Quick Reference User Guide

How to Book Rooms Using Outlook
Quick Reference User Guide
How to Book Rooms Using Outlook
User Guide
CONTENTS
1.
2.
INTRODUCTION
PAGE
3
1.1.
Skylight Activities
3
1.2.
Basement Training Room
3
CREATING A NEW APPOINTMENT
4
2.1.
Create a New Meeting Request
4
2.2.
Invite Attendees
5
2.3.
Inviting the Room
5
2.4.
Scheduling
6
2.5.
What Happens Next?
7
2.6.
What happens if I try and book a room that is already taken?
7
3.
HOW TO VIEW A MEETING ROOM CALENDAR
8
4.
DELETING AN APPOINTMENT
9
_________________________________________________________________________________________
ROOM BOOKING-V1.0
-2-
How to Book Rooms Using Outlook
1.
User Guide
INTRODUCTION
This document outlines some simple user guidance on how to book rooms using the
Outlook email & calendar system.
These instructions are based around Outlook version 2003 – If you have another
version the steps are very similar but if you need any extra help, please contact the
IT Helpdesk on Ext. 5666 - or send an email to the ‘IT Helpdesk’ for further
guidance.
The following rooms/spaces have been included in the room booking system:
1.1.
•
Basement Workshop (Basement)
•
Basement Meeting Room (Basement)
•
Mac Suite (Basement)
•
Music Room (Basement)
•
Basement Training Room (Basement) – Reserved (see note below)
•
HR Room (1st Floor)
•
Meeting Table (1st Floor)
•
Skylight IT Zone (2nd Floor)
•
Creative Arts Room (2nd Floor)
•
Body Mind & Spirit (3rd Floor)
•
Performing Arts Room (3rd Floor)
Skylight Activities
Some of the meeting spaces are reserved for Skylight use and are therefore not
book-able for certain periods each day and at weekends. Queries about making use
of rooms during these periods, should be directed at Skylight.
1.2.
Basement Training Room
The booking of the Basement Training Room is controlled by Richard Brooks and
Barnaby Green in the Employability team. This means that requests for meetings in
this space will have to manually approved by them first – rather than being
automatically accepted. You can still book a room in exactly the same way as all the
other rooms but you will have to wait until you receive confirmation from them before
you can use the room.
ROOM BOOKING-V1.0
-3-
How to Book Rooms Using Outlook
2.
User Guide
CREATING A NEW APPOINTMENT
Creating an appointment in Outlook which makes use of the room calendars is very
easy. Every Crisis meeting room is now included within the Outlook address book just like any member of staff. If you want to organise a meeting all you have to do is
include your chosen meeting room as an attendee - like any other person.
For example, if you want to book the ‘HR Room’, you need to include this resource
as an attendee. When booking a room under the old system, most people opened up
the appropriate spreadsheet and manually checked if the rooms were free – you no
longer have to do this as the schedule for each room will be visible within its Outlook
calendar.
2.1.
Create a New Meeting Request
From your Outlook calendar toolbar – select ‘New’ and from the drop down list
choose ‘Meeting Request’
You should then see the following dialog box:
ROOM BOOKING-V1.0
-4-
How to Book Rooms Using Outlook
2.2.
User Guide
Invite Attendees
There are several ways to enter the attendee’s names. Either you can type the
names into the ‘To’ field (if you know them already) or you can select the ‘To’ button
and use the address book to find their names.
Note: Of course you do not need to include your own name as an attendee, as Outlook already knows
that you are the meeting organiser.
2.3.
Inviting the Room
Once you have added the names of people that you want to come to the meeting you need to add the room to the list as well.
Meeting rooms are like inviting any other attendee – and they may be free or
busy at the time you want to hold the meeting.
If you know the name of the meeting room, you can simply type it in or you can select
the ‘To’ button and use the address book to find the rooms.
When the Outlook address book is displayed, select ‘All Rooms’ from the drop down
box on the right hand side marked ‘Show Names from the:’
Once you have selected the room – press ‘OK’ and then type in the ‘Subject’ line.
ROOM BOOKING-V1.0
-5-
How to Book Rooms Using Outlook
2.4.
User Guide
Scheduling
Having got all the attendees for the meeting, press the ‘Scheduling’ tab on the
meeting request.
From this screen you should now be able to see all the names of your attendees on
the left hand side – including the meeting room you selected, and on the right hand
side you can see each of their calendars.
In this way you can schedule an appointment when you can see that everyone is
available.
Note: You may not be able to see all of your attendee’s calendars as this will depend
on whether they have shared it with you.
Once you have found the right date and chosen the ‘Start’ and ‘End’ times. You are
ready to press ‘Send’
ROOM BOOKING-V1.0
-6-
How to Book Rooms Using Outlook
2.5.
User Guide
What Happens Next?
Provided that the room is free – you will receive an automatic reply confirming the
appointment.
There is nothing left for you to do – apart from ensure that your other attendees
confirm that they are also able to make it. The appointment is now in the meeting
room calendar and no-one else can book the room at the same time.
2.6.
What happens if I try and book a room that is already taken?
If your meeting conflicts with another room booking - you will receive an automatic
message like the one shown below:
If you open the ‘Declined’ message – you will be able to see the details about who
has booked the room at that time.
ROOM BOOKING-V1.0
-7-
How to Book Rooms Using Outlook
3.
User Guide
HOW TO VIEW A MEETING ROOM CALENDAR
There are several ways to view a room calendar and this is just one of them. It allows
you to view the calendar next to your own one which is useful if you often need to
refer or book meetings in a specific room. Open outlook and select the ‘Calendar’ tab
at the bottom left hand side:
Choose the option to: ‘Open a Shared Calendar…’ and you should see the following
dialog box:
If you already know the room name you can just type it in. However, If you are not
sure, just press the ‘Name’ button and the Outlook address book will be displayed.
On the right hand side select ‘All Rooms’ from the drop down box:
You should now see all the rooms display and you can choose one and press ‘OK’.
This will place the calendar next to your own personal one.
ROOM BOOKING-V1.0
-8-
How to Book Rooms Using Outlook
4.
User Guide
DELETING AN APPOINTMENT
If you no longer need to use a room for a meeting – please try and remember to
delete the appointment in your calendar, as this will free up the meeting room for
someone else to use it.
Go to your own calendar and find the meeting you want to cancel, right-click on it and
select ‘Delete’. You should see the message below.
If you choose ‘send cancellation and delete meeting’ – you will be returned to the
meeting request and you must press ‘Send’. This will notify all the attendees that the
meeting has been cancelled and it will also delete the appointment from the room’s
calendar.
ROOM BOOKING-V1.0
-9-