Outlook Room (Lab) Reservations

Faculty and staff can use Outlook to reserve an IT Computer Labs. 

The following computer classrooms can be reserved by faculty:

• Crabbe Library 207D (21 Windows PCs and 2 collaboration desks with screens, and wireless projection) - IT Classroom 

► Check Availability of a Room

► Learn more about adding a room in your department

Policy

• Complete the reservation via Outlook or OWA.  Be sure to include the number of participants, event (e.g., Class-GSD101), and any special needs
• The "start time" is when you will start your time in the lab and the "end time" is when you and your group will be leaving the lab.  Please honor these times as other groups' events and our staffing are based upon the times you have stated.  A delayed start time does not translate into a delayed end time.
• Submission does not mean confirmation.  It is 'tentative' until someone in IT accepts the request.  
• All received request will be reviewed within one week of submission.  A confirmation email where we 'approve' the request will be sent to the email address given on the form if we are able to accommodate your request.  If the date/s or time/s you request is unavailable we will 'decline' the request.  You will receive an email either way.
• If you no longer require the reservation, please 'Cancel' the request.
• Covered drinks and snack foods are allowed in the labs but please clean up after yourself.
• The use of the lab falls within the the Acceptable Use of Information Technology Resources
• We are not responsible for any items left in the lab. 

Please choose what best applies to you: 

• I would like to reserve a room using Outlook on a PC.
• I would like to reserve a room using Outlook for Mac.
• I would like to reserve a room using the OWA online web client.

How to book a room using Outlook 2013 on a PC

1. Open Outlook.
2. Click on Calendar in the bottom bar and find the date you want to reserve a room on. 
3. Next, find the specific start time under that date. Click on it. 
4. Click the "New Meeting" button on the ribbon menu at the top right.
5. Beside the Location box, click the "Rooms..." button.
6. Find your room on the room list.
7. Once you have located your room, highlight it and click "okay".
8. Double check to make sure that your date, start, and ends times are correct. 
9. You can check to be sure that the room is open for your date/time request by clicking the Scheduling Assistant link. Any conflicts will show up there as a dark blue bar. The image below is an example of what it would look like in Scheduling Assistant if there were a conflict. 
10. In the subject line please type your course number and CRN (example: Eng 101 52345) or organization or training name (example: Student Affairs RA training). 
11. Click the "Send" button. 
12. You will receive an automatic response and the room request will appear on your calendar. This is to let you know that your request was successful but it does not mean that the room has been reserved for you yet. The automatic response will look like the image below:                                                
13. Once your request is accepted by the IT department you will receive another email saying that it was approved. That email will look like the image below.                           

How to book a room using Outlook 2011 for Mac

1. Open Outlook 2011.
2. Click the "Calendar" tab at the bottom bar to get to the calendar selections. 
3. Click the "Meeting" button at the top left to create a new meeting. 
4. Under "Location" you will need to click the address book icon that is to the very right.                                                     
5. You will have many different options to search under. You will need to change the default search options. Nothing will show up if you search under meeting rooms. Change your options to "Search All Fields" in "Default Global Address List".                                                         
6. Type the name of the room you would like to reserve in the search field. (Example: Combs 219, Crabbe 207D, or Powell 13). 
7. Click on the room. 
8. Click the "Resource" button at the bottom right of the contacts search window. This will add your chosen room to as a contact for the meeting and as the location.                                              
9. Close out of the Contacts search window. 
10. Check to make sure your date and start/end times are correct. 
11. In the subject line please type the course number and CRN (example: ENG 101 52345) or organization or training name (example: Student Affairs RA training) of the event. 
12. Click the “Scheduling” button at the top right of your meeting ribbon to see if the room has any scheduling conflicts during the time you have requested. The image below shows what it looks like when there is a scheduling conflict. 
13. Add any other addresses that need to come to the meeting in the To field. 
14. Click "Send".
15. You will receive an automatic response and the room request will appear on your calendar. It will look somewhat like the image below. This is to let you know that your request was successful- but does not mean that the room has been approved for your use.                                                                                                                                                                                                                                  
16. Once your request is accepted you will receive another email saying that your request has been approved. It will look somewhat like the image below.                                      

How to book a room using the OWA online web client

1. Log into owa.eku.edu to get to your email. 
2. Choose "Calendar" in the tabs across the top. 

     3. Click on "New Event"

      4.Select Add a Room 

      5.Choose Room

      6. Complete the rest of the new event information

        7. Click Send.

       8. You will receive an automatic response email and the room request will appear on your calendar. This email is to let you know that the request is successful but does not mean that you have been approved for use of the room. 

     9. Once your request is accepted you will receive another email saying that your room reservation has been approved. 

    Additional Information/Tips

    Keyboard shortcut: To create a new meeting request, press CTRL+SHIFT+Q.

The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence. Choose the options for the recurrence pattern, and then click OK.

When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.

NOTES

• To change the advance time of the meeting reminder, on the Meeting tab, in the Options group, click Reminder, and then click the time. Click None to turn off the reminder.
• The organizer can also set the reminder time for recipients by changing the reminder time on the meeting invitation. If the organizer does not change the default reminder time on the invitation, the recipients will each use their own default reminder.

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• Crabbe Library 207D (21 Windows PCs and 2 collaboration desks with screens, and wireless projection) - IT Classroom