How do I export meeting data?

The Export option provides a spreadsheet containing information about a set of meetings or a single meeting, including the list of those who have signed up.

Choosing to Export a set of meetings generates a .xls file that can be opened in Excel or a similar spreadsheet application to show the following sheets:

  • Attendees’ Schedules (available to instructors or site administrators only): A sheet with columns that show information about the attendees and event(s), including the names of attendees, appointment times, number of attendees in a given time slot, and duration of each appointment in minutes.
  • Events Overview: If more than one meeting is exported, a list of all selected meetings as they appear in the Meetings page.
  • A sheet with the Title of each selected meeting, which includes the meeting details, list of participants, and any comments that participants entered when they signed up.
  • An Attendance list (available to instructors or site administrators only), if you have taken attendance for an event.

You can either:

Go to Sign-up.

Select the Sign-Up tool from the Tool Menu of your site.

Export a set of meetings.

On the main Meetings page, select the Export tab.

View Export Meetings page.

By default, the Export Meetings page displays different meetings depending on your role in the site:

  1. If you are in an administrative role (e.g., an instructor in a course site or administrator in a collaboration site), All Future Meetings display.
  2. For students in course sites or members in collaboration sites, Meetings I am Signed Up For display.

Show additional or fewer meetings (Optional).

If desired, you can change the view as follows:

  1. In the View drop-down menu, select another option.  For example, to include all past meetings, choose All in the View menu.
  2. If meeting organizers have created optional categories for meetings, you can select a category title from the By category menu to filter your view and only include meetings in a specific category.
  3. To display all sessions of all recurring meetings, select the check box Expand recurring meetings.

Select the meetings desired, then Export as Excel.

  1. To export all meetings shown, select the All check box at the top of the table listing meetings,
  2. OR check the box next to each meeting you would like to export.
  3. Select Export as Excel.

Depending on your browser settings, you may be asked to save or open the file.  Once downloaded, you can open the file in a spreadsheet program, such as Excel.

View spreadsheet with multiple meetings.

The resulting spreadsheet includes two or more of the following tabs, depending on your role in the site.

  1. If you are in an administrative role (e.g., an instructor in a course site or administrator in a collaboration site), an Attendees' Schedules tab will be available with information about the attendees, such as their user ID (UVA computing ID or non-UVA email address) and email address.
  2. For all site participants, an Events Overview tab listing selected meetings will display.
  3. For all site participants, a tab with the Meeting Title and meeting details will display for each selected meeting.
  4. If you are in an administrative role (e.g., an instructor in a course site or administrator in a collaboration site) and you have chosen to take attendance for any of the exported meetings, an Attendance list will be available.

View Attendees' Schedules tab on a spreadsheet with multiple meetings.

If you are an instructor or site administrator, the Attendees' Schedules tab of the spreadsheet displays information about the attendees, including the name of each event they are attending, their user ID (UVA computing ID or non-UVA email address), email address, the title of the UVACollab site where they signed up for the event, their appointment time and its duration.

View the Events Overview tab on a spreadsheet with multiple meetings.

At the bottom of the spreadsheet, select the Events Overview tab to view the list of events you exported, their dates and times.

View a Meeting tab on a spreadsheet with multiple meetings.

  1. At the bottom of the spreadsheet, select a tab with a Meeting Title to view the following information:
  2. Meeting details, such as the organizer, date(s) and times of the meeting, and when sign-up begins and ends,
  3. The time slots for the meeting and who is signed up for them,
  4. Meeting Participants' Comments, if attendees added comments while signing up.

Note: Students in course sites and members in collaboration sites will not be able to see the names of other attendees unless a meeting organizer has indicated in the meeting settings that attendees can see who else is signed up.  Additionally, students/members will not be able to see comments submitted by other meeting participants.

View Attendance tab on a spreadsheet with multiple meetings.

If you are an instructor or site administrator and any of the exported meetings had attendance enabled in their settings, you can select the Attendance tab at the bottom of the spreadsheet to view an attendance list for these meetings.

If you took attendance in the Sign-up tool, absent participants (i.e., those who were not selected when attendance was taken) will be indicated in the spreadsheet with the number 0.  Those marked as present will be indicated with the number 1.

Export a single meeting.

On the main Meetings page, select a Meeting Title to access the meeting details.

Select Export as Excel.

On the Meeting Details screen, select Export as Excel.

Depending on your browser settings, you may be asked to save or open the file.  Once downloaded, you can open the file in a spreadsheet program, such as Excel.

View spreadsheet with a single meeting.

The resulting spreadsheet includes one or two tabs, depending on your role in the site.

  1. For all site participants, a tab with the Meeting Title and meeting details will display.
  2. If you are in an administrative role (e.g., an instructor in a course site or administrator in a collaboration site), an Attendees' Schedules tab will be available with information about the attendees, such as their user ID (UVA computing ID or non-UVA email address) and email address.

View Meeting tab on a spreadsheet with one meeting.

The tab with the title of the meeting displays:

  1. Meeting details, such as the organizer, date(s) and times of the meeting, and when sign-up begins and ends,
  2. The time slots for the meeting and who is signed up for them,
  3. Meeting Participants' Comments, if attendees added comments while signing up.

Note: Students in course sites and members in collaboration sites will not be able to see the names of other attendees unless a meeting organizer has indicated in the meeting settings that attendees can see who else is signed up.  Additionally, students/members will not be able to see comments submitted by other meeting participants.

View Attendees' Schedules tab on a spreadsheet with one meeting.

If you are an instructor or site administrator, you can select the Attendees' Schedules tab at the bottom of the spreadsheet to view information about attendees, including their user ID (UVA computing ID or non-UVA email address), email address, the title of the UVACollab site where they signed up for the event, their appointment time and its duration.

View Attendance tab on a spreadsheet with one meeting.

If you are an instructor or site administrator and the meeting had attendance enabled in its settings, you can select the Attendance tab at the bottom of the spreadsheet to view an attendance list for the meeting.

If you took attendance in the Sign-up tool, absent participants (i.e., those who were not selected when attendance was taken) will be indicated in the spreadsheet with the number 0.  Those marked as present will be indicated with the number 1.