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    Google Calendar FAQ

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    Frequently asked questions regarding UNC Computer Science Department Google calendars

      Reviewed by Brian White 2/11/2013.

      Where do I find the department’s Google calendars? The department’s Google calendars are at http://www.cs.unc.edu/cms/events/computer-science-department-calendars.

      How do I get my password for the department Google calendar? Your Google account password and your department password are the same.  Both are changed when you change your department password at https://www.cs.unc.edu/webpass/.

        How do I change my password for the department Google calendar? The only way to change your Google password is by changing your CS department password.  Go to https://www.cs.unc.edu/webpass/ and change your password there.  From then on the password on your Google calendar (and Google mail) will be the same as your CS department password.

        What is my Google calendar login name? Your Google calendar login name is yourcslogin@cs.unc.edu, i.e., your Computer Science Department login name with "@cs.unc.edu" appended.

          Who can get a department Google calendar account? Computer Science faculty, staff, graduate students, undergraduate majors, and alumni (graduates with a PhD or MS, plus graduates with Bachelor's degrees who worked two semesters for the department) are eligible for accounts.

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

            1. 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.Use your CS password.
            2. Alternatively, go to http://www.gmail.com.  In the “Username” box, put yourcslogin@cs.unc.edu, i.e., your Computer Science Department login name with "@cs.unc.edu" appended.  Use your CS password.

              How do I see all the scheduled department events in one place? Go to
              http://www.cs.unc.edu/xcms/calendar/department_calendar.html, which is the main department calendar and combines the calendars for colloquia, defenses, distinguished lectures, research meetings, corporate events, and other events.  You'll probably want to click on the "Week" view button in the upper right corner of the calendar, because the calendar is pretty busy in month view.  This calendar, along with calendars for specific rooms, is the best place to look to see if something you are planning will conflict with an event already planned.

              How do I schedule a visitor talk or a faculty candidate talk? Detailed instructions for this are here.

              How do I set up a meeting calendar for a visitor or a faculty candidate? Detailed instructions for this are here.

              Where do I find the schedule for a visitor talk or a faculty candidate talk? Talks are broken down into three separate calendars:  Distinguished Lectures, Defenses, and Colloquia.  The calendars for all three are combined at http://www.cs.unc.edu/xcms/calendar/talks.html.  They are also available on the main department calendar.

                How do I print out a visitor’s schedule or a faculty candidate's schedule? Subscribe to the "Visitors Schedules" 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, click the "gear" or "flower" icon underneath your login name near the upper right corner of the page.  Then click "Calendar help”.

                    Where can I find general information on the department’s Google calendars? General information on the calendars is at http://www.cs.unc.edu/cms/help/how-to/calendar-information.

                      How can I subscribe to one of the department’s Google calendars? Go to http://www.cs.unc.edu/cms/events/computer-science-department-calendars, click on the group of calendars you are interested in, e.g., "

                      ", click the "+ Google Calendar" button on the lower right, and then click "Add" to the right of the calendar you want to add.

                        How can I subscribe to department Google calendars? First, log in.  Then go to http://www.cs.unc.edu/cms/events/computer-science-department-calendars 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 get a reminder of an event on a departmental calendar? First, subscribe to the calendar as described above.  Then click on the event for which you want a reminder, click "Add a reminder", select Email or Pop-up in the first drop-down menu, select the units (minutes, hours, days, weeks) in the second drop-down menu, and enter the number of units in the box between the two drop-down menus.  For example, you might decide to get an Email reminder 30 minutes before an event you want to attend.  You can set up to five reminders for a given event.

                            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.  Note, however, that reservations of any rooms, especially classrooms, are subject to approval by a member of the Room Czars group (room-czars@cs.unc.edu), and your invitation of that room to a meeting may be overridden by a member of that group, which includes various administrative and RSAC staff plus the Chair and the two Associate Chairs.  Besides the classrooms, the Chair's Conference room, FB141, is just that, and the Chair may override your reservation.  In addition, Mike Reiter controls use of the security conference room, FB331.

                                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 rooms for defenses are SN011 and 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”.

                                    How can I view the calendar of someone else in the Computer Science Google apps domain? To view the calendar of any department faculty, staff, graduate student, or undergraduate CS major, first log in to your Google calendar.  Then, at the bottom left corner of your calendar window, enter the email address of the person whose calendar you want to see in the box that says "Add a coworker's calendar".  This adds their calendar to your list of calendars, and if they have populated their calendar, you can see their schedule.

                                    How do I set a reminder for myself? First, log in to Google calendar.  Then click on the time you want to your activity.  In the “What” field, enter the name of your activity and then click “Edit event details”.  You will be presented with a different page, where you can adjust the time, add guests, add reminders, and control what others see about your activity.  A bit more than half the way down the left side of the page, you will see the label "Reminders", with three pull-down menus.  Use the menus to select the type of reminder (email or pop-up) and the time before the event when you want to receive the reminders.  You can add up to five reminders for a given event.  Note that pop-ups are not as reliable as email messages.  Note also that you may want to set up a separate calendar just for your personal reminders, so that others with whom you share your calendar don't see these your reminders.

                                      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.  click the "gear" or "flower" icon underneath your login name near the upper right corner of the page.  Then click "Calendar help”.  Click “Calendar Help Center” near the middle of the page, and then “Google Calendar Product Forum” near the upper right corner.

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