you have not already subscribed to all the calendars on that page, you will be presented with a list of calendars to which you can subscribe. Click on any you want to add to your calendars. For rooms and other resources, you can alternatively click “Add” under “Other calendars”, click “Browse Interesting Calendars”, click “More”, click “Resources for cs.unc.edu”, and then click on the resource you want to add.

· How can I copy my Meeting Maker calendar data into Google calendar?

Send mail to help@cs.unc.edu, and we’ll arrange to help you do this. In general, you will export the data from Meeting Maker to a spreadsheet, convert the spreadsheet data to a format that Google expects, and then import the data into Google calendar. The process is tricky, though, which is why we recommend you email help.

· How do I invite someone to a meeting?

First, log in to Google calendar. Click on the time you want to add the meeting. Enter the name of the meeting in the “What” field, and then click “Edit event details”. On the right side of the page, under “Add”, type the name of the person you want to invite, or type their email address.

· How do I reserve a room?

First, log in to Google calendar. Click on the time you want to add the meeting. Enter the name of the meeting in the “What” field, and then click “Edit event details”. On the right side of the page, beside “Add”, click “Rooms, etc.”, and then click name of the room you want. You can invite a room that is already reserved, in the hopes that someone can rearrange, by first unchecking the “Show only available” box.

· How do I reserve a room for a PhD defense?

First, log in to Google calendar. Click on the time you want to have your defense. In the “What” field, enter your name followed by “Defense” (e.g., “John Doe Defense”) and then click “Edit event details”. On the right side of the page, beside “Add”, click “Rooms, etc.”. Click “Add” next to “Defenses”, and then click “Add” next to the room where you want to have your defense. The standard room for defenses is SN011, and we also do them in FB141. Click “Guests” and enter the names of the faculty members who must be at your defense. For Computer Science faculty, a matching name should appear as you start to spell out his or her name; click on the matching name and email address. Enter also the email addresses of any of your committee members who are not Computer Science faculty, so they will receive an invitation as well. To search for available times, you can follow this procedure: First, click on “Rooms, etc.”, and uncheck the “Show only available” box above the list of rooms. Then invite both of the possible rooms, SN011 and FB141, and click “Find a time” to see the schedules of the rooms and everyone who is in your list of guests at the time you want to have your defense. You can see when everyone is available, and you can click and drag the defense time to an available time. If there are no times on the day you chose, you can use the blue arrows above the combined calendars to check availability on other days. Once you have found an appropriate time, in the list of guests on the lower right, click the “X” beside the room you are not using, so it will not be reserved. Then click “Save” to schedule your dissertation, or click “Dismiss” if you want to think about it some more.

· How do I find a time and a place for a meeting?

First, log in to Google calendar. Click on the time you want to have your meeting. In the “What” field, enter the name of your meeting and then click “Edit event details”. On the right side of the page, beside “Add”, click “Rooms, etc.”. Click “Add” next to the room where you want to have your meeting. Click “Guests” and enter the names of the people you want to be at your meeting. For Computer Science faculty, staff, or graduate students, a matching name should appear as you start to spell out his or her name; click on the matching name and email address. Enter also the email addresses of any of your attendees who are not in Computer Science, so they will receive an invitation as well. To search for available times and rooms, you can follow this procedure: First, click on “Rooms, etc.”, and uncheck the “Show only available” box above the list of rooms. Then invite whatever rooms you might want to have your meeting in, and click “Find a time” to see the schedules of the rooms and everyone who is in your list of guests at the time you want to have your defense. You can see when everyone is available, and you can click and drag the meeting time to an available time. If there are no times on the day you chose, you can use the blue arrows above the combined calendars to check availability on other days. Once you have found an appropriate time, in the list of guests on the lower right, click the “X” beside the rooms you are not using, so they will not be reserved. Then click “Save” to schedule your meeting, or click “Dismiss” if you have changed your mind.

· How do I get an event to show up on the digital signs around Sitterson and Brooks?

When you schedule your event, click “Edit event details”. On the right side of the page, beside “Add”, click “Rooms, etc.”. Click “Add” next “Digital Signs”, and then click “Save”.

· Where can I get help with Google calendars?

help@cs.unc.edu is a good place to start for issues specific to the department. There is also a help Forum within Google. Access this by clicking on “Help” in the upper right corner, then “Google Calendar Help Center” and then “Help forum” in the upper left corner.