Meeting rooms and premises via Outlook
Last changed: 15 March 2024
Tutorial for booking meeting rooms and premises via Outlook and Outlook web
Meeting rooms and premises in Outlook
Information is only available for certain premises at Ultuna regarding floor plans and equipment. See information on how to book under the next heading. Other rooms have information in the name of the room or in the description regarding equipment and number of seats.
- Here are the rooms - floor plan
- Information about the meeting rooms and halls (number of seats, equipment, etc.)
- Information about other bookable premises (number of seats, equipment, etc.)
Book a meeting room or venue via Outlook
* Double-click the desired time in your calendar or select a new appointment on the archive line. When you have opened the booking window, mark the date and time for the meeting.
* Select meeting attendees by clicking "Invite attendees" on the archive row.
* Invite participants to the meeting in the same way you would send an email via address book or speed dial.
* Then select the meeting room by clicking on "Rooms/Rum" at the end of the line "Location/Plats".
* A list of available premises will then appear. Double-click the room, or select the desired room and then press "Rooms/Rum" and then OK. If you are not sure which room to choose, click on the drop-down menu under "Address Book" and choose by city and location.
* Check your booking by clicking "Scheduling Assistant" on the archive line. The scheduling assistant then shows whether participants and premises are available.
If so, you can send the invitation.
* You will receive an automatic confirmation that the venue is booked (or notification of rejected appointment if you booked an already booked venue).
ATTENTION! If you change the time of an already booked meeting and the room declines the booking, you must rebook the room. The original reservation for the room is completely lost.
Book a meeting room or venue via Outlook web
There are several ways to book a meeting room or venue in Outlook web - here's one way:
* Double-click the desired time in that calendar or select new appointment in the archive row. Mark the date and time of the meeting.
* Invite participants by clicking on the file row icon which is a small matrix (a calendar) with an envelope in the lower left corner.
* Select the line "Required" (or other desired line).
* Choose whether participants should be picked up from the "Global Address List" or your own address book (Contacts).
* When you select Address Book, the names in the Address Book appear in a drop-down menu. Double-click the name, or highlight, select the participant status (e.g. Compulsory) and press OK.
* Choose venue in the same way. Instead of selecting an address list, you select "All rooms" and a list of inaccessible meeting rooms appears. Select venue.
* Once you have selected your meeting participants and venue, press OK.
* Check your booking by clicking "Schedule Assistant" on the archive row. The schedule assistant then shows whether participants and premises are available. If so, you can send the invitation.
* You will receive an automatic confirmation that the venue is booked (or notification of rejected appointment if you booked an already booked venue).
ATTENTION! If you change the time of an already booked meeting and the room declines the booking, you must rebook the room. The original reservation for the room is completely lost.
Contact/order:
If you want to make a meeting room or venue available to book via Outlook, contact IT support:
Email: IT Support
Telephone: 018 - 67 6600