How to book a room
Microsoft Outlook can be used to book rooms and labs in the Business School. Please follow these instructions to book a room. At the bottom of the page there are also instructions on how to change a booking, or cancel a booking.
You must be on the BITS Exchange server to be able to use these features; if you are not sure if you are using Exchange please contact Help Desk.
To book a room, click to highlight the date on your Calendar (NOT the room's calendar) in Personal Folders that you wish to book. Click the right mouse button and select New Appointment, or New Meeting Request.
A New Meeting window will appear. Here you can now choose the Start and End times for your booking, and enter a title in the Subject field, before following the instructions below to choose other attendees and the venue.
Click on the To... button. To book a room (or book a resource) which is listed in All Users, you can add that to the Resources field. Highlight the room you want and click on the Resources button to add it.
*You MUST add it to Resources, or it will not notify you in the case of a conflict.
If you want to invite others to the meeting, select the people you wish to invite and add them, either as Required or Optional attendees. Add yourself as well if you want the meeting to appear in your Exchange calendar as well as your Personal Folder calendar. Click OK when done.
To have a venue/room (aka Resource) added to this service, please contact Help Desk.
Click on the Scheduling tab at the top of the Meeting Request screen. You'll be able to see when the attendees and the room is free (white space) and from there choose a time which should suit everybody.
Enter the start and end times for your meeting at the bottom of the page. You'll notice the green and red bars highlight the duration of your meeting and let you easily see if all the attendees and the resource are free during that time.
When you're ready, click on the Send button to send the invitation to all attendees and request a room booking. Attendees can accept or decline, and the room itself will automatically accept the booking, if there are no conflicts.
NOTE: If the room is already booked for that time, and you've added it as a Resource (following the instructions above), it will send you an email to decline the meeting. If you incorrectly added it as a Required or Optional attendee, and failed to check if it was free for that time, it will ignore your booking - the room will not be booked and you won't receive notification.
NOTE: If you can't view an attendee's free time, it will show up as diagonal stripes. In this case, they will need to contact Help Desk to have their Exchange account set up for this service.
How to change a booking
Click on your Calendar (NOT the room's calendar) in Personal Folders. Double click on the booking you want to change, go to the Start Time and End Time boxes and changed them to the new time. Click Send, and the request will go to the room calendar which will automatically accept (or decline if there is a conflict).
How to cancel a booking
Click on your Calendar (NOT the room's calendar) in Personal Folders. Right click on the booking you want to cancel, choose Delete. A box will pop up asking if you want to Send cancellation and delete meeting, click OK. The booking itself will appear, click on Send and this will cancel your booking.
