As of September 2024, the Internal Operations Team owns the process and procedures associated with the receiving, scheduling and updating of events on the DoIT All Staff Calendar.

The Internal Operations Team owns and manages the doitallscheduler@doit.wisc.edu service account.

• First name: DoIT All Staff
• Last name: Scheduler

All members of the Internal Operations Teams have the permissions needed to calendar and send event invitations from the service account to the DoIT-all list Google group (doit@g-groups.wisc.edu) and the DoIT All Staff Calendar resource calendar.

Questions or considerations regarding the process can be directed to the DoIT Internal Operations Team by emailing: internal-operations-team@office365.wisc.edu.

Whoever submits the request owns the event and all the details associated with it.

• They are responsible for providing all information needed to calendar the event.
• They are responsible for providing all information needed to update an event already on the calendar.

Events created and scheduled from the DoIT All Staff Scheduler service account include:

• DoIT All Staff Meetings
• CIO Office Hours
• Other division-wide meetings and social events

Staff can add the DoIT All Staff Calendar to their list of visible calendars.

Using Microsoft Outlook Application

• Click on + Add Calendar

• Open a Shared Calendar
• Click on Name, then type DoIT All Staff Calendar (doitallstaff@doit.wisc.edu)

• Click OK

Using Microsoft Office 365

• Click on Add calendar
  • Select Add from directory

• Search DoIT All Staff Calendar

• Select Add to category

• Save your selection by clicking Add

Meeting or event owners will go to the DoIT Internal Operations Team Request Portal to submit a Schedule All Staff Meeting request.

They will provide the following information:

• Meeting name*
• Requested by*
• Department*
• Meeting date(s)
• Meeting time
• Meeting type
• In-person, Hybrid, or Virtual
• Preferred meeting rooms
• Preferred room arrangement
• List of Required Attendees*
• List of Optional Attendees
• Catering needed?
• Other information

* Required information

Requests will be reviewed and prioritized as received by the Internal Operations Team. 

Scheduling requests will be received and assigned to a DoIT Internal Operations Team Member via the Request Portal.

Events created and scheduled from the DoIT All Staff Scheduler service account include:

• DoIT All Staff Meetings
• CIO Office Hours
• Other division-wide meetings and social events

All staff events are created in the DoIT All Staff Scheduler service account.

Follow these steps in Outlook - Microsoft 365 (online application)

NOTE: All staff events will be scheduled in the online Outlook application, not the desktop application.

• Navigate to https://www.wisc.edu/.
  • MyUW
    • EMAIL/CALENDAR

• Once your personal inbox is open go to the top right corner of the screen.
• Click on your profile picture or icon.
• Select Open another mailbox.
• Enter doitallscheduler@doit.wisc.edu and click Open.
  • This will grant you access to the associated email inbox and calendar.

• To schedule a new event, select Calendar.

• Create New event

• Enter meeting details
• Invite the DoIT-all list Google group (doit@g-groups.wisc.edu) and the DoIT All Staff Calendar (doitallstaff@doit.wisc.edu) to the event.

NOTE: For events that are not in-person, Outlook will automatically add the DoIT All Staff Calendar as the meeting location. You do not need to manually add it.

• Click Send to schedule the event and invite all DoIT staff.

The Internal Operations Team will review and update events scheduled from the doitallscheduler@doit.wisc.edu service account and added to the DoIT All Staff Calendar resource calendar during the first week of each month.

To Update a Meeting or Event on the Calendar

NOTE: Follow these steps in Outlook - Microsoft 365 (online application), not the desktop application.

• Navigate to https://www.wisc.edu/.
  • MyUW
    • EMAIL/CALENDAR

• Once your personal inbox is open go to the top right corner of the screen.
• Click on your profile picture or icon.
• Select Open another mailbox.
• Enter doitallscheduler@doit.wisc.edu and click Open.
  • This will grant you access to the associated email inbox and calendar.

• To update an event select Calendar.

• Select the event you would like to update by selecting from the Edit or Cancel menu.
  • This event
  • This an all following events
  • All events in the series

• Update meeting details
• IMPORTANT STEP:
  • Remove the DoIT-all list Google group (doit@g-groups.wisc.edu) from the attendee list.
  • Then re-add the DoIT-all list Google group (doit@g-groups.wisc.edu) to the attendee list.
  • Keep the DoIT All Staff Calendar (doitallstaff@doit.wisc.edu) as an attendee.
• Click Send to share the event updates with all DoIT staff.