Importing Meeting Maker data into Outlook or Entourage

Before you Begin

Clean out unused or unwanted contacts in Meeting Maker:

• Windows - Click View, click Contact List, select the contact for deletion, click wastebasket icon or Ctrl+E.
• Macintosh - Click on Windows, click Addressbook, select the contact for deletion, click the Delete icon.

Clean out unused or unwanted To-Do Lists in Meeting Maker:

• Windows - Click View, click To-Do List, select the To-Do item for deletion, click wastebasket or Ctrl+E.
• Macintosh - Click on Windows, click To-Do-List, select To-Do item for deletion, click the Delete icon.
  

Log in to Meeting Maker just prior to migration to receive the latest copy of your calendar for off-line access.

• Print your Meeting Maker Calendar if you would like a hardcopy reference.

The following data will not migrate to Exchange. These will have to be re-created by you after the conversion:

• Banners
• Labels
• Proxy lists (delegates)
• Master schedules
• Free/Busy time
• Work hours and Days
• Quick lists and calendar groups
• Comments
• Email Settings
• Notification Defaults
• No option for "Weekend Move" for monthly and yearly -recurring meetings
• No option for "First and Third" weekday recurring meetings

Exporting Calendar data from Meeting Maker

Within the Meeting Maker application, select File, Export as ical by date. This will allow you to create an ICS file that can be imported into Outlook or Entourage.
Note: If the export crashes it may be necessary to shorten the selected date range.

Importing ICS files into Outlook

Outlook and Entourage will only import ICS files into the primary calendar regardless of which one is selected. To transfer data into a different calendar, open the ICS file and transfer the events manually.

1. Click File, Import and Export.
2. Select Import and iCalendar(.ics) or vCalendar file (.vcs).
3. Select the location of the .ics file.
4. Select the import option to pull the data into the primary calendar.

Do not import the ICS more than once. Multiple imports will cause event duplication.

Importing ICS files into Entourage

1. Option-click (right-click) on the .ics file.
2. Select Get Info.
3. In the "Open with" section, select Microsoft Entourage.
4. Click the Change All button and confirm the action when prompted.
5. Close the dialogue box and double-click the .ics file to import it.

Note: Do not import the ICS more than once. Multiple imports will cause event duplication.

Post-Migration

• Windows - Open Outlook 2007, click on the calendar icon, and review your calendar data. Meeting Maker access will be available in "Work Off-line mode." This will allow you to confirm your data conversion. If applicable, verify your department's conference rooms and resources. If you do not use Outlook, using a web browser, go to exchange.uark.edu and confirm data conversion.
• Macintosh - Open Entourage 2008, click on the calendar icon, and review your calendar data. Meeting Maker access will be available in "Work Off-line mode." This will allow you to confirm your data conversion. If applicable, verify your department's conference rooms and resources. If you do not use Entourage, using a web browser, go to exchange.uark.edu and confirm data conversion.

Review the following functionality that you may have been using in Meeting Maker:

• Proxies (now called delegates to your calendar)
• Work Week & Work Hour displays
• Publication of Free/Busy time (default shows for 2 months only in Outlook)
• Quick lists or group lists

Read more about Meeting Maker & Microsoft Exchange Interoperability