Deficiencies in Gmail and Google Calendar Integration

 Deficiencies in Gmail and Calendar Integration

When you receive an email invite for an event like seminar, conference, meeting etc nowadays it is mostly online like webinar. The platform on which my associates conduct the meeting are CISCO, Zoom or Google Meet. The invites arrive in all formats comprising of text, images or pdf attachments. Some are sent well in advance requiring reminders. I am also involved in conducting such online events, playing the host on zoom and google meet. Such meetings are on behalf of Senior Citizens Associations where I am a member or office bearer.

 Earlier there was a good facility of creating a calendar event directly from the email. Gmail used to intelligently transfer data about the event to the calendar in suitable fields like title, time, venue, description etc. I find this missing now. There IS an option called create an event on the top menu in the Gmail. But it is highly truncated. It just opens a blank ‘create events’ window where you need to manually enter all the data.  If the invite has an image or pdf part then you are lost, almost. The event creation page does not recognize requirements of webinars, like URLs, password, Meeting ID etc.

 In the Calendar, when you create an event, you are the owner. There is a provision to change ownership to the person organizing it but that guy may not be a Google account holder. In fact, even if you create an event by yourself for an event owned by you, invite can not be seen by all as all may not be on google.

 If I want to enter details of forthcoming events that I come to know, just to make an entry like an entry in my diary for keeping track of them through automatic remainders this is not easy. You should remember not to email the invite to others. Making monthly calendar view – showing all dates in a month at a glance - as default, there seems to be no provision in Settings.

 Google is well known for withdrawing or simply stopping currently available facilities products and services.  For example, when you get a video attachment in an email, earlier, you could simply click on the attachment link to open and watch the video. Now in ‘New Gmail’ you have to download the video, save it in your disk and open it again to view it. Expecting a better integration is a far cry. I have not studied MS Edge / MS Mail / MS Calendar integration yet. But too many systems in use will spoil your efficiency. So, I dare not try a slew of MS products under Windows 10.

 Am I just to live with it? Let me wait and see.

  

 

 

 

 

 

 

Webinars – What to do and not to do – for participants

Webinars – What to do and not to do – for participants

As a result of Covid-19 situation land-based meetings have been replaced by online meetings. Participating in webinars and such routine online meetings has come to stay. Senior citizens who are not net savvy are struggling to keep up with adapting themselves to newer challenges. Here is a set of Do’s and Don’ts or rather a check list for conformance to make such events enjoyable and fruitful to all.

Before joining the meeting ensure that the speaker microphone and camera are set properly. Built in speakers of laptop may not be audible. Think of fixing external speakers or a Bluetooth speaker. Mere testing that sound comes out of speaker or ear phone or that mic is working is not enough.  Check that volume of sound output of speakers is ok. Head phones coupled with mic is a good choice.

If another friend is joining the meeting with his own mobile or laptop, using the same net connection in the same room, ask him to move away to another room. This will help avoid echo or disturbance to others.

When you join a meeting switch on camera, set mike off, and speakers on. Reduce all external noise in the room. See that your face is illuminated otherwise if background is bright you will look black / dark. Adjust the camera such that you are in the center and the face is visible. People cannot recognize you if you show only your ears, nose or (bald) head or if camera is facing only the ceiling fan. When you want to speak, raise your hand then if permitted switch mike on and speak into the mike. It is your responsibility to make yourself heard or audible.

If you do not want to be seen via camera always switch off the camera instead of putting a large photo of yourself as a substitute. In one video conference I found that a lady had snipped out her photo from a banner and used it to substitute her live presence. Banner images are intended to be seen from a distance. If you use it for webinar you will look as if you were once afflicted with small pox.  Another person used a properly framed photo but this reminded me of obituary notice.

You may also try to identify your account with a real name instead of fanciful handles as others can not make out who you are.  Using smartphones for webinars is tricky. Option icons are close by and our fingers are too wide for accurate usage. You are likely to press “Present” button unknowingly and confuse others.

Where possible, use chatting facility to register your questions and observations. Precede your chat with “QUESTION” so that it does not get lost in the ocean of silly chit chatting. Apart from announcing that you have joined, make your participation useful and relevant. In one webinar I found a lady who went on adding comments all through, never caring to listening to the speaker(s). That is ill mannered. Avoid it.

Well I have poured out a lot of advice, easy to offer but difficult to practice. I have been a victim of many pitfalls mentioned above. Learning comes by practice. Don’t despair or lose heart. Afterall you cannot avoid webinars altogether!