Help a School Use Outlook 2007

[n]

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[Diane Poremsky [MVP]]

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go to
File, New, Folder... and add one for each room.

 

[n]

Thanks, Diane!

I think you are good at this, and I would like to put another somewhat
related question to you, whilst you are in the spirit!:

How could a school use microsoft office to enable teachers to easily:

1 Add / Remove students to a register for a particular course
2 Mark the register each day (eg present absent late sick etc)

The register should be stored on a server, so they information they
put in each day is viewable by people with the necessary permissions.

Maybe this is in the wrong forum, if so sorry!

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[n]

btw, is there a way that one can view all the different calendars for
all the different rooms at the same time, to, for example, quickly
establish which room is available at a particular time?

I don't know how you would say this, maybe a conflated view of the
data, or something like that...

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[n]

I can see how to view the calendars together. This is great! It is
very useful.
Please let me ask another question

Once the calendars are set up for each classroom, would it also be a
good idea to set up calendars for each teacher? And link the calendars
somehow?

For example, Teacher A is only interested in their own schedule, which
rooms to teach in, what they course they have to teach and when they
have to be there.
They don't wish to be told whether classrooms 1, 2 and 3 are empty or
not on mondays, or what Teacher B is doing.

How could the classroom/teacher calendars best be linked from the
viewpoint of:

teachers
administrators
maybe even students

This is a big help, thank you very much

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[Diane Poremsky [MVP]]

I think Access or Excel would be better suited to this.

Thanks, Diane!

I think you are good at this, and I would like to put another somewhat
related question to you, whilst you are in the spirit!:

How could a school use microsoft office to enable teachers to easily:

1 Add / Remove students to a register for a particular course
2 Mark the register each day (eg present absent late sick etc)

The register should be stored on a server, so they information they
put in each day is viewable by people with the necessary permissions.

Maybe this is in the wrong forum, if so sorry!

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go
to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[John Blessing]

Just to jump in, although it might be less fun than building it yourself
using Outlook, maybe you should use software that was designed to do this
job - we just happen to have one at http://www.room-booking-software.com
and you can try it online at www.resourcbooker.com

--
John Blessing

http://www.LbeHelpdesk.com - Help Desk software priced to suit all
businesses
http://www.room-booking-software.com - Schedule rooms & equipment bookings
for your meeting/class over the web.
http://www.lbetoolbox.com - Remove Duplicates from MS Outlook, find/replace,
send newsletters

I can see how to view the calendars together. This is great! It is
very useful.
Please let me ask another question

Once the calendars are set up for each classroom, would it also be a
good idea to set up calendars for each teacher? And link the calendars
somehow?

For example, Teacher A is only interested in their own schedule, which
rooms to teach in, what they course they have to teach and when they
have to be there.
They don't wish to be told whether classrooms 1, 2 and 3 are empty or
not on mondays, or what Teacher B is doing.

How could the classroom/teacher calendars best be linked from the
viewpoint of:

teachers
administrators
maybe even students

This is a big help, thank you very much

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go
to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?

There are several classrooms.

For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.

(Sounds v close to Outlook Calendar, so far...

Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)

But the school has lots of classrooms, and teachers... so, how could
this be done.

If there are any nifty tricks that can be employed whilst trying this,
please say

 

[Unsettled]

If your school hasn't already invested all their money into Microsoft
products, you might want to consider open source calendaring (so-called
groupware) solutions like Zimbra or Scalix.

For the class registration stuff, a basic version could easily be
created in PHP and MySQL. If you can't do it yourself, there are plenty
of contract coders out there that will compete for your project.

Or, I'm sure you can google around for whatever commercial stuff is out
there.

Thanks, Diane!

I think you are good at this, and I would like to put another somewhat
related question to you, whilst you are in the spirit!:

How could a school use microsoft office to enable teachers to easily:

1 Add / Remove students to a register for a particular course
2 Mark the register each day (eg present absent late sick etc)

The register should be stored on a server, so they information they
put in each day is viewable by people with the necessary permissions.

Maybe this is in the wrong forum, if so sorry!

Are you also using Exchange server? If so, you have two options: create
calendars in public folders or as resource mailboxes. If you don't use
Exchange, create them in someone's account. To create new Calendars, go to
File, New, Folder... and add one for each room.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Need Help with Common Tasks?http://www.outlook-tips.net/beginner/
Outlook 2007:http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

Outlook Tips:http://www.outlook-tips.net/
Outlook & Exchange Solutions Center:http://www.slipstick.com
Subscribe to Exchange Messaging Outlook newsletter:
(e-mail address removed)

How can a school use the facilities in Outlook 2007 to co-ordinate its
classrooms?
There are several classrooms.
For any given hour, a teacher/group/course combination is or is not
assigned to a particular classroom.
The "teacher/group/course" have recurring meetings at the same time,
in the same room, on particular days, for a given number of weeks.
(Sounds v close to Outlook Calendar, so far...
Lets say 3 classes are in progress at the same time, that flags a
"conflict" in outlook. (sort of, you cant be in 2 places at once sort
of thing.)
But the school has lots of classrooms, and teachers... so, how could
this be done.
If there are any nifty tricks that can be employed whilst trying this,
please say