"mainEntity": [ If the meeting is a business meeting, click the Start meeting button. Next time a teammate asks if you have the bandwidth, double check your calendar in My Tasks. Meeting Scheduler for Gmail connects with your Google Calendar so you can share your available timings from within a Gmail compose box. Select the document name to open it. Easy to reschedule. Cortana will find the best time to meet with all attendees inside or outside your company. Move the interesting RSS items (based on keywords) to the Inbox; otherwise, let them be automatically filed into RSS folders. Desktop. Its a best practice to have a central repository for your messages, so that you can refer to them after you've "dealt" with them. In the Viva Insights pane, select Book time to focus. Consider setting a recurring calendar event if your preferred lunch hours frequently conflict with meetings. When you purchase through our links we may earn a commission. A quick glance at your To-Do Bar with categorized tasks lets you know what is immediately actionable (@Office), which tasks you are waiting on other people for (@Waiting), and what you will be meeting about (@Meeting). Book a desk for the whole day, or just long enough to drop in for a quick catch-up. Calendar is also visible in our mobile app, so you can quickly review or reschedule work when youre away from your desk. If you need more information or are investigating the issue separately, respond to the whole Contact Group to let everyone know that you are responding and then reply to the individual separately. A few core scenarios are covered to help you leverage Outlook into your information management needs. Then, cc: or bcc: the meeting participants. This helps the receiver immediately place who you are with no added confusion.. Readers like you help support MUO. There is a calendar management tool included in Outlook that you can use to manage your own local calendars. Each important topic or project so that you can easily find messages on a given topic especially if there is no word in the body or subject of the message that would make it appear in a search. Its considered a best practice to do the following: In your message, mention that you are commenting inline. A Contact Group covering a work-related topic should be archived less frequently, such as annually. Please enter the time zone field for your meeting in the timezone field. If its something you will need in the short term, flag it No Date so that it appears at the top of the To-Do Bar. In the next part, Well provide three templates for both formal and informal reschedule meeting emails. Review important emails and documents from team members that you haven't read yet. You are often forwarding email to other people (articles, etc.). Its better to have the Reading Pane on, so that you don't have to open each message to read its contents. ", Be sure to send a brief explanation as to why you suddenly need to cancel so that they know its a warranted reason. Further, it can be hard to go deep on challenging work if you have only small chunks of time to focus between meetings or are easily distracted by incoming emails and chats. Living with chronic pain can affect your mood and outlook, which in turn can affect your perception of pain. Meeting settings can be changed, the meeting can be deleted, or the invitees can be added. With the message selected, on the Home tab, in the Respond group, select Meeting. A new window will open, and you can invite your attendees and add meeting details. However, you are worried that you may miss essential information. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. A reschedule meeting email is a polite message sent to notify attendees of a change in the date, time, or location of a previously scheduled meeting invitation. On top of that, Rallly is open-source, free, and ad-free. @Meeting for items that you need in order to prepare for a meeting. Trusted by +25,000 businesses around the world. Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks. Use this group sparingly and clear it out regularly, because its at the top of your task list. The best free appointment booking software available. By pressing the Send cancellation button, you can delete all messages that have been cancelled. A single reference folder, under the Inbox, for all reference material that you might want to refer back to later. This task will become your agenda for the meeting. Meet with a product expert wholl discuss your business or educational needs, and how Microsoft products and services can help with no Since we launched in 2006, our articles have been read more than 1 billion times. The ability to integrate Zoom with Google Calendar has never been easier. Locations Primary Begin with a simple greeting, apologize sincerely for the inconvenience, and explain why you request to reschedule the meeting. Ranee is the Head of Growth of Airgram and has rich experience in the SaaS field. Favorites give visibility to folders that are otherwise buried in your mail folder list. The time limit for a webinar can be decided by the Webinar settings. Sentences prefaced with the Microsoft 365 logo are references to other Microsoft 365 products, such as Microsoft OneNote, and Microsoft SharePoint Server. 8. You can see who has accepted by checking the tracking tab inside the meeting window. If you have already responded, your response is shown here. In the Zoom app, click Upcoming. { Note:Whether your calendar is shared depends on the version of Microsoft Exchange Server your system is running and how your administrator has configured the server. In the Font dialog box, under Color, select Blue, and then select OK. However, you can easily share your calendar with your team if you want them to be able to see all of your meetings and appointments. We select and review products independently. If you are a member of a Contact Group for which you need to read every message, dont create a rule for it. Find and book the right meeting room for your group in your Outlook calendar. Rescheduling often means lost productivity so it's important to handle the situation professionally. You can schedule the meeting on any of these calendars: Google Calendar, Outlook Calendar, or Yahoo Calendar. Youll be prompted to enter your Zoom meeting ID and password. 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If you click on the Zoom icon, you will be prompted to log in. Send messages to let people know that you are working on a response (and make sure to flag it for yourself on send). Call a meeting when its the most efficient way to move forward, and be clear what the objective of the meeting is before you call the meeting. This set of folders is the repository for all of the Contact Group messages that arent automatically delivered to your Inbox. A new group of people is working together for the first time. While I was looking forward to the meeting, Im afraid I cant attend it due to [mention your reason], really sorry about this. The Meeting suggestions insight can keep track of your collaboration pattern and provide meeting recommendations if you are falling out of touch. "@context": "https://schema.org", Different archiving rates You should have different folders for different Contact Groups based on topic and frequency of AutoArchiving. By clicking the create meeting button, you can create a meeting. When you press the plus button on the Google Calendar app on your Android phone, you can schedule a meeting. Its amazing what can be done in two minutes. Its the first time this group will be working together. In preparing for a meeting, often there are documents to be shared before or during the meeting. When creating color categories, be thoughtful in your color choices. When you are sending a message to someone from whom you need a response, do the following: Change the name of the flagged message task in the To-Do Bar to begin with Follow Up. Create contacts for: People for whom you want to remember something or add information to their contact, such as their birthday. If you find you're doing this often, consider creating a Quick Step that replies and adds the delegated person to the To line. If you will need to refer to the message more than once and you want easy access to it, drag it to the Later group in the To-Do Bar. Using Outlook Zoom Meeting Invite, you can connect with others and collaborate on projects across multiple platforms. Choose a time when everyone can meet by looking at the invitees free/busy information in Calendar. In the Start time field, enter the date and time of the meeting. If youre like most people, you probably use Microsoft Outlook for your email and calendar. By making your Inbox the central place for receiving important messages, you can go through it with the confidence that each item is something you need to deal with. The number of minutes that a webinar can last and the time limit determined by the webinars settings. While staying in touch with top collaborators can be difficult, a quick 1:1 meeting with key contacts can help you nurture your professional network. "@type": "FAQPage", Rules help this process by moving messages into folders based on criteria that you set. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings, such as Microsoft Lync. As you receive messages on that topic, mark them with the category. Automatically notify meeting attendees when meetings move or spaces change. A simple Sorry, I cant make it. Zoom, if youre using Outlook on a computer that isnt connected to Microsoft Exchange, should be enabled. Changing the font to italic or bold or both. If there are multiple options and also ameeting agenda, include them all in the email so that the recipient can choose the best option for them. In the end, you get a professional-looking page where clients can read a short profile about you, a description of the session or meeting you're offering, and book a time slot. In this way, you can work on similar tasks together. When you need to make changes to an old Zoom meeting that was scheduled with the legacy Zoom plug-in, the best option is to delete and reschedule the old meeting. Its not always possible, but you should try to give at least a 24-hour notice to the organizer about your sudden cancellation. Name this folder 1-Reference. It's convenient and quick! Outlook Web Invites make it easier than ever to manage your work in collaboration with colleagues. If you want to see whats missing, go to Traffts impressive features page. ", "Cancel my RSVP for Carrin Patman's lunch scheduled early next week.". This section outlines all other meetings that have a conflict with this meeting. Heres how to cancel a Zoom meeting. } In the Viva Insights pane, select Catch up on email. If it can be done in two minutes or less, do it (reply, file, call, etc.). 7 Sites All Parents Should Add to Their Block List Right Now, 6 Fascinating Search Engines That Search for Faces. Select this to open the relevant email for your review. Also, show your willingness to adjust according to their schedule. You use a few categories to help you understand what context your tasks are. Anthony Shama Director of Software Development, BNP Paribas. You dontneed to and in high volume situations probably cant read every message sent to you. If the Subject line of a message doesnt provide you enough context, you can do one of two things, depending upon the amount of information you need to add: Change the name of the task by selecting it in the To-Do Bar or right clicking on it and selecting Rename Task. Your upcoming meetings will appear in the left-hand pane. For open rates lower than the minimum threshold, the threshold value is reported. For these tasks, use OneNote. Every appointment booked as an online meeting creates a meeting link that everyone can join virtually from anywhere. The calendar service that you want to integrate with must be selected in the Calendar section. This will help us improve the detection accuracy, If available, select this to add the task to, The person with whom you might want to follow up, Subject-line of the email that contains the follow-up item, along with a hyperlink to open the email, A snippet of text related to the follow-up, Select this to open the relevant email so that you can follow up on the task. When the host and participants decide to join, the video feed is turned on or off depending on whether they wish to have it turned on or off. This folder is created under the Inbox so that you can collapse the Inbox and remove it from view. Read statistics are shown only for qualifying messages. Zoom Rooms is the original software-based conference room solution used around the world in board, conference, huddle, and training rooms, as well as executive offices and Clean out tasks that you don't need to do. (Use this flag rarely so that it doesnt become an overpopulated catch-all.). I was able to invite an additional attendee as the organizer of the meeting as follows: Open up the Meeting from your calendar ; In the To: field add in the new attendee (I'm sure you could add them to the CC field as well) Delete tasks that you don't need to do or that you know you wont do. She was a good sport. If you schedule an event in your other calendars during work hours, ZenCal notifies you about the update so you can block that slot. Yes or No indicates whether the meeting invitation includes a link for joining the meeting online in Skype for business or in Teams. If you subscribe to several RSS Feeds, treat them like another distribution list. However, it isnt a comprehensive guide. Not everyone has a phone, an online conferencing app, or the proper electronic meeting software and equipment. Note:Quick Steps only apply to messages. Keep all messages short and to the point. A best practice is to use separate mail accounts for work and personal communications. Meeting invitations from Zoom may appear on your calendar but are not synchronized with Zoom, which means you do not have the calendars configured to do so. Make certain that the number of participants is correct. Using Favorites isnt a requirement for this system to work, but if you have a small screen, you can minimize the Navigation Pane and still successfully file your messages by dragging messages to the minimized bar, perform common searches, and navigate to the Calendar, Contacts, and Tasks. Follow-ups disappear after two weeks or after you mark them as done. Want to know more about this site? Consider sending a reminder if you haven't heard back from attendees. This section shows documents that you might want to review to prepare for the meeting. Viva Insights brings together all the information managers need to stay caught up and respond quickly to important requests. If you don't see this option, click More to find it. Each of the major locations or types of activities that you do, so that you can perform bulk actions (a useful part of managing your tasks), for example: @Commute for tasks that you can do on the way home from work. Regardless of your server setup or organization size, this document will be useful to you. The option you selected (in step 2a or step 2b) shows the email subject line and a summary of the open rate, the open rate (sometimes expressed as a percentage), and the number of forwards. Additionally, they make it easy for business owners and managers to do their jobs, allowing you to streamline communication, More than 10 relatively long messages have gone back and forth among several people. Creating a video conference can be included in existing meeting events or as a new feature. 041: SPORT COAT (4.62) Josie meets her dREAM TEAMinside and out. Reduce your to-do list to one list. Based on your collaboration patterns, Add important people can suggest that you mark some of your contacts as important; afterwards, Viva Insights will remind you when you have tasks to do for these important people or unread email from them. Zoom will appear in the right-hand panel if you click on it. Here are some ways to gain back time by saying no: Decline meetings that you dont need to attend. When it does, its always best to let people know as soon as you are able, especially if youre one of the key attendees of the meeting. An email will be sent to the recipients informing them of how to join the meeting, but a calendar invitation will not be sent. Create a category for your meeting, and then create a Search Folder with the following criteria: category and not completed and from a certain time period. Select the one you would like to cancel. Meet with a product expert wholl discuss your business or educational needs, and how Microsoft If you're unsure how your meeting reschedule email will be received, pick up the phone instead. A pop-up window will appear, telling you that you can recover the meeting within 7 days from the Recently Deleted page. If all of the attendees are connected to your corporate network, put the documents on a SharePoint site or on a shared network drive. If you arent actively using tasks or flags for any purpose, select all of the items, right-click and then select Delete. Book everything you need in moments, whether for today or weeks in advance, through a simple self-serve tool. Use a single to-do list and a single calendar to manage what you need to do. Outlook also offers some great features that can make your Zoom meetings even more productive. . The odds are that the client will be offended to receive an email that says Dear All or To whom it may concernlike theyre just another person on an email blast for you., Remember your team has made time and even much preparation for this meeting and is now changing their calendars again to accommodate you. File these messages in your reference folder (1-Reference) by selecting your Reference Quick Step. If you can put it off for longer, right-click it and flag it for a later date. If you feel overwhelmed by messages, you are probably receiving more than you can possibly handle, and you might need to set up more aggressive rules. Managers might have a single folder for feedback on their employees called 3-Management. The final result is easy to interpret for anyone and will show results in a simple table. Create a team Portfolio to see your teams work across projects. To set your Quick Click category, do the following: In any view, on the Home tab, in the Tags group, select Categorize, and then select Set Quick Click. And as projects change, update your Quick Steps so that they are only the things you really do. ZenCal is the best free app for this, with a slew of powerful features. Zoom meetings will be displayed in your calendar automatically if you selectsync Zoom meetings on your calendar. Sending an email to postpone meeting with ample notice is the most courteous way to let colleagues/clients know you wont be able to make it. The app works with both Google Calendar and Outlook Calendar, importing your schedules from multiple calendars. If you find that you are often performing searches across your whole mailbox, you can set the default search scope to always search across all folders by going to the Backstage view. You will receive an email confirmation message as soon as you finish the registration process. Rather than using Bcc to inform a third party of an issue, forward the message after you send it. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. Here, select the Delete button. You can list all upcoming meetings as well as any users who have scheduling privileges by clicking here. Be sure to propose alternative dates and times for the rescheduled meeting in the body of the email. Outlook is a tool to help you manage your email messages, calendar, contacts, and tasks. ZenCal offers many advanced features like payment integration for Stripe, email and text reminders, and more. The meeting will begin as soon as it is convenient for you. You must enter the name of your meeting in the room name field. If you want to see the tasks that you have pushed out for next week on Monday, arrange by Start Date. For messages that you want to deal with later. With Catch up on documents, you can see a list of the shared OneDrive and SharePoint documents in email that you need to catch up on. Once everyone votes, you'll get a simple analysis of the most voted time slots so you can fix the meeting. If you are taking notes or minutes for the meeting, you can also use OneNote to insert meeting details from Outlook into your notes. The O in chOke is Kelly's collar, the C in Collar is meeting her half way. "text": "With workspace scheduling software, you can book any workspace you need through one simple tool. Are you reading Contact Groups that you don't need to read? Viva Insights will then exclude lunch hours when recommending focus blocks or meeting times. However, research shows that a lack of planning can reduce the benefits of taking a vacation. You might receive emails and tasks from various people but some items might deserve more attention more than others. For example, if you are on a carpooling Contact Group, the messages in the Carpool folder should be deleted daily. This rule applies especially to meeting requests, where attachments can contribute significantly to server quotas. It is based on emails that you've sent and requests from your colleagues during the last 14 days of email communication. To use Workload, you must have a current Portfolio or create a new Portfolio. To view the Scheduling Assistant when composing a meeting request, on the Meeting tab, in the Show group, select Scheduling Assistant. In the result card, click the icons to the right of the person's name to send an email, schedule a meeting, or start a video call. Marking @ before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task (for example, @Phone is "at the phone"). If you have a message you want to discuss at a meeting, flag that message for the day of the meeting and mark it with the @Meeting category. Again, life happens sometimes. When you create a ZCal invitation, you can add a name, location (or video conference link), description, cover photo, and a welcome video. Zoom meetings can be used to teach virtual classes, conduct job interviews, or do a variety of other things. Your meeting will now appear on the recipients Outlook calendar. Although its good to be organized, dont spend a lot of time prioritizing and managing your task list. Set automatic replies - Compose and save an out-of-office reply message here. He has an academic background in journalism. You can remove Zoom from your Outlook calendar if you no longer require it. Nothing is automatically filed (that is, with a rule) into this folder. Cornell students can use the Microsoft Zoom Add-in for Outlook to integrate the two programs. Then, you can add a meeting name, a location (with a link as a button), duration, and even a GIF. But generally speaking, this requires a paid subscription to powerful Gmail add-ons, or you'll get extensions that do many other things you don't want. When you decide that you don't have time to deal with a message right away, you can flag it: If you need to do it today, flag it for Today (just left-click the flag). After selecting one of the permanent delete options in the Delete Item dialog box, click OK to finish the process. To install the add-in from within a mobile application, you must be the devices administrator. If you need it as reference (even if you have decided to defer it), move it into your reference folder. When you select Google Calendar, your Zoom Meeting details will be automatically displayed. By submitting your email, you agree to the Terms of Use and Privacy Policy. Email in which the total number of recipients (the sum of all of the recipients in the To:, Cc:, and Bcc: fields) is less than five. If you have a lot of work to do, consider going offline to stem the tide of incoming message distractions. In addition, the prevailing global economic situation is also posing risks to the domestic economic outlook. Booking with Trafft includes an Outlook and Zoom integration. To see read information about sent emails. A pair of lines and a highlight show the proposed start and end of the meeting. The participants tab can be found in the navigation panel. The. Send your calendar in a message when you set up meetings with people who cant see your free/busy information, such as people outside of your company. Consider marking your top collaborators and contacts as important so that you are always aware of outstanding items from them. If you find the Cancel Meeting option is not available in Outlook, you could be selecting a meeting you did not plan on attending. For more information, see Automate common or repetitive tasks with Quick Steps: For reference messages that you have responded to or otherwise dealt with. Enter the URL start from your browser to begin using it. This includes: I regret to inform you I am not possible to attend [the meeting] scheduled on [date] and need to reschedule it. Select the File tab, then select Options. Airgram is a meeting management software that can record and transcribe your online meetings in real-time. Delete messages that you don't need to read. In your To-Do Bar, mark the task with the @Waiting category. By selecting and modifying the permissions for each service, you can use it. Finally, you need to add the meeting to your calendar. Zoom is a video conferencing tool that allows users to connect with one another over the internet or in person. You decide to absent yourself from some unimportant meetings instead of rescheduling them. If you are responding to a large Contact Group, follow all of the message Dos and Don'ts. For flagged messages that you want to keep, select Remove from List, otherwise, just Delete. If you are presenting and some people are remote, use an online meeting and the chat features of Microsoft Teams or for less formal meetings, join everyone using a Microsoft Teams group chat and share your desktop or a second monitor. And in a cool move, the app lets you export all your data as a CSV file, so you can crunch numbers in a spreadsheet if you have many participants responding. Select this to mark the insight as not a task. You might not need to share your calendar, because everyone in your organization can see when you are free or busy but not necessarily see the content or subject of the meetings and appointments. Your default lunch hours, which you can confirm or change, Select this to reset your lunch-hour times, Select this to save your settings. The agenda for the meeting has changed and requires more time than initially planned. It also helps you to make a commitment to doing work if you put it on your calendar, you should be committed to doing that work at that time. A folder for career-related, private, and personal messages. By having a single folder, you don't have to think about which folder holds which messages, and you know that everything in this folder is something that you have looked at before and wanted to keep. Outlook provides better tools such as categories and search folders so you can search effectively. Select this to see an option to book calendar time to review the document. Don't send a follow-up message less than a day after the first message. If the notebook isnt a shared notebook, send the notes in a message after the meeting. If any of the attendees are external from your company (for example, a vendor who doesnt have access to your intranet), consider using a SharePoint Workspace. Microsoft pleaded for its deal on the day of the Phase 2 decision last month, but now the gloves are well and truly off. Your humor might be misunderstood. Take advantage of Microsofts free product training on Microsoft 365, Teams, Windows, Surface, remote work, VPN, security, backup solutions, and other devices and software. Select the plus sign (+) next to the available Focus time slots, and then select Done to add them to your calendar. The attacker uses phishing emails to distribute malicious links or attachments that can perform a variety of functions, including the extraction of login credentials or account information from victims. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. Make your subject descriptive and action-oriented. For many of us, reading messages is nearly an addiction. As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do. Phone or send an instant message. 6. By automatically extracting your outstanding follow ups from the last 14 days of email communication, the Follow up on your requests insight can help you check in on requests to your colleagues. Create Contact Groups (formerly known as personal distribution lists) in Outlook when you want to make it easier to send messages to a group of people outside your corporation. You check your messages less frequently, and therefore have more messages to view at a time. 9. 3. Its considered best practice to have the following rules (details on how to set up these rules are in the FAQ at the end of this paper): Automatic Replies Move all responses to meetings that dont have content to Deleted Items. Click the Send button. To save time emailing each of the meeting participants separately, use the Cc (the recipients can see the email addresses of each other) or Bcc (you keep the recipients private) options in your email client. Updating meeting details should happen just as fast. So it's just as important to know your recipient's needs when choosing the right app for you. It will send the meeting recording and transcript to the host when the meeting is over, so you can review it at any time. Reduce the number of places where you manually file messages. Better to write it, save it to your drafts folder, and come back to it later. Process your messages by using the Four Ds. After you process your messages, you can tackle your task list. The percentage of invitees who have accepted, and the number of invitees. Be prepared. Then, click on the Add video conferencing option and select Zoom. Finally, enter the required information and click Save.. To find a message with an attachment, select the Search box and on the Search tab, select Has Attachments. Note: Log out of your Zoom account and then log back in after the Zoom app has been updated. Don't use Reply All to a Contact Group asking to be removed. Today, most companies use Calendly to schedule meetings, with links where everyone gives their preferred time slot. Categories in Outlook allow you to manage items in many different ways. But if a message takes longer than two minutes to deal with, defer it. [CDATA[ mixpanel.track("Demo request"); // ]]>. If you continue to experience issues accepting or starting Zoom meetings, you should restart your Lync and Outlook services. You can also install the Zoom plugin for the Outlook Web App if you prefer. Download: Meeting Scheduler for Gmail for Chrome (Free). In the Advanced View Settings dialog box, select Conditional Formatting. Create a Portfolio across teams to see important projects you own that are shared by multiple teams. Its considered best practice to have the following folders in your Favorites: Inbox, 1-Reference, Sent Items, and Deleted Items. 7. Click the "Schedule Meeting" option in StrawPoll, and you're ready to go. Then it should leave your Inbox not remain "unread.". Select Prepare for your meetings to see an insight for each of your upcoming meetings. Your calendar should be treated as your real plan for your time if you have scheduled it, then that is what you are committed to doing at that time. Zoom is the leader in modern enterprise video communications, with an easy, reliable cloud platform for video and audio conferencing, chat, and webinars across mobile, desktop, and room systems. Two adjoining forces collide. For example, create a calendar on a SharePoint site to keep track of the group's vacation schedules. Otherwise, use the date arrangement (the default arrangement). Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status email message. This feature is only available for Viva Insights users who have direct reports listed in Azure Active Directory. Zoom meetings can be created in Outlook by clicking the icon for New Items and then Meetings. I am using outlook with Microsoft teams and currently, I have a daily meeting from 1pm-2pm. If you are asking a question and there are several people who could respond, choose just one person rather than sending your question to a group. You can add multiple teammate calendars, view calendar overlays for quick scheduling, and postpone and reschedule meetings. It also provides open rates for linked or attached documents that are stored in OneDrive for Business or in SharePoint. Try it for a full week and see for yourself. Users can also collaborate on their screen by creating a calendar integration that allows them to schedule and join meetings with their calendar. If you do not see the Schedule a meeting icon in the Outlook ribbon, go to the options window. Having more than one delegate can cause errors in your calendar. For tasks that will take some time, drag the tasks onto the calendar to set aside time to get these tasks done. Its better to let someone know that you will respond by a realistic date than have the person think that you forgot about the request. 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