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Process for booking the new meeting rooms

The new meeting rooms are now bookable through Outlook and the Reserva panels outside the rooms.

Published:

The new rooms are as follows:

  • Blizard ON7 – maximum capacity 4 (this room won’t have any AV)
  • Blizard OE15, Blizard OE16, Blizard OE17, Blizard OE18, Blizard OE19, Blizard OE20, Blizard 0E21, Blizard OE23 (all max capacity 6 and have AV)
  • Large meeting room in Abernethy (1.21)

We are looking to move Spikey, Small and Large Cloud to Outlook shortly, but for now, please continue to book these through Daniel (daniel.veevers@qmul.ac.uk).

How to book a room through Outlook

To book a meeting room, use the Outlook calendar as you normally would to schedule a meeting. Add the meeting subject and start/end times.

To select a room, start to type the name of the room (e.g. Blizard OE15) into the location box. A list of rooms will display indicating whether the room is available or busy during the times you have entered. Choose the location and finish adding the details of your meeting as usual and save. If the room is free you get an email confirmation.

You can also use the Scheduling Assistant to more easily find which rooms are available at different times:

  1. Double-click the day for which you want to make a booking.
  2. Enter Subject and Start time/End time in the window that appears.
  3. Click Scheduling Assistant.
  4. Select the room you want in Add rooms.
  5. Select the people to be invited in Add attendees.
  6. Click Send.

Please see instructions on how to do this:

Booking a meeting room in Outlook instructions [DOC 569KB]

Using Outlook Web App (mail.qmul.ac.uk)

Please note that if you are using the Webmail app to access Outlook, you will not be able to 'add rooms' from the 'Browse with room finder' option in the Scheduling Assistant. However, you will still be able to type the room into the location box and select from the list, and add the room as an 'attendee' in the Scheduling Assistant.

How to book using the Reserva panels

The Reserva panels let you see if the room is booked, and you can also book directly via the panel. To do so, tap the green '+' icon and enter the duration and time. You should then tap 'More options' to take you to the information screen, where you can overwrite the Title: 'Booked by Reserva' with your own name/title of your meeting (if you do not do this, it will not record who has made the booking, on the panel or Outlook). Then tap 'Book' to finish your booking.

Using the meeting room

To use the AV you just need to plug your laptop into the screen (the screens are in sleep mode so you don’t need to turn them on separately).

If you have any questions, please contact your Centre Manager.

 

 

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