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!

Schedule to send to Microsoft Outlook calendar Send Clear All Close Options

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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. Please make sure you have set your meeting times in program settings!

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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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Press this button to display the options dialogue:

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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 send 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 the process, a message box will appear asking whether you wish to Merge with existing calendar items?

merge with existing prompt

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:

Purge Dialogue

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.

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.