Quick Guide

Comprehensive online Meeting Maker manual

Meeting Maker at Fuqua

For answers to specific questions, call the TSC at 660-7878 or email us at
help@fuqua.duke.edu

• Sometimes I get an e-mail of a meeting proposal to which I've been invited. This e-mail has text of the proposal and an iCal attachment. How do I get Meeting Maker to send this type of notification e-mail when I propose a meeting?
• You can set preference in your account to do this. This is done on an account-by-account basis and is done at the native client. To set this up do the following:
• From the menu, choose Edit -> Preferences.
• Click on the 'General' tab
• Fill in the Local SMTP host box. (smtp.duke.edu or  smtp.fuqua.duke.edu)
• Ensure the user's e-mail address is correct.
• Check the box labeled 'Always send email notifications to guests for new or modified meetings'
• Dismiss the dialog box by clicking 'OK'
• Now anytime you create or modify a meeting proposal, all recipients with e-mail address will receive an e-mail notification as well. 
• This e-mail is sent automatically by the client and you have no control over the message or recipient list.
• Note that this functionality is only supported by the native client.
  
• Sometimes I want to send a file (Doc, XLS, etc) to all the guest of the meeting, but Meeting Maker doesn't allow for this. Is there a way I can e-mail the guest of a meeting and include this attachment?
• If you have invited guests to a meeting, Meeting Maker can open a new e-mail compose window with the guests' e-mail addresses already populated. This e-mail message includes the proposal in the body of the message. Since this is just a normal e-mail compose window, you can modify the text of the message to your liking and add attachments. In fact, anything you can do with your client you can now do with this message. Meeting Maker just populates the recipients with the e-mail addresses of your guest list. Follow these steps:
• Open a meeting proposal.
  
• Click the 'Guests' tab
• Click the 'E-Mail Guest' button.
• A new compose window opens. When done, return to Meeting Maker and use the window close button to close the dialog box without making changes to the proposal
• Note that this is supported on both the native and HTML clients.
  
• You can open any proposal (not just ones you created) and do this. This is an easy way to communicate with all the guest w/o having to remember who was invited to the meeting.
  
• When I use the e-mail guest button as described, I get a message saying "1 (or more) guest could not be added as an email recipient. Continue?" What does this mean?
• When you 'E-Mail Guests', Meeting Maker queries its own user database to find the e-mail addresses of the guests. Some accounts were created in Meeting Maker before e-mail addresses were supported in this way. Therefore, these older accounts do not have e-mail addresses associated with them. You can just respond to continue and then add the missing e-mail addresses from the compose window.
  
• You can contact the people that are missing e-mails and ask them add the correct email to their own preferences. This is done from the 'General' tab in preferences.
• Why do I get a message saying there is a problem w/SMTP and how do I fix it?
• To help control SPAM, the version of McAffee that we use blocks SMTP traffic coming from your computer. Since Meeting Maker is not a known SMTP user, McAffee keeps Meeting Maker from sending the notification e-mail. To correct this issue, you must add (or request the TSC to add) Meeting Maker to the list of allowed senders. To do this follow these steps:
• Open the McAffee console
• Open the 'Access Protection' task's properties
• Edit the 'Prevent mass mailing worms from sending mail' rule. (You should not turn this rule off unless instructed to do so by the TSC.)
  
• At the bottom of the rule's property page is the list of "Excluded Processes". These processes are allowed to send SMTP traffic from your computer. Go to the end of this list and add mm.exe to the list. Note that the entries are separated by commas.
• Dismiss these dialogs by clicking OK and close the McAffee console.
• Now Meeting Maker can send the notification e-mails w/out errors.
• Note that this option only effects the sending of the Meeting Maker notification e-mails and not the manually sent e-mails. Since the "E-mail Guests" button opens your e-mail client, it is already allowed to send e-mails.
  
• Can Meeting Maker notify me by e-mail when a proposal comes in? Can Meeting Maker remind me of a meeting via e-mail?
• Yes, but we have not found this to be very useful. In order to do this, the native client must be open and running on your desktop. If Meeting Maker is running on your desktop, it can remind you of these things itself. Since this is the case, most users do not find any added advantage to receiving an additional e-mail. However, you might find this useful if you have an e-mail capable pager or other device and you are away from your desk often. To set this up, do the following:
• Choose Edit -> Preferences from the menu.
  
• Click the 'General' tab
• Enter a valid e-mail address in the E-Notify field.
  
• Click the 'Notification' tab
• Check the appropriate "Send Email Notification" option. There is one for new proposals and one for reminders.
  
• On this tab, you can also restrict when these notifications will be generated by using the 'Time restrictions for email notifications' options at the bottom of the screen. Note that these are different than your "Work Times" defined in Meeting Maker.