Stanford Calendar Migration Checklist
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Sundial calendars will migrate to Stanford Calendar over the July 4th holiday weekend. These checklists will help you prepare for the move and get familiar with the new Stanford Calendar.
All existing Sundial meetings will be transferred to the Stanford Calendar. In Sundial you had one calendar. In Stanford Calendar you will have three default calendars, named Calendar, Personal, and Confidential. The calendars are grouped to display as a single calendar on your screen. By default, your calendars will appear in orange. If you'd like to change the color of the individual calendars to make them easily identifiable, right-click, (or Ctrl+click on a Mac) on the calendar in the left-hand column and select Edit Properties.
All three calendars will be taken into account when checking availability while using the Scheduling tab to create an appointment.
What to do in Advance of Migration
See the Email and Calendar Courses page to review and register for classes.
√ Check your Sundial access rights
The Access Rights that you have set for your Sundial calendar will affect who can view or make appointments in Stanford Calendar.
Note: Sundial and Stanford calendar do not employ identical application architectures, therefore, we strongly recommend that you review your Sundial access rights and update them as appropriate before the move. The deadline for changing Sundial settings is June 24th, 2009. Access rights are set in the Sundial desktop client via Tools>Access Rights or under the icon in the web client.
Translating your Sundial access rights for Stanford Calendar can be complex and confusing. At a minimum, we recommend that you review your settings for Designate and Viewer roles in Sundial.
- Verify that Default: Any Unlisted Person does not have Designate access to your calendar and that the View role is appropriate.
- Check the list of individuals who have Designate and Viewer access to your meetings and verify that it is up-to-date and appropriate.
Access Rights Details
In Stanford Calendar, access rights are maintained via multiple calendars. Most people will have three calendars: Normal, Confidential, and Personal. In general:
- Designate rights for normal meetings will be transferred to the Calendar folder on Stanford Calendar as Manager rights.
- View Entries for normal meetings will be transferred to the Calendar folder on Stanford Calendar as Viewer rights.
- For personal or confidential meetings, access rights will be transferred just like the rights to Normal meetings, but on a separate Personal calendar and a separate Confidential calendar.
- View Times Only for normal meetings in Sundial is the same as free/busy preference in Stanford Calendar. If you have set Default: Any Unlisted Person to None (that is, to disallow both View and View Times) for normal meetings, then in Stanford Calendar no other user will have access to free/busy information for the primary calendar or for your Personal or Confidential folders.
Here is a table of how these roles and settings translate to the Stanford Calendar:
|Sundial Access Rights||Stanford Calendar Share Permissions|
|View Times Only for Default: Any Unlisted Person||Free/Busy lookup when creating an appointment for all Stanford Calendar users|
|Viewing>None for Default: Any Unlisted Person with no individual exceptions||Preferences>Calendar>"Don't let anyone to see my free/busy information" radio button is selected|
|Viewing>None for Default: Any Unlisted Person with individual(s) listed who have View Times Only access||Preferences>Calendar>"Allow only the following local users to see my free/busy information" radio button is selected with email addresses for individuals who can see your free/busy status when scheduling an appointment|
|Scheduling>Can Invite Me to Entries checkbox is unchecked with no individual exceptions||Preferences>Calendar>"Don't let anyone to invite me to meetings" radio button is selected|
|Scheduling>Can Invite Me to Entries checkbox is unchecked for Default: Any Unlisted Person with individual(s) listed who has Can Invite Me to Entries checkbox checked||Preferences>Calendar>"Allow only the following local users to invite me to meetings" radio button is selected with email addresses for individuals listed who can invite you to an appointment|
|Administrator rights to a resource calendar, granted to a group||Admin rights will be granted to the individual listed as the contact for the resource. That individual can grant access to others, including other administrators.|
Task access rights will not be migrated from Sundial.
Remember, changes made to access rights in Sundial after Wednesday, June 24th will not be migrated.
Check out the Stanford Email & Calendar web site.
You'll find that Stanford Calendar is different from Sundial. For example, it is a message-based calendar system, unlike Sundial, which is built upon a data base. We've also identified some features not available in the current version that we'd like to have, as well as some shortcomings; we're working with the vendor to incorporate features and solve shortcomings in a future release.
We've listed a number of these differences below, along with a solution, if appropriate.
|An email message is always sent for every appointment that is created, updated, or deleted.||This is normal behavior for a message-based calendar tool like Exchange or Zimbra. Be aware that in order for the item to appear or change on the other attendee's calendars, a message must be sent.|
|Stanford Calendar does not have "Work Hours" like Sundial, so meetings can be scheduled outside of your normal business day.||You can add a recurring meeting with the Show as field set to "Out of Office" to your schedule for hours outside of your normal business day. This will show you as unavailable during those hours.|
|Stanford Calendar does not have a Group Agenda function like Sundial.||Use the Schedule view (next to the Month view) to see several calendars side by side. You can add any calendar listed in your left-hand column. For calendars you don't have a link to, create an appointment and use the Schedule tab to review the free/busy status for all attendees.|
|Stanford Calendar does not have email reminders.||
Stanford Calendar only has popup reminders. Reminders can be set at various increments up to 18 hours in advance of the appointment.
Note: If you change an Appointment to an All Day Appointment, it will default to an 18 hour reminder instead of your usual default reminder setting. We recommending selecting All Day Appointment when you create a new item to avoid this issue.
Only your Calendar (primary calendar) will sync with a Treo 650 or Windows Mobile 6 device.
Put all meetings that you need to display on your mobile device onto your primary calendar (Calendar).
Note: The iPhone can sync multiple calendars.
|For iPhone users with calendar synchronization, some appointments are missing on the calendar.||If you receive an invitation on your iPhone and Delete it, then the appointment is deleted rather than just deleting the invitation.You can avoid this by going to Calendar>Preferences and verifying that the Delete invite on reply checkbox is checked in webmail. Also, do not delete invitations from your iPhone.|
|Appointment window with a large number of invitees has no scroll bar, so notes cannot be seen.||Click the Print icon to see the print view. Cancel printing and use the scroll bar on the print view to review the notes associated with the appointment.|
|No wildcard search for locations and resources.||Search on a single word rather than multiple words. This allows the search to find all likely locations and resources rather than returning zero results.|
|Recurring meetings converted from Sundial do not remain part of the series in Stanford Calendar||This is a problem for migrated data only. No meetings were lost, but they may no longer be tied together as a series. You can delete these and recreate the meeting in Stanford Calendar for the best results.|
|iCal cannot be used to manage shared calendars. If you put an appointment on a shared calendar you have manager access to, you are listed as the organizer and the owner of the calendar cannot edit the appointment.||This is an Apple issue and may be resolved in a later release of the Mac OS. For managing others calendars, we recommend using the web client for best results.|
|In iCal, instances in a series that are cancelled stay on the calendar, but show with a
||This is an Apple issue and may be resolved in a later release of the Mac OS. For managing others calendars, we recommend using the web client for best results.|
|iCal only shows events one month in the past and one year in the future.||This setting was implemented because synchronization was too slow with the full history involved. Use the web client to access dates outside of this range.|
|The organizer of a meeting cannot decline or delete the meeting.||Someone who is planning to attend the meeting should be used as the organizer for the appointment.|
You can export your Address Book using File>Export Data. You should export the file as a comma-delimited or tab-delimited file for Address Books.
You can see your private groups by going to Tools>Manage Groups. To print each group, highlight the group and click the Print... button. There is no export function to allow you to have these groups in an electronic format.
What to do During Migration
On Wednesday, July 1st at 5 p.m., a snapshot of the data in Sundial will be taken and a transfer of data to Stanford Calendar will begin. At that time, any further data added to Sundial will not be transferred. Sundial on the Web will be read-only. Please do not add any new data to Sundial.
Sundial data will be added to your Stanford Calendar during the weekend. It will not delete or alter any existing data on your Stanford Calendar. We do not anticipate a service interruption for email and you can view your calendar. You may notice items appearing throughout the weekend as data moves into the system.
What to do After Migration
If you haven't yet signed up for training, see the Email and Calendar Courses page to review and register for classes.
Compare your old and new calendars. Take a few moments to make sure that your meetings and appointments from Sundial have moved successfully to Stanford Calendar. Remember, meetings migrated to your Stanford Calendar from Sundial will include the prefix SD.
Check to make sure that access to all personal or confidential meetings is correct and appropriate.
You can log into the Calendar tab directly by going to webcal.stanford.edu.
- Meetings migrated to your Stanford Calendar from Sundial will include the prefix SD.
- Additional calendars may appear in the left hand column. These appear based on what rights were granted by those individuals in Sundial. They are unchecked by default. Check the box to view the calendar. Right-click (or Ctrl+click on a Mac) to remove the calendar from your list.
- You will still be able to view Sundial via the Web or the desktop client until September 30, 2009. We recommend comparing the data to ensure that your meetings are accurate. The desktop client will allow you to make changes to Sundial, but please treat this as a view-only database.
- Normal meetings are on your Calendar. Personal meetings are on your Personal calendar. Confidential meetings are on your Confidential calendar. If you don't have a Personal or Confidential calendar, this means you did not have any of that type of item in Sundial.
- Tasks from Sundial were added to your Task tab in Stanford Email and Calendar.
We recommend reviewing the Sundial to Stanford Calendar reference guide for further guidance.
Need more information on features? Click the application Help link, located in the upper-right corner of the page, to access searchable information about all of the features available in Stanford Email and Calendar.
You will likely be unaffected by the Sundial to Stanford Calendar migration. It's possible that someone may have granted you access to their calendar in Sundial. If so, that calendar will appear in your left-hand column on the Calendar tab in the web client. You can view the calendar by checking the checkbox next to the user's name. You can delete the calendar by right-clicking (or Ctrl+click on a Mac) and selecting Delete Calendar. Deleting the calendar removes it from your list but does not affect the calendar owner's data.
If you are experiencing a problem or think you may have found a bug, please report it immediately via HelpSU. We'll be happy to assist you.