Room reservation

Meeting rooms

Booking procedure (short description)

  1. Book an appointment in your own calendar (Outlook or Webmail) at the desired time
  2. Invite the persons for the event
  3. Invite the meeting room
  4. Check in the “Schedule Assistant” whether a session room is free on the requested time
  5. Send the invitation
  6. The approvers are automatically requested to approve or reject the request
  7. The meeting room is booked as soon as the confirmation mail has arrived
  8. 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:

 

Open mail.ethz.ch with your browser and choose the calendar

book an appointment in your own calendar at the desired time
New

Invite the persons for the event
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

Check in the “Schedule Assistant” whether a session room is free on the requested time and adjust the time if necessary
Check availability

Send the invitation

Tentative confirmation of your appointment

You will get the confirmation or cancelation of the invitees
Get the answer from the approver

The approvers are automatically requested to approve or reject the request

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