The first step is to create the machines in Outlook. If you are using an Exchange server, you can create the machines as rooms or other resources. However, an Exchange server is not a prerequisite.

The following procedure must be followed for local installation:

1. Select Folder view in Microsoft Outlook

2. Open the tree structure and create a new calendar

3.  Create unique designations for the individual machines. You may want to consult with employees on this.

4. Optional:

If multiple users access the calendar, it is important to set up the corresponding rights and shares. The rights are defined by right-clicking on the respective calendar. If an Exchange server is used, the authorizations must be set there accordingly. An authorization level of Author or higher is recommended.

5.

If several machines are to be scheduled, it is recommended that you create one or more machine groups. This ensures a better overview. The individual machine calendars can be moved as necessary by dragging and dropping.

6.

Tasks can be created manually for the respective machine as usual in Outlook.

Because of the large number of parts that have to be transferred to the respective calendar in productive operation, it is recommended that you use a parts list as a data source. (see section C, Using an Excel parts list)

The following configuration is necessary to establish the link between Outlook and Excel:

1.

Open the "Machine utilization" Excel file and select the "Config" worksheet

2.

Change the machine names in column A. The names must be assigned precisely as they are given in Microsoft Outlook

3.

Adjust the respective possible capacities. A distinction is drawn between weekdays, Saturdays and Sundays

4.

Click "Import Outlook data" in the "Utilization forecast" worksheet.

5th

The message "Please select relevant Outlook calendars!" now appears.

6.

Select the relevant calendars in Outlook. Caution! No other calendars may be selected.

7.

After selecting the relevant calendars in Outlook, switch back to the Excel file and confirm the message displayed by clicking OK. 

8.

This process can take up to a minute depending on the number of machines and calendar entries. Import time for network calendars can be longer.

9.

Check the "importData" worksheet to see if the import was successful. All calendar entries for the selected calendars are imported in this list. The time window is limited to 150 days in the past and 200 days in the future. 

Caution: If other calendars that are not machine calendars are selected in Outlook, these tasks will also be transferred to this list with their subject, date and duration. In this case, the affected calendar must be deselected and the process repeated. 

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10. 

Select the "Utilization forecast" worksheet and enter the desired starting point for the analysis in cell C12. This date must be a Monday for formatting reasons.

11.

An overview of all the planned machines is displayed. The presentation as a diagram includes the following: Weekly machine utilization and average utilization per machine and week.

Multiple parts can be scheduled semi-automatically using the Tebis Consulting parts list. A separate parts list can be configured accordingly, but is not included in the description. An evaluation is required here.

Download the parts list template and description from the link given below.

1.

Open parts list template and select the "Config" worksheet. Enter the respective machines defined in Outlook.

If calendars are used in the network (e.g. Exchange Server), column B must be changed from FALSE to TRUE and the email address of the calendar must be entered.

If local calendars are used with sharing, the corresponding email address of the account must be stored.

The respective authorization must be set. At least Author or higher.

Further possibilities for adapting the parts list are described in theparts list download area.

Further settings can be made in the basic configuration (lines 1-8).

Example: Which column to use as the name for the Outlook calendar entry. In the example, this is column E. This corresponds to the material number in the parts list. If the designation is to be used as the subject in the calendar entry, column F must be used. It is important to use uppercase

The scheduled date (B6), the starting time (B7) and the duration (B8) can be freely adapted. 

This defines the day and duration for which the part is transferred to Outlook.

The =today() Excel formula is used for the date. Parts are thus always transferred for the present day.

2.

The parts must be assigned to the respective machines from the drop-down menu in column P. The parts can also be assigned by copying and pasting.

3.

Individual items in the parts list or a multiple selection can be transferred to Outlook. Select individual or multiple elements or entire areas.

4.

Click "Schedule part(s)" to transfer the selection to Outlook. A message is displayed indicating whether or not each item was successfully transferred. 

If no machine is assigned to a selected item, a message is displayed and the item is skipped.

The transfer is recorded as a comment in the Machine column. A small red triangle in a cell indicates that this part has been transferred at least once. The comment field shows when a transfer was performed and to which machine.

Parts can be sent to multiple machines. This may be necessary, for example, if roughing and finishing operations are performed on different machines. 

After initial scheduling, the machine must be changed for the respective part and rescheduled. The comment field is supplemented with the second and possibly further machines.

If the same part has to be scheduled again on the same machine, a message is displayed stating that this part was last scheduled on this machine and asking if a new transfer is required. Either confirm with Yes or select No. If No is selected, this component is skipped and is not transferred.

If repeat transfer is confirmed, this is also noted accordingly in the comments

5.

Outlook tasks have now been created for the parts in the respective machine calendars. All tasks are created with the same date, start time and duration based on the basic configuration.

6.

The parts can be moved to the desired day and time or the duration can be adjusted by dragging and dropping. The respective entry can also be "dragged.