Transcript Public Events Calendar

Public Events Calendar –
Reusing Your Data
Carolyn Hoeschele
Hellenic, Latin American, and Jewish Studies
March 2003
Scenario
Existing calendar on departmental web site
Poster for semester calendar
Public Events Calendar on Princeton web
PWB Print edition announces some of the
same events
Why keep own Web calendar
Style and identity
Complexity of Public
Events Calendar
Semester’s worth of data
Show events of interest
from other departments
Semester history
Goal
Keep data in one location
Data
Access Database
Web Calendar
DBToolBox
Poster
Word Mail Merge
Public Events
Calendar
Web form
PWB
Check box
How it Works – the database
Get standard Access database from
WebEvent admins [email protected]
Modify tables if needed
Make input form
Save on NTfileshare
How it Works –Web Calendar
DBToolBox – selects data from an Access
database and displays it on the Web
Make new connection
Point it to Access database
Make queries (all events for one semester)
Make format to mimic web site
Publish the connection
How it Works - Poster
Word Mail Merge
Build template with head and bottom of
poster
Build mail merge document (use catalog)
Do mail merge and copy event information
into the template
How it Works –Public Events
Contact WebEvent admins to create Web
page to use for updating
Based on DateAdded
and/or DateUpdated,
select events from
Access to be added and
updated
How it Works –PWB
In Access input form, check PWB box
When events are batch loaded into your
WebEvent calendar,they are also submitted
to the PWB Print Edition calendar.
Office of Communications exports them to
PageMaker for print.
Enter New Calendar Data
(Or what your user does)
Open Access Form and add new events
Click on PWB box
Update the Public Event Calendar through
the bookmarked Web page
Open Word Mail Merge Document and
Merge – then copy and paste into the
calendar template
New Semester
Open Departmental Calendar, do save as
Fix small things, and save on web site
Access input form, update default values
Add in new calendar data
Use web form to post to Public Events Calendar
DBToolBox, upgrade semester name, query
criteria, and archive pointer
Make poster using Word, MailMerge