Documentation:CTLT FASmail Booking Rooms and Using Shared Calendars

CTLT FASmail Booking Rooms and Using Shared Calendars

After migrating to FASmail, all Room calendars will need to be setup in your new account. Exchange 2007 Public Folders will no longer be active. Please see the guide at http://wiki.ubc.ca/Documentation:CTLT_FASmail_Room_Calendar_Setup to learn how to set up the room calendars in your FASmail account.

Booking a Room

Rooms available to book at CTLT:

• IKB: 2.27 Fraser River Room
• IKB: 2.22 Seminar Room (Events Team only)
• IKB: Resource Room
• IKB: 102b
• USB: Conference Room 1181
• USB: Library 1175

If you would like to schedule a meeting in a room or book time in a room, this section will explain the steps to do so.

• Look at the room calendar and find an open time slot that you would like to book
• Click on your personal calendar username@mail.ubc.ca, in the Calendar tab in Outlook. Your personal mail.ubc.ca calendar should be highlighted.
• Click "New Meeting"
• Add all attendees that you would like to invite to the "To:" field
• Title the meeting in the "Subject:" field
• Set the timing of the meeting
• Set any alarms, categories, or recurrences as desired
• Make sure to select the room in the "Location:" field, using the address book to pick out the room
  • This will effectively invite the room as an attendee to the meeting, after which the room will auto-accept and auto-create a calendar entry which will be your "booking"
  • You should receive a confirmation email that the room has accepted your invite
  • If anyone tries to "double book" a room, the room will decline the invite and they will receive notification that the room has declined the invite
  • If you cancel the meeting, the room will be notified and the calendar entry in the room's calendar will automatically be removed. the room calendar will also automatically update if you change the time of the meeting
• Click "Send"
• If you encounter problems, please email ctlt.itsupport@ubc.ca

Making an Entry in the Staff Calendar

• This process has not changed much during the migration to FASmail
• Open the Staff Calendar in Outlook or Webmail (see http://wiki.ubc.ca/Documentation:CTLT_FASmail_Room_Calendar_Setup for instructions how to open a shared calendar in FASmail)
• Enter in your flex day, vacation day, work from home day, medical appointment, etc.
• Make sure to save your entry