Scheduling the JMU Light Microscopy Facility instruments is managed using Outlook calendars. There are calendars for these instruments: Leica Stellaris Confocal; Nikon Eclipse; Leica DM6b; Zeiss Axioscope; Cryostat. Although anyone can view the calendars, only approved users can book an instrument. You may not book time for other people, regardless of whether they are trained. Remember to follow all booking rules stated in the User Guidelines.

Viewing an instrument calendar

You access Outlook Calendar through the same Outlook app you use to check your JMU email. You will first need to add the calendar so that you can see it.

1. Open your Outlook app on your phone, tablet, web browser, or desktop.
2. Switch to the Calendar tab and display a list of calendars.
   • Phone/tablet app: Select the calendar icon at the bottom of the screen. Then tap the circle icon with your initials at the top left of the screen.
   • Web/desktop app: Click the calendar icon on the left side of the screen. The list of calendars now appears on the bottom-left.
3. Add the instrument calendar.
   • Phone/tablet app: Tap the icon of a calendar with a “+” in the upper left corner, then select “Add Shared Calendar.” Search for the instrument name and tap to add it.
   • Web/desktop app: Click “Add calendar” on the left side of the screen. Click “Add from directory.” Select your account in the “Select an account” drop-down menu. Search for the instrument name and tap to add it.

Once added, the calendar will always appear in your list of calendars (unless you remove it). Note that sometimes the list of calendars is truncated and you need to either click the arrows to expand a calendar category or click “Show More” to see the full list. The colored circle next to the instrument calendar toggles whether it is displayed. Click the ellipsis (…) or tap the gear icon next to the calendar name to change its color.

Booking an instrument

You book the instrument by creating a new event in your personal Outlook calendar and inviting the instrument as an attendee.

1. In the calendar tab of your Outlook app, add a new Event.
   • Phone/tablet app: Tap the icon of the calendar with a plus sign in the bottom-right.
   • Web/desktop app: Click the New Event button or the day/time that you wish to book.
2. Enter a title (this is just for you, it won’t appear on the instrument calendar).
3. Add the instrument as an attendee.
   • Phone/tablet app: Tap “People” and search and add the instrument calendar. Tap the checkmark in the upper-right corner when you’re done.
   • Web/desktop app: Search for and add the instrument calendar to the “Invite Attendees” field.
4. If you are working with another person, add them as an attendee using the same method.
5. Set the day, time, and other settings as desired.
6. Finish
   • Phone/tablet app: Tap the checkmark in the upper-right corner.
   • Web/desktop app: Click the Send button.

This will create an event on your own calendar and, after a short delay, the event will be added to the instrument calendar. Check the instrument calendar to make sure it appears there in addition to your personal calendar (you should see duplicate events). You will also receive an email notification. Check the bottom of the email to make sure it was accepted. If it was declined, see Troubleshooting, below.

Edit or cancel a booking

Click or tap on the booking on your personal calendar (not the matching booking on the instrument calendar, if displayed) and choose edit or cancel. When you are done, the system will make the change and send you a confirmation email just like when you made the initial booking. There are a few caveats related to the fact that the calendar doesn’t let you modify past appointments:

• If you need to extend an appointment that has already concluded (even by a minute), make a new booking; do not modify the old booking. If you try to do it yourself, the system will delete your booking because the event has already concluded and is in the past.
• If you need to conclude an appointment early, edit the end time so that it is after the current time (i.e. in the future). If you set the end time to before the current time, the system will delete your booking because the event is now in the past.
• If you need to record your past usage (or make one of the above mistakes), email Dr. Kubow.

Remember it is very important to have an accurate record of when each instrument is used.

Troubleshooting

I can’t see my booking on the instrument calendar. Did you receive a confirmation email? If not, be patient, the system is still processing the request. If you did, does the email say the invitation was accepted (see bottom of email)? If not, see below. If it was accepted, verify that the instrument calendar has been added to your calendar and that it is displayed (see instructions, above). You can also try reloading/refreshing the calendar.

My booking was declined. You will know your booking is declined because it will say so on the bottom of the confirmation email. This could be for several reasons. 1) You do not have permission to book the instrument (see below). 2) Your booking overlaps with another booking on the same instrument. Adjust your booking accordingly. 3) Your booking occurs in the past. Unlike Google Calendar, you cannot do this. If you need to make a retroactive booking, contact Dr. Kubow.

I don’t have permission to book an instrument. Check to make sure that you are booking using the correct calendar. The calendar should have the same name as the instrument (be careful – there are two Leica microscopes). If you are using the correct calendar and you have been fully trained, contact Dr. Kubow to resolve the issue.