Meeting Maker: Good CitizenshipMeeting Maker: Initial ConfigurationMeeting Maker: PreferencesMeeting Maker: GuestsMeeting Maker: Creating Meetings, Activities, and BannersMeeting Maker: Calendar SharingMeeting Maker: Web AccessMeeting Maker: Handhelds and smart phones

Technology

Meeting Maker: Preferences

There are a few preferences new Meeting Maker users should set immediately, and other preferences and settings Simmons suggests you might find useful. These settings are listed separately, but you can make all of the changes in the preferences window at once and click OK when you are done with all of them.

New users: set immediately

Email settings

Completing this email setting in Meeting Maker:

  • allows you to send meeting proposals to people who are not using or do not have a Simmons Meeting Maker account (i.e. people in your Address book)
  • is one part of what enables Meeting Maker to send you email messages about proposals you have received or notifications about upcoming meetings.
  1. Select Edit/Preferences (Windows) or Meeting Maker Calendar/Preferences (Mac)
  2. Click the General tab
  3. For Local SMTP Host enter smtp.simmons.edu. Note that your official Simmons email address already appears; you may change this to a different address, but the system occasionally will overwrite this with the Simmons default.
  4. In E-Notify Address enter your email address (e.g. jane_doe@simmons.edu)
  5. Click OK

Notification preferences

These settings tell Meetingmaker how you would like to be notified about incoming proposals, etc. If you are annoyed by sounds, blinking, or when Meeting Maker becoming active on its own, these are the places to uncheck those options.

  1. Select Edit/Preferences (Windows) or Meeting Maker Calendar/Preferences (Mac)
  2. Click the Notification tab
  3. In the When New Proposal Arrives box, click the check boxes that indicate how you would like Meeting Maker to notify you when someone has sent you a meeting proposal. If you would like Meeting Maker to send you email when someone sends you a meeting proposal, click Send Email Notification. Please note that "send email notification" only works when Meeting Maker is open when someone sends you a new proposal.
  4. In the When New Reminders Arrive box, click the check boxes that indicate how you would like Meeting Maker to notify you that a meeting or To Do List item for which you have asked to be reminded (while editing or creating an Activity, see the Options tab, Reminder box) is about to occur. If you would like Meeting Maker to send you email when Meeting Maker is reminding you of a meeting, click Send Email Notification . Please note that "send email notification" only works when Meeting Maker is open.
  5. In the Reminder Defaults box, click Never next to Activities, Meetings, and Banners, unless you want Meeting Maker to remind you of every event on your calendar. It is more useful to set a reminder for just those activities, meetings, and banners that warrant a reminder (Options tab, Reminder box).
  6. Click OK

Information about you and your schedule

The information you fill out on the screen described in these instructions can be seen by anyone else using the Simmons Meeting Maker server. Please note that some of the information here (i.e. your name, extension and email address) is populated by the system; if you change this data, the system will occasionally overwrite it.

  1. Select Edit/User Information
  2. In the Work Days, Hours, and Time zone box, select the days of the week and times each day that you regularly work. The default is Monday-Friday, 8 am -5 pm. Meeting Maker will indicate to other people that these are the times you are available for meetings.
  3. If you would like, enter your Title, and Department
  4. Click OK

To see someone else's information, look under File/New Activity/Meeting, in the Guests tab, Edit List, select a guest in the guest panel, and then click Get Info.

Settings you might like to change

Label names

If you intend to use labels (colors) for your appointments, change their titles to names that are more useful than "label 1, label 2," etc.

  1. Select Edit/Preferences (Windows) or Meeting Maker Calendar/Preferences (Mac)
  2. Click the Labels tab
  3. Next to the colors you wish to use, enter the names useful to you. To change the color of a particular label, click on color box and select a color from the palette.
  4. Click OK