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Introduction

This guide is for booking rooms via Outlook. This system allows you to book or request a room, see the room and resource availability all via your Outlook calendar. There are numerous ways you can book a room via Outlook, this guide demonstrates the preferred method.
This is NOT a guide for booking the Clinical School Seminar Rooms, which can be found here: https://confluence.medschl.cam.ac.uk/x/wwEqAg

Requirements

You must have an active Medschl mailbox. (if you don't have one, you can apply for a user account on this page - https://cscs.medschl.cam.ac.uk/user-services/cscs-user-account/ A medschl user account includes a medschl email address.)

You must know the name of the room you wish to book.

Instructions

  1. Go to the calendar view of Outlook and press New Meeting.
    1. for recurring meetings, consider booking from a role-based or shared mailbox calendar so that the booking survives any staffing changes.


  2. Type in the title of the meeting in the Subject Line.
  3. Select your date and time by selecting the appropriate field in Start Time / End time.
  4. If you want to set up a reoccurring meeting, you should press the Recurrence button in the ribbon at the top, which will open the menu below, here you can set your meeting details as desired.
  5. Click on TO in the email message, this will open the 'select attendees and resources' box, it should look similar to below - Outlook versions will vary.

  6. Search for and add the room or resource as one of the required attendees of the invitation. 
    1. At this stage, you can add in any other attendees as well.
  7. If you want to double-check the room you have selected is available at the time you have selected, press on Scheduling Assistant at the top of the invitation.
  8. Once your invitation is created and you have added any attendees you need to click Send.
  9. Depending on the room you have requested, one of two things will happen
    1. If the room is set to automatically accept bookings, you will receive an email confirming your booking within minutes.
    2. If the room is set to require approval of bookings, you will receive a tentative acceptance email.  Following the tentative email, you will receive an email confirming or declining your request, once those responsible for the room bookings respond
  10. If you did not send the invitation to all of your attendees at the same time as booking the room, you should now send an invitation with the details to all of your attendees!

FAQ

 How do I know the name of the room I want to book?

The rooms are set up by CSCS but are managed by the department to whom they belong to, typically a department administrator or reception would be able to provide you with this information.


 What if I can't find the room I want to book?

Please ensure that you are trying to add these rooms from the same mail system. Rooms that are set up by the CSCS will have an email address in the form of exampleroom@medschl.cam.ac.uk, these rooms can only be booked via the method above if they are being booked by another user on a Medschl email address. It is not possible to use the method above to book a room from a different email account e.g. an exchange online email account.

You also won't be able to find an external room or resource in the global address list only those that are internal. Internal in this instance means a calendar set up by CSCS on @medschl and you are using an @medschl email account.


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