How to Schedule an Appointment with Dr. Hasker
If my regular office hours don't work for you or I've asked you to schedule
an appointment with me, the following describes how to use Outlook to set
up a meeting. See below for directions for gmail and
Using Outlook Web Client
Note: it is possible to use a version of Outlook installed on a
laptop (as opposed to the web client), but students have run into problems
with this. If you're unfamiliar with the process or have any
problems, use the web client as described here.
Within a few hours, you should get a response from me accepting the
- Log in to the Outlook Web App.
- Click on the gear icon, enter "time" in the search box, click on
"Language and time zone", and make sure the current time zone is set
(probably "(UTC-06:00) Central Time (US & Canada)"). Click on the
- Click on the menu button and select the
- Click on the button to create a new appointment.
- Enter "hasker" in the People box (to the right) and click on the
Scheduling assistant tag. You should see something like the schedule
- Browse to the date and time that you'd like to meet me. Make sure to
select a time satisfying all of the following:
- It is between 10am and 4pm. I am often in earlier or later,
but that schedule is variable. If you need a different time,
explain why in your message and I'll see what I can do.
- The time does not conflict with anything else. My office
hours are listed as open, so if a time appears as blocked that means
I am either in another meeting or class.
For instance, the sample schedule to the right
shows that I'm busy from 9:15 to 11 and noon-2, and that the person
I'm trying to schedule a meeting with is busy from 11-1. The meeting
would have to be a 15-minute period between 9 and 9:45. Since
appointments are supposed to be between 10 and 4, you might have to
go to a different day.
- Note that if the time is right after a class (see my
schedule), there is a good chance I will be late because of
questions asked by students after class.
- Try to pick a time that is at least 12 hours from the current
time so I can plan my schedule.
If it's critical you meet today, be sure to explain why.
I can sometimes accept same-day appointments, but my
schedule is sometimes too busy.
- Double-click on the time and edit it
so the meeting is 15 minutes. If you need half an hour instead, set it
longer, but you must include a brief note explaining
why you need more time.
Note: the most common reason for rejecting a meeting is that it is
30 minutes long. Work out how to change the time. If you block out a
whole 30 minutes, that keeps other students for signing up for
Appointments less than 12 hours in advance
run a strong risk of being rejected. I may also reject appointments if I
have too many other appointments on the same day.
- Click on the OK button to get back to the Details page.
- For the event title, enter your username and a short description of the
topic like "yangq advising" or "smithj lab4 help". Put your username
first! This helps me prepare for the appointment.
- Enter L331 for the location.
- If you need a reminder, create a second appointment at the same time
just for you and put the reminder on it. I don't need a reminder!
One strategy is to set the reminder
to 4 or 8 hours in advance so you'll see the reminder when you check
email early in the day.
- Ensure the "Show as" field is Busy.
- Enter detail about the meeting in the section at the bottom of the
page. You might put a sentence here saying why you want to meet, but
there is probably no need if you have a good title.
You can also include things like source code snippets or upcoming term
schedules if you think that will be helpful.
- When done, click on the button in the upper left.
Using other calendar systems to schedule a meeting
The problem with using other calendar systems is that you typically will
not be able to see what times I am available. Also, if your time conflicts
with something else on my schedule, when I suggest an alternative time you
will receive a .ics file that you have to load into your calendar
to view that alternative time. Why these tools do not interoperate is an
interesting question - both tools follow the same standards. But until
calendaring systems mature you will either need to use Outlook Web or have
to read through .ics files to determine when the meeting is.
If you insist on using gmail (warning, these directions may be dated):
- Log in and click on the 9 dots in the upper right. Select 'Calendar'.
- Browse to the date and time you'd like to meet and click on that time
- For the event description, enter your MSOE username and a few words
of what the meeting will be about.
- Click on "Edit event >>"
- Enter my email address in "Add guests" on the right hand side and
click on the Add button.
- Enter L331 for the location. Other locations can certainly work, but
be sure to explicitly point that out in your description.
- Enter detail about the meeting in the description box.
You might put a sentence here saying why you want to meet, but you
don't have to write anything if you think it's obvious.
- Set "Show me as" to Busy.
- Make sure there is a check box in the "Guests can ... modify event"
- Click on the Save button and then send the invitation when prompted.
- I will respond, usually within a few hours, and either accept the
meeting or suggest a different time. If I suggest a new time, it comes
back as an .ics file - you'll need to figure out how to read it.
The steps for Yahoo are very similar. I am assuming the reader will be able
to use the above as a guide.
Please let me (Dr. Hasker) know of any confusing parts or errors.