Using the Timetables view

General
Features of the Timetable view
Tips on using the Timetable
Printing the Timetable
Sharing your Timetable view with others
Exporting the Timetable to your personal Calendar

Clicking the screenshots enlarges them.

General

To view information and make booking requests in Optime, you must log in to the database of the correct academic year:

On the Timetables page you can view:

  • your own teaching schedules
  • the schedule for a specific course
  • schedules for groups of students
  • bookings in teaching facilities
  • etc.

In addition to WebOodi, you can also view your teaching there. However, Optime facilitates checking the schedule already during the planning process, offering possibilities for interactive planning. NB. During the planning process the calendar data may change, as you always see the situation in real time. Education coordinators will let you know when the schedules are confirmed.

When needed, you can also print out the selected view as a list or a timetable, share your view with someone else or export your timetable to your personal calendar.

Students will, as before, use only WebOodi, My studies, and Courses pages.

Features of the Timetable view

You can enter the Timetables page by clicking the Timetables icon on the front page. You can also use the bar at the top of the page to navigate.

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You can use the drop-down menu on the left to choose the data you want to view (default is MyTimetable).

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Inter alia, you can view:

1. Your own teaching schedules (MyTimetable)

This is the default choice.

2. The teaching events of a certain teaching programme or department

The “departments” linked to the teaching schedules are the same as the courses have in WebOodi. You can find e.g. teaching programmes and faculties under this common denominator.

yksikön opetus_muokattu_opettajille

If you need to view the teaching of one department, do the following:

  1. Choose “Department” from the top-left dropdown menu.
  2. Click the search field and write the name of the Department you’re looking for.
  3. Wait for Optime to find to Department and then click the name to make the selection.

If you need to view the teaching of multiple departments at the same time, do the following:

  1. Click the icon on the right side of the search field. A Multi Select: department window opens.
  2. Write the name of the Department you’re looking for, click the search result and finally click the Add button.
  3. You can choose multiple Departments (max 10) by repeating steps 1 & 2.
  4. When you have selected all the Departments you’d like to view, click Apply.
3. The teaching events on a module or modules

Using this you can view all the teaching events linked to a module or, if wanted, events of multiple modules. See the instructions above (regarding Departments) on how to choose just one or multiple modules.

4. The teaching events on a “course”

Most teaching programmes have so called courses in Optime. A course is a set of studies which certain students attend to (e.g. first year students).

Using this you can view all the teaching events linked to a course. See the instructions above regarding Departments. It’s possible to view just one course at a time.

In case events have been attached to the course on different so called levels and you would like to view one level at a time, you can choose the level next to the course name.

5. The teaching events on a “group”

Some teaching programmes have so called groups in Optime. A group is a set of studies which certain students attend to.

Using this you can view all the teaching events linked to a group or, if wanted, events of multiple groups. See the instructions above (regarding Departments) on how to choose just one or multiple groups.

6. Bookings in teaching facilities (Room/Building)

Using this, you can view all bookings in a room (or multiple rooms) or a building (or multiple buildings). See instructions above (re: Departments) on how to choose one or multiple rooms or buildings to view. We recommend that you view the calendar by just one room or building.

Tips on using the Timetable

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You can browse the calendar on a daily, weekly or monthly basis. The selection can be made on the right side of the view.

You can also move forwards and backwards in time by clicking the arrows next to the today button.

If you want to use the Optime weeks, click the Weeks button to see them. The Optime weeks start counting from the beginning of August, week 1 being the week on which the 1st of August falls.

You can colour the event cells according to different criteria. The default setting here is Module (selected on left in the picture). You can choose the criteria from the following: Event type, Room, Room type, Module or Event Source (EventSrc).

When hovering over an event cell, you can see additional info on the event. You can also click on the event to see even more.

Printing the Timetable

Clicking the Print button opens an option to print either the Timetable view or a list of the events in the view. We recommend you to use the list format. Optime saves the print file in pdf format which you can then print.

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If you choose the Timetable option, there are a few preferences you can set before printing.

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What happens next depends on the browser you’re using. In any case, Optime offers a pdf file you can either open or save and then print.

Sharing your Timetable view with others

Get link button allows you to share your view with others by sending them the page’s address.

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NB. You can’t share a link to MyTimetable view since that is a personal calendar view.

Exporting the Timetable to your personal Calendar

We recommend that you export your teaching calendar to Outlook. Please note that sometimes it might take up to 24 hours for the calendar to get updated after changes have been made in Optime.

We recommend that you export your teaching calendar via My Teaching. However, teaching calendars can also be exported directly from Optime. In this case, it is important to make a transfer from optime.helsinki.fi. The transferred calendar shows data for the current academic year approximately until the end of June and data for the upcoming academic year from the beginning of July onwards. If the transfer is made from future.optime.helsinki.fi during spring semester, it will only work correctly during the autumn semester.

Clicking the Export Calendar button gives you a URL Feed you can use to connect the Optime calendar to your own calendar in Outlook. This is how it’s done:

  1. Open the calendar view at optime.helsinki.fi.
    • “MyTimetable” is selected by default, so if you want to export your schedule to your calendar, you do not need to change the selection.
    • If you do not want to export your schedule to your calendar, but instead e.g. teaching on a course, change from the top left from “MyTimetable” to “Module”. Find and select a course whose schedule you want to export to your calendar.
  2. Click the Export Calendar button and copy the link that is shown on the Calendar Sync window.

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  1. Go to Outlook and switch to the Calendar view.
  2. Open the tab “Home”, select “Open Calendar” and choose “From Internet”. A window opens – paste the calendar link you copied from Optime there.

outlook calendar import

  1. Once you’ve pasted the link and clicked ok, Outlook tries to contact the server. A window opens that asks whether you’d like to ”Add this Internet Calendar to Outlook and subscribe to updates?” Click “Advanced”.

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  1. A window opens where you can define a name for the new Calendar. What’s important is to remove the check from the Update Limit setting – this enables the calendar to sync real-time when changes are made to the Optime calendar.

advanced setting outlook

  1. Once you click OK on this screen and then Yes, Outlook starts to transfer the calendar from Optime. The end result should look somewhat like this:

Outlook-näkymä siirron jälkeen

The calendar from Optime has been added to your Other Calendars. You can move it to your own calendars and overlay them so that you get all your comings and goings to the same view. For further instructions on how to use Outlook, please see the university Helpdesk. You can find instructions on Office 365 in mobile devices here.

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