How to export schedule in SARS to calendar in Outlook 23-Apr

How to export schedule in SARS to calendar in Outlook
Following is the ONE-TIME setup required for counselors' schedules to get exported FROM SARS GRID TO MS
OUTLOOK CALENDAR
(NOTE: It is NOT possible to export appointments FROM Outlook calendar TO SARS GRID)
1. Log in to SARS GRID as usual via Remote Desktop Connection on Yosemite
2. Click on MY GRID
For each location where you serve student appointments, please setup as follows :
3. Select LOCATION (top right on MY GRID):
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4. Hit ALT+X on your PC keyboard (OPTION+X on your Mac keyboard)
The Export Schedule is displayed as follows:
Under Appointment Settings section above:
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5. Click on the Subject drop-down to select from the following options - this is what will be displayed in the
Subject line of appointment in your Outlook calendar:
Student Contact (Default): this option basically displays Student ID and Student Name
Custom (Fill-in): clicking this option enables you to type in any custom text you would like displayed for
the subject line
Student Name: this is self-explanatory, basically will display the student's name
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6. Click on the Body drop-down to select from the following options - this is what will be displayed in the
Body of the appointment in your Outlook calendar:
Comments (Default): this option will display the appointment comments entered in the GRID
Comments & Reason Code: this option is self-explanatory - will display appointment comments as well as
the appointment reason code
Student Name
ID & Student Name
All
Blank
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7. Click on the Location drop-down, and select SARS GRID Location - this is helpful especially for those of
you who serve multiple locations (e.g. Counseling, DRC, PSME), because the Appointment that will show
up in your Outlook calendar will display which of your locations the appointment is at
8. Leave everything untouched, unchanged under the Date Range section:
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9. Under Export Settings, select from the following options:
Student Contacts Only - this will export ONLY the booked appointments with students
All Time Slots - if this option is selected ALL slots on the GRID will be exported to Outlook but these can
be narrowed down using the Config button
10. IF All Time Slots option is selected in Export Settings section above, click on the Config button
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11. All Schedule Codes from your GRID will be displayed, select those that you would like exported to your
Outlook calendar. Typically, it may be of optimum use and benefit to export following two schedule codes:
BOOKED (appointments with students)
OPEN (these are slots that are marked available on your GRID for students to book appointments on)
Click the Export drop-down to select YES for those schedule codes that you would like to export to your
Outlook calendar
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12. Under the Service Settings section:
Please check the 'Use Export Service' option
Days in Advance = 0 (Zero) - this will ensure that NO past appointments will be exported
Days to Export = 5 (this will ensure that each day, the next 5 days' appointment slots will be exported to
your Outlook calendar from your GRID
13. That's it, you are all done! Click on the Close button at the bottom right:
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14. Given a few minutes, you should expect to start seeing the selected schedules from SARS GRID appear
in your Outlook calendar!!! Please note that it may take a little while - up to 10 minutes - for the
SARS-Outlook synch to happen, this first time.
15. Note: The above user-settings can be modified by you at any time as needed.
16. Note: On an ongoing basis, per the settings on the server side, SARS schedule gets exported to your MS
Outlook calendar once every 15 minutes.
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