IT Services



User Guide to Room and Resource Booking


Contents



1. How to book a resource

Once the resources for a given unit have been setup in Nexus and the access permissions set by the Resource Manager, users with permission to book resources will be able to do so using either:

If you haven't been given access to resource and room booking consult with your local IT Officers to see if it has been setup in your unit.



2. Resource booking using Outlook 2007 client

After logging into Nexus with Outlook 2007, click on the New tab and select [Meeting request] from the drop down menu.

Figure images/figure7.png [Drop down menu showing Meeting Request option]

You will now see the Meeting Request dialogue.

Figure images/figure8.png [Meeting Request screen]

Select the users that you want to invite to the meeting in To field. Add subject and click on Rooms button. A new screen will open showing all the available rooms that you can book.

Figure images/figure9.png [Select a room screen]

Select the room you wish to book from the list and click on OK. The name of the room will appear in the To field of your meeting request email as an attendee. It will also appear in the Location box too.

Figure images/figure10.png [Meeting Screen]

When you select Scheduling Assistant tab, you will be able to see the availability of the attendees including the room. Adjust your meeting time/day as required

Figure images/figure11.png [Schedule assistant screen]

Once you have selected a suitable day and time, click on the Send button to invite attendees to the meeting.



3. Resource booking using Outlook 2010 client

After logging into Nexus with Outlook 2010, click on the [New Items] tab and select [Meeting] from the drop down menu.

Figure media/image1.png []

You will now see the [Untitled – Meeting] screen.

Figure media/image2.png []

Select the users that you want to invite to the meeting in To field. Add subject and click on Rooms button. A new screen will open showing all the available rooms. Select the room you want to book from the list and click OK

Figure media/image3.png []

The name of the room will appear in the [To] field of your meeting request email as an attendee. It will also appear in the [Location] box too.

Figure media/image4.png []

When you select the [Scheduling Assistant] tab, you will be able to see the availability of the attendees including the room. Adjust your meeting day/time as required

Figure media/image5.png []

Once you have selected a suitable day and time, click on the Send button to invite attendees to the meeting.



4. Resource booking using Outlook 2011 client

The following information will lead you through the process of booking a room in Nexus using Microsoft Outlook 2011.

After logging into Nexus with Outlook 2011, click on the [New] tab and select [Meeting]

Figure images/pic6.png [A drop down menu that appears when the New button is clicked, with the Meeting option selected]

You will now see the following page.

Figure images/pic7.png [A blank meeting invitation where all the fields need to be completed]

Click on the Address Book button next to To field to search for contacts. Select [Default Global Address list (LDAP)] from the second drop down menu.

Figure images/pic8.png [A drop down menu that appears when you click on the Address Book option, which displays all the different lists available]

Type in the name of the user you want to invite to the meeting as shown below. When the contact details appear, click on Required / Optional as required.

Figure images/pic9.png [How results from typing a name into a contact search appear, with "Required", "Optional" and "Resource" options]

Next select the room. Change the [Default Global Address List (LDAP)] from the second drop down menu to [All Rooms (LDAP)]. Type the name of the room in the search area. When the room is displayed, click on the Resource button.

Figure images/pic10.png [How results from typing a name into a room search appear, with "Required", "Optional" and "Resource" options]

Close Contact Search window.

Note: The room details appear in To and Location fields.

Figure images/pic11.png [How the meeting invitation should appear after the previous steps have been correctly completed]

Fill the Subject field and set the Date and the Time of the meeting. Next click Scheduling button to check the availability of the attendees and the room.

Figure images/pic12.png [How the meeting invitation should appear once it has been filled out completely]

If you are happy with the meeting invitation, click Send to submit.



5. Resource booking using OWA premium (IE browser)

Login to OWA and under the New tab select Meeting Request from the drop down list.

Figure images/figure12.png [Menu showing meeting request option]

The Meeting Request dialogue now opens.

Figure images/figure13.png [Appointment screen]

Add the names of people who are invited to the meeting to the Required box. Next click Resource button to open the Address Book. By default this will open the Global Address Book.

Figure images/figure14.png [Address book screen]

You need to change the view to that of Rooms by selecting [Rooms] from the drop down box.

Figure images/figure15.png [Select rooms from dropdown box]

Once the Rooms view is loaded, all rooms that are available to you to book are shown as a list.

Figure images/figure16.png [Choose room from list]

Select a room you wish to use from the list. This room's details are shown including its availability on the date chosen.

Figure images/figure17.png [Room 5 selected]

If you are happy with your selected room, click the Required button and then OK. You will return to your Meeting Request email. The name of the room will have been added to the Required field alongside any email addresses you have already added.

Figure images/figure18.png [Appointment screen with room and people added]

Select the Scheduling Assistant tab to check the availability of the attendees and the room.

Figure images/figure19.png [Scheduling assistant screen]

Finally, click the Send button to complete the process.



6. Resource Booking Using OWA Light

  1. Login to OWA Light and select [Calendar]. Click on New Meeting Request

    Figure images/pic1.png [Shows new meeting request option in main toolbar]

  2. The meeting request window now opens

    Figure images/pic2.png [Meeting Request page]

  3. Click on Required to open the Address Book and add the people who are invited for the meeting. After adding the attendees click OK.

    Figure images/pic3.png [Address book with a-z buttons and user search]

  4. Next click on Resources, this opens a new window. Select [All Rooms] from the second drop down menu.

    Figure images/pic7owal.png [Dropdown menu showing All Rooms selected]

  5. Select the room you want to book and click OK

    Figure images/pic4.png [Select the room from a list of all available]

  6. You will return to the Meeting Request Page with Required, Resources and Location fields populated. Next change the Date and Time of the meeting.

    Figure images/pic5.png [Various dropdown boxes with dates and times]

  7. Select [Scheduling Assistant] to check the availability of the attendees and the room.

    Figure images/pic6owal.png [Page with availability of your invitees - select as appropriate]

  8. Finally, click Send button to complete the process.