Using the Outlook Calendar to Reserve Space

Introduction

The University Email Service allows for a type of calendar that is specific to shared rooms and equipment. This type of calendar can be used to manage conference rooms, presentation spaces, projectors, lab equipment, etc. This is different from calendars an individual faculty or staff member would make themselves: they are managed by a group of people in the department and the process for adding events to this calendar can be restricted to certain department members.

Contents

• Windows Instructions
• MacOS Instructions
• Outlook Web App Instructions
• Math Department Rooms

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Windows

View a room calendar

1. Click the calendar icon in the bottom left corner of outlook
2. Under the Home tab, click the Add Calendar button and select "From Room List...".
3. In the search bar, enter or search for the room, double click the room, and hit "OK"
4. You should now see the calendar you added on the left side under rooms

Note: You do not have to add a calendar to reserve the room, this is just to see the availability easier.

 

 

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Reserve A Room

1. Click the calendar icon in the bottom left corner of outlook
2. Under the Home tab you will find the New Meeting icon, click it
3.  In the "required" field, this is where you will invite the room to your meeting to reserve the space
4. You should see your reservation appear in the room calendar after a few minutes 

Note: If the room is already reserved you will be notified of a scheduling conflict.

 

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MacOS

View a room calendar

1. Click the calendar icon in the bottom left corner of outlook
2. Under the home tab, select Open Shared Calendar.
3. Enter the room name into the search line.
4. Click Open.

 

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Reserve a room

1. Switch Outlook from email to calendar by clicking the calendar icon in the bottom left corner of Outlook.
2. Under the Home tab you will find the Meeting icon, click it.
3. Add the rooms email or room name to the To: field to reserve the space.
4. Click send

Note: If the room is already reserved you will be notified of a scheduling conflict.

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Outlook Web App

View a room calendar

1. Log in to Outlook for email
2. Click the add calendar icon just below the small monthly calendar on the left.
3. Select add from directory
4. Enter in the room name and hit add
5. You should now see the the calendar under the rooms category.

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Reserve a room

1. Log in to Outlook for email
2. Click the calendar icon on the left side to switch from mail to calendar.
3. Click New Event
4. Add the room's email address or name to the "invite attendees" line
5. Click send to finish the invite.

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Math Department Rooms

The Math department has six rooms that can be scheduled on a first come first serve basis to Math Faculty and Staff only.

The rooms available are MW100A, MW130B, MW152, MW154, MA105, and MA417

If you have any questions about reserving a room please contact Denise Clark.

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                 Room Email                                                    Room Name

asc-100amathematicstower@osu.edu               +ASC 100 Mathematics Tower

asc-130bmathematicstower@osu.edu               +ASC 130B Mathematics Tower

asc-152mathematicstower@osu.edu or             +ASC 152 Mathematics Tower

asc-154mathematicstower@osu.edu                 +ASC 154 Mathematics Tower

asc-105mathematicsbuilding@osu.edu              +ASC 105 Mathematics Building

asc-417mathematicsbuilding@osu.edu              +ASC 417 Mathematics Building

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