A.S. Administrative

Meeting Maker Quick Reference Guide

Keyboard Shortcuts

How-To Guide

Creating Events

Create a Meeting or Activity

• Click Create Activity/Meeting in the task bar
or,
• Click and drag in the desired day/time area of your Daily View
or,
• From the File Menu, select New Activity/Meeting

Create a Banner

• Click Create Banner in the task bar
or,
• Click and drag in the desired day’s banner area of your Daily View
or,
• From the File Menu, select New Banner

Schedule Locations and Resources

• Click Create Activity/Meeting in the task bar. Select the Guests tab of the Activity dialog box and click Edit List. Choose resources and locations from the list of available guests.

Set Default Meeting Reminders

• From the Edit Menu, select Preferences and click the Notification tab in the Preferences dialog box.

Cancel a Meeting, Activity, or Banner

• Select the meeting or activity in your Calendar View and press the Delete or Backspace key.

To Do List

Add a To Do Item

• Click Create To Do Item in the task bar.

Invite To Do Participants

• Click Create To Do Item in the task bar, and select the Participants tab in the To Do dialog box.

Print a To Do Item

• In the To Do List window, select the desired To Do item or items and click Print.

Sharing Your Calendar

Overview

You can view or edit other users’ calendars when other users share their calendars with you, becoming your proxies. You can share your calendar with other users, making yourself their proxy. There are two types of proxy rights:
• Read Only - Users with read only access to a calendar can view that calendar, but not make changes.
• Read / Write - Users with read / write access to a calendar can work with that calendar as if it were their own.

View Your Proxies

• From the Proxy Menu, select Open [desired proxy]
or, if the proxy you are looking for does not appear in your Proxy menu,
• From the Proxy Menu, select More Proxies

Edit Your Proxy Menu

• From the Proxy menu, select Edit Favorite Proxies.

Share Your Calendar

• From the Proxy Menu, select Share Calendar.

Groups and Favorites

Overview

Use Groups or Favorites to quickly invite multiple users to a meeting. Groups contain groups of multiple users, while Favorites are individual users whom you often invite to meetings.Your administrator may already have set Favorites or Groups. You can also edit or create your own Favorites or Groups.

Create Favorites

• From the Edit Menu, select Favorites.

Create a Personal Group

• From the Edit Menu, select Favorites. Click New Group in the Edit Favorites dialog box.

Invite Groups or Favorites

• In the Guests tab of the Activity dialog box, click Edit List. Select Groups or Favorites from the guests pulldown menu.

Group View

Overview

Use Group View to view the availability of a selected group of users. The Group View displays a combined view of the selected users’ schedules in the Everyone row, allowing you to easily choose a time when all desired users are available. You can schedule a meeting from the Everyone row, automatically including all users in the Group View.

Open Group View

•Click View Group in the task bar.

Add Users to the Group View

• In the Group View, click Edit List.

Create a Meeting from the Group View

• Click and drag at the desired time in the Everyone row of the Group View.

Address Book

Create a Contact

• From the Window Menu, select Address Book. In the Address Book window, click New.

Email a Contact

• In the Address Book window, select the desired contact or contacts and click Email.

Send a Meeting Proposal from the Address Book

• In the Address Book window, select the desired contact or contacts and click Meet.

Print a Contact

• In the Address Book window, select the desired contact or contacts and click Print.

Customizing Meeting Maker

Change Your Preferences

• From the Edit Menu, select Preferences.

Change Your User Info

• From the Edit Menu, select User Info.

Change Your Display Time Zone

• From the Edit Menu, select Display Time Zone.

Change Your View Options

•Click Edit View Options in the task bar.

Meeting Maker Symbols

Meeting Maker Symbols

Icon	Meaning	Icon	Meaning
	Required Guest - Available		Required Guest - Unavailable
	Optional Guest - Available		Optional Guest - Unavailable
	Required Resource - Available		CC Guest
	Optional Resource - Available		BCC Guest
	Required Location - Available		Group
	Optional Location - Available		Guest, location, or resource’s availability unknown
	At least one required guest has declined yourproposal		Proposal is outside guest’s work hours
	New incoming proposal		All required guests have accepted your proposal
	Rescheduled meeting / proposal		Changed meeting/ proposal
	Meeting / proposal cancelled		No guests have responded to the proposal

Mini-icons

Mini-icons

Icon	Meaning	Icon	Meaning
	Accepted meeting / to do		Declined meeting / to do
	Flexible event		Inflexible event
	Private activity / banner		Recurring event
	Agenda included		Meeting / to do guest
	Guest comment included

Meeting Maker Support

Online: www.meetingmaker.com/support
US Telephone: 800-282-7319 Ext. 1
Europe Telephone: +41 4 785 10 65