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: You may be able to use the standalone version of Outlook to
make appointments, but
the Outlook Web App version
tends to work better.
- Log in to the Outlook Web App.
- If you have not done so, ensure that your time zone is set
to (UTC-06:00) Central Time (US & Canada):
Note that other zones, such as Central Time for a South
American country, are likely to be incorrect due to differences in
daylight savings time treatment.
- Open the settings menu by clicking
on in the upper right corner.
- Set Current time zone to
(UCT-06:00) Central Time
- Click on the x in the upper right to close the
- Click on the icon in the lower left corner to open the calendar view.
- Click on New event in the upper left.
- For the title, enter your username followed by " advising" or other keywords
where it says Add a
title. For example, "yangq advising" or "smithj lab4
help". The username must be first otherwise it does not show up
correctly on my calendar, and I often reject appointments which do
not follow this titling format. Learning to see how others view
information is a critical skill!
- Enter hasker where it says Invite attendees.
- Click on the icon. You should see something like
showing times I already have appointments in blue (or some other
color). Empty boxes show times I am available, remembering all
appointments are to be between 9 AM and 3 PM.
- Browse to the date and time that you'd like to meet me.
The tool will show the scheduling box in red when I already have an
appointment at that time, green if it is ok.
- The meeting time defaults to 30 minutes. It must be changed
to 15 minutes (unless you have a good reason - see below). Click on the
start or stop time box shown at the top (such
as ) and change one
of them so the total time is 15 minutes. You will not be able to select
the right time from the drop-down menu, but you can click on the times
themselves to edit them.
- Same-day appointments are often refused.
- Pick a time between 9 and 3 that isn't marked as busy.
- If you need more than 15 minutes, be sure to state why as
- Click on ✔ Done in the upper left. Note your appointment request is not sent
yet. This is good; a few other things need changing.
- Check that the description shows your username followed by
"advising" or other description,
- Ensure the location is listed as Teams meeting.
- If you find it helpful, enter additional information in the
description box. Do be sure to put a reason here if the meeting is longer
than 15 minutes.
- When done, click on the button in the upper left.
I will then approve or reject the meeting. Common reasons meetings are
- Making an appointment for the same day. I can sometimes accommodate
these, but I typically need more time to ensure I am prepared for the
- You failed to put your username at the start of the description. I
have 50+ advisees, so just "advising" provides no help!
- Leaving the meeting time at 30 minutes. It is rare to need longer for
any continuing or first-year student, and if everyone schedules a
30-minute meeting then I will not be able to meet with all
advisees. Generally the only cases that need longer are students who
transfer from other universities/colleges. If you are sure
you need more time, include a reason.
If something comes up, feel free to cancel or reschedule the appointment in
Outlook and maybe send a brief email message. I can always read
another what if?
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
file that you have to load into your calendar
to view that alternative time. Why these tools do not inter-operate 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
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 DH 413 for the location.
- 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.