Send to Microsoft
Outlook
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The Meeting Schedule Assistant Import
utility is displayed by pressing the Send to Microsoft
Outlook menu item from the File menu, or the File menu
within either of the report editors.
There are some software requirements that must be met for this import
facility to function and they are detailed at the end of this help
topic. Please read them!
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You use this import utility to import saved
Sound Rota Report files (*.SRR) and Service Meeting Report files
(*.SMR) into the Microsoft Outlook Calendar. Beginning with
version 10.4.0 you can also import data from within each of the
Meeting Schedule Assistant editors. You can then synchronize these
appointments to a hand held device by using Microsoft Outlook.
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This identifies the Sound Rota
/ Service Meeting Report that you want to import. Press the
elipses [...] button on the right to display a standard file
dialogue that you can use to navigate to the SRR / SMR file that
you want to import into the Microsoft Outlook Calendar. Use
the file type list to change it to SMR if required. Note that
the Import button will be disabled until you have
selected a SRR or SMR file.
However, if you have displayed
the import utility from within one of the editors then things will
behave slightly differently. The button on the right will be
disabled and the file name will say <Importing data
directly from Meeting Schedule Assistant> and the
Import button will be enabled by default.
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Use
these options to specify the starting times of your meetings.
It is the best way that we can import the information into the
right place in the calendar. This information gets stored so
you don't have to set it up every time.
This information is not used when importing
service meeting schedules because they contain their own
information about the meeting times.
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Press this button to display the options
dialogue:
In Microsoft Outlook you can
set up alarms so that you are reminded about certain events ahead
of time. Set the check option if you want to include an alarm
and then use the drop list to select the alarm time interval.
Also, you can set your calendar
entries as private.
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Press this button to import
the specified SRR / SMR file or active editor schedule data into
the Microsoft Outlook Calendar.
This button is disabled until a SRR / SMR file has been selected
for import when you (unless you are importing from within one of
the editors).
Once you have started to import process, a message box will
appear asking whether you wish to Merge with existing
calendar items?
If you
choose Yes it
will add the assignments to the existing calendar
items' body text.
If no item is found then one will be created.
If you choose No it
will will
automatically purge any existing items for the report date range
out of the Calendar (for the specified report type) before
importing. |
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Press this button to purge all existing items
from the Calendar. A dialogue is displayed for you to confirm which
type of items you want to purge:
Select either or both options and then click OK.
This feature
also purges appointments items from the past. So after performing this task, there will
be no
Meeting Schedule Assistant items in the
calendar for the chosen type(s). You will be informed as to
how many items were purged.
Use this feature with
caution!
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Press
this button to close the import utility and return to Meeting
Schedule Assistant.
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Requirements
The actual automation of Microsoft Outlook
is handled by another application, OutlookIF.dll,
which is a Microsoft .NET COM Assembly. When you
installed Meeting Schedule Assistant you were given the opportunity
to install this extra application. It is required for this
importing to operate.
The Microsoft .NET COM Assembly
requires the Microsoft .NET Framework 2.0 or
higher to be installed. The installer would have offered to
download it if it felt it was required. In addition, you will need
Microsoft Office 2002 or higher installed.