Room Reservation Instructions for Microsoft Outlook

Rooms available for library staff reservation:

• 159 Ellis (Reference Conference Room, 1st Floor)
• 4G41 Ellis (Instruction Room 1, 4th Floor, east side)
• 4F51A Ellis (4th Floor Conference room, 4th Floor, east side)
• 4D11 Ellis (DoIT Training Lab, Mondays and Fridays only, 4th Floor)
  • Contact PT Martin/LTS for the passwords for the DoIT computers.

Guidelines for reserving rooms:

• The meeting facilitator is responsible for entering the name of the meeting organizer and the group in the reservation window. Any meeting that does not include this information will be removed from the reservation system.
• Please delete the reservation if the meeting has been canceled.
• Library staff may reserve.a room for a non-library, university-related purpose as long as one library staff person is present in the room at all times.
• Staff who make reservations for nights and/or weekends will need to make arrangements with Ellis Security to unlock the rooms.
• You may be asked to move your meeting to another room if there is a need for additional instruction space. Instruction rooms are most in demand during the first few weeks of the semester.

How to add rooms to "Other Calendar" list in Outlook

How to reserve a room

Additional rooms

Add rooms to "Other Calendar" list in Outlook

1. In Outlook Mail, click on Go (menu toolbar)
   
   
2. Select Folder List.
3. The complete Folder List will appear on the left side of Outlook.
4. Scroll down to Public Folders.
5. Click on the ' + ' sign to the left of Public Folders to expand the contents. (See image below for clarification)
6. Click on the ' + ' sign to the left of each of the following items:

7. Click on the room you wish to add to Outlook, then <right-click> to add it to your favorites
   Alternate method: drag any resource to Public Folders -- Favorites.
   
   NOTE: If <right-click> doesn't work (and it does not for some), try this method.
   
   
8. Click on ADD a second time.
9. Rename the room if the long form of the label appears.
   

How to Reserve a Room

1. Select Calendar
• If the rooms do not appear under Calendar, look under Favorites in Public Folders
2. Check the box to the left on the one you wish to reserve.
3. Select the 5 Work Week to see the weekly view of the availability of the chosen room.
4. Double-click in the right pane on the desired day and time to view the Appointment form. 
5. Reserve the room by filling out the form with an available time period that is suitable..
6. The meeting facilitator is responsible for entering the name of the of the.meeting organizer and the group in the reservation window. Any meeting that does not include this information will be removed from the reservation system.

Additional rooms

• 4D11 Ellis (DoIT Training Lab) may be reserved Tuesday through Thursday by calling PT Martin. DoIT keeps the master calendar for these days. Contact PT for computer passwords.
• 4D12 and 213 Ellis (Electronic Classrooms 1 and 2) may be reserved exclusively by instructors for instruction sessions (see Goodie Bhullar).
  
  

If <right-click> doesn't work, try this method:

• Click on the "Folder List" icon in the bottom left of your Outlook mailbox.
  • If you can't see the little folder icon, you'll need to hit the two >> to see it.
• In the left-hand frame of Outlook, scroll down to the bottom (past your stored emails) and you will see "public folders."
• Click on the + sign and execute all the steps that were on the web site.
• Return to Step 8.
  

Last updated: Feb 1, 2008