Scheduling a Resource

All the resources available to be scheduled are listed in a Public Folder, visible from the Folders List in Outlook. When you schedule a resource as directed below, all the appropriate persons will be notified.

  1. Open MS Outlook.
  2. If the Folder list is not visible, open it (View à Folder List).
  3. Click all the + signs in front of Public Folders à All Public Folders à Resource Calendars.

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  1. Under Resource Calendars, you should see a listing of all available resources.
  2. Double click on the resource you wish to schedule.

The calendar for that resource will appear in the right pane.

  1. Choose the view that you wish to see by clicking on the appropriate button on the toolbar at the top of the window. The Month view is the one recommended for this process.
  1. Choose the date (by clicking once) for which you would like to schedule the resource.
  2. Having selected the date, right-click on the same date and choose New Meeting Request from the shortcut menu.
  3. Click the To button .

The Select Attendees and Resources Window will open.

  1. Choose, by clicking once, the resource you wish to schedule.
  2. Click the Resources button .
  3. Choose your name from the address book list.
  4. Click the Required button .
  5. If you are reserving the Library or Library lab choose Eileen Hymas name from the Address book and click the Required button .
  6. Click OK.

You will be returned to the Meeting Window.

  1. In the Subject text box, enter the name of your class (or other event) followed by the room number.

  1. Set the Start and End date and time of the reservation.
  2. If you are scheduling the Library/Library Lab, enter the assignment, form, and number of students in the white space on this window.

If you wish to schedule multiple classes in the library, enter all the dates and times here as well. The librarians will enter the individual dates into the library resource calendar.

  1. Click Send at the top left of the window.
  2. Click OK to the tally Question.
  1. Click OK in the Resources Booked Window.
  1. Choose Yes when asked if you wish to update your calendar.

You should see your reservation in the calendar of the chosen resource, and in your own calendar. If you are scheduling the Library/Library Lab, Eileen Hymas will receive an e-mail alerting her to your request.

When viewing a resource calendar, if you double click on any reservation, the Meeting Window will open. The name of the person who made the reservation appears in the TO box.


Un-Scheduling a Resource

  1. Follow steps 1 – 6 in Scheduling a Resource.
  2. Right-click on the reservation you wish to un-schedule and choose Delete from the shortcut menu.
  1. Answer Yes to the “are you sure” question.
  1. Choose the “Send the cancellation and delete meeting” option.
  1. Click OK.
  2. If the Meeting Window opens, click Send in the top left corner.
  3. Answer Yes to update your own calendar.
  1. Check to see that the reservation has been removed from the resource calendar. If it has, all involved parties will receive an e-mail canceling the reservation. If it hasn’t, return to step 2.

NOW – AND THIS IS THE MOST IMPORTANT PART OF CHANGING AN ENTRY! – You must e-mail either or informing us that you have changed a calendar entry. Include the following information:

1. Your Name 3. The date that should be deleted

2. The resource name 4. The time that should be deleted