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 yahoo.

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.

  1. Log in to the Outlook Web App.
  2. 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 appropriately (probably "(UTC-06:00) Central Time (US & Canada)"). Click on the save button.
  3. Click on the menu button the 9
  white dots in the upper left corner and select the calendar icon.
  4. Click on the New button to create a new appointment.
  5. Enter "hasker" in the People box (to the right) and click on the Scheduling assistant tag. You should see something like the schedule shown here: sample busy/free calendar
  6. Browse to the date and time that you'd like to meet me. Make sure to select a time satisfying all of the following:
  7. 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.

    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.

  8. Click on the OK button to get back to the Details page.
  9. 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.
  10. Enter L331 for the location.
  11. 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.
  12. Ensure the "Show as" field is Busy.
  13. 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.
  14. When done, click on the Send button in the upper left.
Within a few hours, you should get a response from me accepting the meeting.

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):

  1. Log in and click on the 9 dots in the upper right. Select 'Calendar'.
  2. Browse to the date and time you'd like to meet and click on that time slot.
  3. For the event description, enter your MSOE username and a few words of what the meeting will be about.
  4. Click on "Edit event >>"
  5. Enter my email address in "Add guests" on the right hand side and click on the Add button.
  6. Enter L331 for the location. Other locations can certainly work, but be sure to explicitly point that out in your description.
  7. 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.
  8. Set "Show me as" to Busy.
  9. Make sure there is a check box in the "Guests can ... modify event" box.
  10. Click on the Save button and then send the invitation when prompted.
  11. 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.