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Scheduling a room in Outlook

Updated

St. Mary's Academy does have a number of spaces that can be scheduled for use for classes and activities. During the school day, whatever normal classes are scheduled in spaces take precedence, even if they are reserved accidentally. Note: All rooms have an approver associated with them based on who is responsible for the space. So, until you receive the email confirmation that your reservation was approved, do not assume that you get to use the space. 

Students: There are two spaces you can reserve in the Boyle Center: Boyle Center Study Room & Boyle Center Project Room. You can reserve these for no more than an hour at a time and only a week in advance. Ms. O'Brien or Ms. Vincent can answer questions about how frequently you can reserve these spaces.

Faculty and Staff: BEFORE you reserve a room, check the 2024 2025 Faculty & Staff Calendar to ensure there are no potential conflicts with other events that may be happening. Then, email Ashley Sheridan, providing more details so she can add the event to the calendar(s).

See the instructions below on reserving a space using the Outlook iPadOS App, Desktop App, or Web App.

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Schedule a room/resource:

  1. Click the following link to watch a video of the instructions below (can only be viewed with school account): How to reserve Boyle Center Study Room
  2. Open the Outlook iPadOS App and go to Calendar.
  3. Tap “New Event” at the bottom.
  4. Tap "People”.
  5. Type the name of the room and tap Search Directory.
  6. Tap on the room you want to reserve and then tap the check mark at the top right.
  7. Complete the title, date, time, etc. for the reservation and then tap the check mark when done.
  8. Within a minute of a successful reservation, you will receive an email confirming it. Further instructions on using the room will be sent in the email confirmation.

Important Note: Whether the reservation is approved or declined, it will remain in your calendar. Be sure to delete it from your calendar if it is declined.

To cancel a room/resource:

  1. Open the Outlook iPadOS App and go to Calendar.
  2. Find the reservation and open it.
  3. Tap Edit.
  4. Tap “Delete Event” at the bottom.
  5. Verify that the reservation has been removed from your calendar.

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Schedule a room/resource:

  1. Open the Outlook Desktop App and go to your Calendar.
  2. Click New Meeting > New Meeting.
  3. Click Location just below the start and end times if you want to see all room options.
  4. Double-click the room you would like to reserve and click OK.
  5. Fill in the information for the reservation (Teachers typically put their name and block number in the Title) and click Send. Note: It is recommended that you use the Scheduling Assistant before sending the invitation just to be sure the room/resource is not already booked.
  6. You should receive an email confirmation on whether or not your reservation is successful. If the room is already reserved by someone it will note that it is already booked.
  7. Further instructions on using the room will be sent in the email confirmation.

Important Note: Whether the reservation is approved or declined, it will remain in your calendar. Be sure to delete it from your calendar if it is declined.

To cancel a room/resource:

  1. Open the Outlook Desktop App and go to YOUR calendar.
  2. Find the reservation in YOUR calendar and double-click it.
  3. At the top left click Cancel Meeting.
  4. Click Send Cancellation.
  5. Verify that the reservation has been removed from your calendar and the room calendar.

To add the room calendar to view by day, week, month, etc.:

  1. Open the Outlook Desktop App and go to YOUR calendar.
  2. Click on Add Calendar and choose From Room List...
  3. Double-click the room(s) you would like to add and click OK.
  4. On the left side go to "My Calendars" and find the room(s) calendars.
  5. Check the box next to the room you want to view and it should appear next to your calendar. Uncheck it when you don't need it.

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Schedule a room/resource:

  1. Log in to the Outlook Web App and go to your Calendar.
  2. Click New Event.
  3. Click "Search for a room or location" just below the start/stop times and select the room that you would like to reserve. Note: If you start typing the location it will show locations outside of St. Mary's so be sure you are choosing one of our rooms.
  4. Fill in the information for the reservation (Teachers typically put their name and block number in the Title) and press Send.
  5. If the room is already reserved by someone it will note that it is already booked.
  6. Within a minute of a successful reservation, you will receive an email that will confirm it. Further instructions on using the room will be sent in the email confirmation.

Important Note: Whether the reservation is approved or declined, it will remain in your calendar. Be sure to delete it from your calendar if it is declined.

To cancel a room/resource:

  1. Log in to the Outlook Web App and go to YOUR calendar.
  2. Find the reservation in YOUR calendar and double-click it.
  3. At the top left click Cancel > Send the cancellation now.
  4. Verify that the reservation has been removed from your calendar and the room calendar.

 

 

 

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