About inviting non-Meeting Maker users

Meeting Maker can be used by any current faculty or staff member of Wellesley College either on campus or on the internet. If you do not yet have a Meeting Maker account and would like one, please fill out an account request form online. For more information on installing and using Meeting Maker at Wellesley College, please visit our main Meeting Maker website.

Using the Meeting Maker web interface is not recommended. It can be done as mentioned below, but you need to have a separate email program (such as FirstClass or Outlook) setup properly on your computer for the email to work. The email will not look as nice as from using the client, and it will duplicate the email addresses in the To field so you need to remember to delete duplicates or your guests will get two emails of the meeting.

Inviting non-Meeting Maker users with the Windows and Mac OS X Client

Configure Meeting Maker email settings

1. Go to Start > All Programs > Network Associates > VirusScan Console.
   
   
2. In the VirusScan Console window, double-click on Access Protection. If you don't have Access Protection listed, you may close the VirusScan Console window and skip to step 6 of this Configuration section.
   
   
3. In the Access Protection Properies window, in the Ports to block section of the Port Blocking tab, double-click on Prevent mass mailing worms from sending mail.
   
   
4. In the Excluded Processes section, type mm.exe at the front of the existing text, then add a comma to separate it from amgrsrvc.exe. Click OK.
   
   
   
5. Click OK in the Access Protection Properties window, then close the VirusScan Console window.
   
   
6. Launch and login to Meeting Maker as you normally would.
   
   
7. Pull down the Edit (Windows) or MeetingMaker Calendar (OSX) menu and select Preferences then click on the General tab.
   
   
8. In the Email Settings field, enter the following information then click OK.
   • For on-campus users, enter firstclass.wellesley.edu in the Local Host field.
   • For off-campus users, enter the outgoing (SMTP) mail server for your ISP in the Local Host field. If you do not know this information, it is usually smtp.isp.com (for example, smtp.comcast.net). If you are not sure, please contact your ISP for details.
   • For both Email Address and E-Notify Address, enter your complete FirstClass email address, for example wwellesl@wellesley.edu.
   • Make sure Always send email notifications is unchecked.
   

Add non-Meeting Maker Users to your Meeting Maker Address Book

1. In Meeting Maker go to Window > Address Book, or Window > your name > Address Book if you have proxies open.

   NOTE: If you have read/write access to another calendar, and want to create the meeting to a non-Meeting Maker user from that calendar (like creating an email from a conference you're the controller of) you should go to that account under the Window menu instead of your account.
   
   

2. For each non-Meeting Maker user you wish to add, in the Address Book window, click New to create a new contact.
   
   
3. Enter as much of the contacts information as you wish. Make sure to fill out the First and Last names as well as the Email Address field. Click Create (or OK, if you are editing an existing contact), then create other contacts as needed or continue to the next step.
   
   
   
4. In the main Meeting Maker window, go to Edit > Favorites.
   
   
5. In the Edit Favorites window, in the left drop down menu, select Contacts to list the contacts you just added to the Address Book.
   
   
   
6. In the same Edit Favorites menu, for each contact you will be inviting to meetings on a constant basis, click the Add button in the middle to add them to your Favorites list. The icon next to the Contacts uses is different than that of a normal Meeting Maker user.
   
   
7. When you have finished adding users to your Favorites list, click OK.

Inviting non-Meeting Maker users to Meetings

1. Now that all the non-Meeting Maker users have been added to the Meeting Maker acount, you can invite them to meetings. Create a new meeting/activity you wish to invite them to and fill out the necessary information. More information on creating activities can be found in our Using the Meeting Maker Client documentation.
   
   
2. Once the Meeting has been created, you may invite the user as you would someone with a Meeting Maker account. Click on the Guests tab of the meeting, then click Edit List.
   
   
3. In the Add Guests to Meeting window, click on the drop down menu and select either Favorites (if you added them to your Favorites) or Contacts.
   
   
4. Click once on the name on the left then select their level of participation in the meeting. If you select Required or Optional, the non-Meeting Maker user's name will appear in the Guests field of the email. If you select CC or BCC it will not.
   
   
5. You may add other Meeting Maker users as needed to set up this meeting. When you are finished adding users, click OK.
   
   
6. In the Meeting window, click either Create Meeting or Notify Guests to update the meeting information. If you receive the error message below, please go through the start of the instructions to make sure you have the email prefrences setup correctly.
   

   NOTE: Since you checked the box in the Email Preferences, you do not need to click the Email Guests button in the Meeting window. Email will automatically be sent when you click the Create Meeting or Notify Guests button.
   
   

7. The non-Meeting Maker users you invited will recieve emails similar to the following:
   
   

Wellesley College | Information Services | Archives
Computing | Library | Media Services | Telephone & Voicemail

• Han Su Kim hkim4@wellesley.edu
• Information Services
• Date Created: April 12, 2005
• Last Modified: January 8, 2008