What’s Changing

The Florida Museum intranet equipment calendars are migrating to Microsoft 365 calendars, which is the system that currently powers Gatormail.

Why We Are Migrating

Migrating our equipment calendars into UF’s approved scheduling system, Microsoft 365, allows us to leverage the familiar scheduling interface in Microsoft Outlook while modernizing the available scheduling features. Scheduling will be available via the Gatormail web interface or Outlook clients without the need of a VPN connection. Migrating also brings us into compliance with UFIT information system policies.

View the Calendars

On a Mac:
  • Open the calendar section of Outlook¬†by clicking on the small calendar in the lower left of the outlook window.
  • Under your account, locate the People’s Calendars (see figure 1).
  • Click on the ellipsis next to People’s Calendars.
  • Then click on Add Shared Calendar…
Shows a screenshot of the window showing a menu to add a Shared Calendar
figure 1
  • In the Open Calendar pop-up type in the name of the calendar you are looking for (see figure 2).
  • Click open
Shows a window where you can search for a shared calendar by name
figure 2
  • You should see the calendar show up under People’s Calendars (see figure 3).
Shows a shared equipment calendar in the People's Calendar list.
figure 3
  • Any calendar in the list can be hidden by unchecking the circle or box next to the name of the calendar.

 

On a Windows computer:
  • Open the calendar section of Outlook by clicking on the small calendar in the lower left of the outlook window.
  • Right click on Shared Calendars (see figure 4).
  • Select Add Calendar then click Open Shared Calendar…
Shows the menu to add a shared calendar on a windows computer.
figure 4
  • In the first pop-up Click Name…
  • In the next pop-up type in the name of the calendar you are looking for (see figure 5).
  • Click on the calendar in the list, then click OK
Shows the search dialog box on a windows computer
figure 5
  • You should see the calendar show up under Shared Calendars (see figure 6).
Shows the calendar added under shared calendars.
figure 6
  • Any calendar in the list can be hidden by unchecking the circle or box next to the name of the calendar.
In Outlook for Web:
  • Sign into Gatormail.
  • Click the calendar icon in the upper left of the screen (see figure 7).
  • Click Add calendar
A snip of the outlook for web client showing the calendar icon and Add calendar button.
figure 7
  • In the Add calendar dialog select Add from directory (see figure 8)
  • Select your email address in the ‘Please select an account to search from:’ dropdown
A screenshot of the Add calendar dialog
figure 8
  • In the new prompt enter the name of the calendar you are looking for (see figure 9).
A screenshot of searching for a calendar to add
figure 9
  • Click Add.
  • You should see the calendar show up under People’s Calendars (see figure 10).
Shows a shared equipment calendar in the People's Calendar list.
figure 10
  • Any calendar in the list can be hidden by unchecking the circle or box next to the name of the calendar.

Reserve Equipment

On a Mac:
  • Open Outlook
  • Go to your calendar
  • Click New Event (see figure 11).
New Event button in macos outlook
figure 11
  • Add a Name for your event on the line that says ‘New Event’ (see figure 12)
  • Click on Scheduling Assistant, this is located near the top bar of the window (see figure 12).
Shows the location of the Scheduling Assistant tab in outlook.
figure 12
  • Click on Add Required and begin typing the name of the calendar (see figure 13).
    • Select the calendar
A screenshot of adding a required attendee on a Mac
figure 13
  • Click done (see figure 14).
Shows the location of the done button.
figure 14
  • Then click send.
  • You will receive an email within a few minutes showing that your reservation has been accepted.
On a Windows PC:
  • Open Outlook
  • Go to your calendar
  • Click New Appointment (see figure¬† 15).
New Appointment button in Outlook
figure 15
  • Add a Name for your event on the line that says ‘Title’
  • Click on Scheduling Assistant, this is located near the top bar of the window (see figure 16).
A screenshot of the location of the Scheduling Assistant button in the ribbon
figure 16
  • Click on Add Required and begin typing the name of the calendar (see figure 17).
    • Select the calendar
Shows searching for a calendar to add required.
figure 17
  • Highlight the block of time you wish to use the equipment.
  • Click send (see figure 18).
A screenshot of the send button on windows.
figure 18
  • You will receive an email within a few minutes showing that your reservation has been accepted.
In Outlook for Web:
  • Sign into Gatormail.
  • Go to your calendar
  • Click New Event (see figure 19).
A screenshot of the New Event button in Outlook for web.
figure 19
  • Add a Name for your event on the line that says ‘Add a title’
  • Click on Scheduling Assistant, this is located near the top bar of the window (see figure 20).
A screenshot showing the Scheduling Assistant butting in outlook for web
figure 20
  • Click on Add Required and begin typing the name of the calendar (see figure 21).
    • Select the calendar
A screenshot of adding a required attendee on a Mac
figure 21
  • Click on Event (see figure 20).
  • Then click Save
  • You will receive an email within a few minutes showing that your reservation has been accepted.