Room reservation

Booking procedure (short description)

Book an appointment in your own calendar (Outlook or Webmail) at the desired time
Invite the persons for the event
Invite the meeting room
Check in the “Schedule Assistant” whether a session room is free on the requested time
Send the invitation
The approvers are automatically requested to approve or reject the request
The meeting room is booked as soon as the confirmation mail has arrived
If the request was rejected, the own appointment must be deleted or adapted and the cancellation or change of the appointment must be sent to the invited persons

Detailed booking procedure

Outlook for MacOutlook for WindowsOutlook Web Access (mail.ethz.ch)

New appointment	New meeting
Open Outlook and choose Calendar
book an appointment in your own calendar at the desired time
Create new appointment	Create meeting with invitees
Invite the persons for the event
Invite others to this event Invite persons or groups Choose Required or Optional	Invite persons or groups Choose Required or Optional
Invite the meeting room You may use the same dialog box to add the room or you may directly search for rooms Enter the name of the room (start with “Sitzungszimmer “ and the Room, “Sitzungszimmer GESS” or “GESS” and add your room to the meeting Check availability Check in the “Schedule Assistant” whether a session room is free on the requested time and adjust the time if necessary You may switch between the appointment and the scheduling by clicking the appropriate button Send the invitation Get a tentative confirmation of your appointment Get the confirmation or cancelation of the invitees The approvers are automatically requested to approve or reject the request Get the answer from the approver Accepted: Declined: the meeting room is booked as soon as the confirmation mail has arrived Cancel or postpone If the appointment was declined you have to cancel or update it in your calendar and send the cancelation or the update to your invitees

New appointment	New meeting
Open Outlook and choose Calendar
book an appointment in your own calendar at the desired time
New Appointment	New Meeting
Add the „To” button
Invite persons or groups
Invite the meeting room You may use the same dialog box to add the room or you may directly search for rooms If you use “To…” enter the name of the room (start with “Sitzungszimmer“ and the Room or “Sitzungszimmer GESS” and add it to the “Resources” If you use “Rooms…” Enter the name of the room (start with “Sitzungszimmer “ and the Room or “Sitzungszimmer GESS” and add it to the “Rooms”
	Room finder Or you may use the “Room Finder” Goto “Show a room list:” and choose “GESS Rooms” Mind that only available rooms were displayed. In suggested times you can scroll and see when rooms are available: Adapt your meeting time and choose a room:
Check availability Check in the “Schedule Assistant” whether a session room is free on the requested time and ajust the time if nessesary You may switch between the appointment and the scheduling by clicking the appropriate button.	Check availability Check in the “Schedule Assistant” whether a session room is free on the requested time and ajust the time if nessesary In this view you may also check the other “GESS rooms” because they are automatically added, but without checkmark. If you find a room that fits better you may mark it.
Send the invitation
Tantative confirmation of your appointment
You will get the confirmation or cancelation of the invitees
The approvers are automatically requested to approve or reject the request
Get the answer from the approver Accepted: Declined:
the meeting room is booked as soon as the confirmation mail has arrived
Update or cancellation If the appointment was declined you have to cancel or update it in your calendar and send the cancellation or the update to your invitees Cancelled: