Calendar Browser Presentation

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Calendar Browser is a groupware used for booking all kinds of resources within an organization. The software is totally integrated in Outlook. Calendar Browser is installed on a file server and in a new public folder or shared mailbox, and only a minimal client installation is needed. Welcome to the show! Peter Kalmström CEO kalmstrom.com Business Solutions Introduktion www.kalmstrom.com Calendar Browser works with Microsoft Outlook 2007 and above

description

Book resources within Outlook just as easily as you create an appointment in the calendar. Also for showing personal calendars.

Transcript of Calendar Browser Presentation

Page 1: Calendar Browser Presentation

Calendar Browser is a groupware used for booking all kinds of resources within an organization. The software is totally integrated in Outlook.

Calendar Browser is installed on a file server and in a new public folder or shared mailbox, and only a minimal client installation is needed.

Welcome to the show!Peter KalmströmCEO kalmstrom.com Business Solutions

Introduktion

www.kalmstrom.com Calendar Browser works with Microsoft Outlook 2007 and above

Page 2: Calendar Browser Presentation

Let’s start with the part that the users will see. If they are familiar with Microsoft Outlook they will quickly learn to use Calendar Browser.

In this slide show I will talk about booking rooms, but anything that is booked within an organization – cars, equipment, personnel – might of course be booked through Calendar Browser. The application can also be used for viewing people’s calendars.

User Interface

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Page 3: Calendar Browser Presentation

The Calendar Browser buttons in the

Calendar ribbonShow several resource calendars

Calendar Browser is integrated in Outlook

www.kalmstrom.com Calendar Browser works with Microsoft Outlook 2007 and above

Page 4: Calendar Browser Presentation

Enter date, time and number of seats if applicable.

Click to open a dialog where you can search free resources

Find resource

Calendar Browser works with Microsoft Outlook 2007 and above

Click to see a description

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Click New to make an appointment in the selected calendar at the selected time

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Each resource can be described with text and images

Click Description to open a dialog with a description of the selected

resource

See resource

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

See resource

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Click here to book supplies.

Select a project

The Booking appointment

The booking appointment is a normal Outlook appointment ‒

but with some ”extras”.

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Book supplies

Comment your order here.

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Name and date are filled out

automatically

Select among the admin defined

supplies

Auto-notifications can be sent to the responsible for the

different items

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Group calendars by making several installations.

Each user selects what groups should be shown in her/his Outlook. That way the users only see the groups they really need.

Settings

Calendar Browser works with Microsoft Outlook 2007 and above

Calendar Grouping

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Page 9: Calendar Browser Presentation

Now I will show you what happens ”behind the scene” – i.e. in the Administrator settings. They are reached by the Manage button or by running the file CBAdmin.exe in the root file folder. Let’s continue!

Settings

Calendar Browser works with Microsoft Outlook 2007 and above

The Admin settings

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Page 10: Calendar Browser Presentation

Alternatives to be shown

in the Overview.

Double-bookings – never again!

Uncheck to hide these

buttons from the users

Customize Calendar Browser for your

organization’s needs.

Calendar Browser works with Microsoft Outlook 2007 and above

Configuration

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The Booking summaries show all bookings with

their host and attendees for a selected day.

Calendar Browser works with Microsoft Outlook 2007 and above

Extra booking information

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If you check the Extra booking info box, two new tabs

and a new Overview option will be shown.

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When booking users can select the name of the host and attendees. Additional info about company,

department or e-mail entered in the settings will be displayed

automatically.

Fill out or paste Hosts and Attendees

Calendar Browser works with Microsoft Outlook 2007 and above

Extra booking information

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Page 13: Calendar Browser Presentation

Add or remove calendars

The WYSIWYG .html editor makes it easy to create nice resource

descriptions.

Add an image to be shown in the

overview.

Calendar Browser works with Microsoft Outlook 2007 and above

The Resource calendars

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With different colors for different types of projects you get a good overview.

The word “Project” can be changed to anything that suits your organization.

”Projects”

By default the projects are saved in Outlook.

If you already have projects in a database,

use that option and they are loaded automatically.

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Specify supplies that might be needed with the resources, and define the

cost for each item.

Extras

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Check this box and add e-mail addresses, and notifications

about supply bookings will be sent automatically to the

responsible

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Extras – Automatic E-mail Notifications

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

With the HTML editor it is easy to change the simple default message to something that

suits your organization.

The Template button

becomes visible under the Supplies tag when the Auto-Email

box is checked.

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Specify place settings for the users to select from

Place Settings

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

The users can choose among the admin

specified place settings when they book supplies

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Specify text to be filled into all new appointments

The template comes up in the new appointments

New Appointment Template

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Select resource that should be booked automatically together with the resource in the left hand column

Auto-Booking

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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The Overview tool in Calendar Browser gives a summary of resources and of the scheduling of team members. Open the Overview Tool via the Overview button or by running the file CBOverview.exe in the root file folder.

Hope you are still with me!

Overview

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Click a free time to add a new booking.

Timeline view

Move the cursor over a booked time to see booking details.

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Search for bookings.

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Only shown if Extra booking information is

enabled.

Day View

Click on a booking to see more details

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Week III gives very detailed reports. Right click to Export to Excel.

Workweek III

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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This view gives a list over occupancy and activities of the separate resources on the

selected date

Day List

Click the + signs to see

supplies

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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The appointments report gives a list over occupancy and activities of the separate resources.

Appointments report

Select the Orders report if you only want bookings with supplies.

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Bookings and orders can be studied with the integrated Excel reports. There are many different, pre-defined reports, and as all the standard Excel features may be used in the reports they will give you a lot of useful information about passed resource usage.

Also custom reports can be created and just like the default ones they are updated each time you run the Archive tool. Let’s go to the last part!

Excel reports for statistics

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Page 27: Calendar Browser Presentation

Use the file CBArchive.exe in the Calendar Browser server folder to copy old appointments to a database. Then you can study them closely and in many different ways in the Excel reports.

Select period and resources to study.

Archive

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

The selected appointments are copied to an Access or

SQL Server database.

Two reports files are placed in the Calendar Browser

server folder.

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All the Excel features can be used

The reports are reached by the links or by the tabs below.

Excel Reports

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

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Use the Pivot Table Field List to get more options

Excel Reports ‒ Pivot

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

All the fields can be dragged and dropped to show data in different ways.

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Use all the Excel features to get nice graphs. We have made sure the statistics behind them is correct.

Excel Reports ‒ Chart

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com

Changes in the pivot table are reflected into the chart and vice versa.

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Thank you for watching this slide show!

At www.kalmstrom.com you may download the full version of the Calendar Browser and evaluate it for 30 days before you decide if you want to use it.

On the website you will also find the User and Administrator Manuals, the Calendar Browser video demonstrations and information about how to subscribe to Calendar Browser.

More Info

Calendar Browser works with Microsoft Outlook 2007 and abovewww.kalmstrom.com