Book A PC Suite

Outlook for Windows

Introduction

These instructions were written using Outlook 365 for Windows which is part of the Office 365 suite.

Please consult the public timetable for General Access PC Suites to see what slots are available prior to making a booking.

Note: When you book a PC Suites slot, you do so using your own calendar to book the resource. 

Step 1 Click on your calendar icon on your Outlook client

Step 2 Double click on the time you wish to book in your own calendar

Step 3 Enter the details of your booking. You can add specific details of your booking by using this template document

When ready - click on Invite Attendees as highlighted below

Step 4 Click on Required

Step 5 Choose Staff Resources

Step 6 You will see a list of General Access PC Suites which can be booked. Note Aras na Gaeilge is NOT a General Access PC Suite and cannot be booked.

Step 7 Choose your Suite. 

Click on it to highlight it

Click on Resources

Click OK when ready

Step 8 Review your booking.

When ready - click Send

Step 9 You will receive an email confirming your booking

Note: If you receive a rejection email, generally it is because 

• there is already a booking in place
• Incorrect booking range

More specific details on how to create a recurring booking can be found at this Microsoft website

Outlook 2011 for Mac

Introduction

Any bookings you make will be via YOUR OWN calendar by booking the resource It is the same as inviting a colleague or student to a meeting. It is done in exactly the same manner with the exception that you are inviting a resource (PC Suite). The meeting will appear in your own calendar and that of the PC Suite to show you have booked it

• The first number of STEPS are there to show you how to gain a view of the PC Suite resource in order to allow you to see what time slots are free.
• Feedback from customers is that showing the PC Suite Calendar along with their own calendar can be confusing
• You cannot directly map a resource calendar in Outlook 
• As a result we would advise looking at the Public Published Pages to see what slot you require and skipping Step 1

OWA on Office 365 is required to set up an initial view of a resource calendar in Outlook 2011.

Do this if you want to see what slots are free using your Outlook client.

Alternatively review the public page of the Suite to see what times are free.

Once Off Booking

Log onto https://webmail.universityofgalway.ie

Go to your Calendar in OWA

Click on Calendar:

• Open Calendar
• From Directory
• Type in General Access
• The List will populate with the names of all the General Access PC Suites
• Choose the one you wish to view
• Click Open

STEP 1 - Attach to calendar.

Log out of OWA Office365

STEP 2 - Open Outlook 2011 and double click IN YOUR OWN Calendar on a time slot you wish to book for the PC Suite.

STEP 3 - Download and Fill in the Mac_Template

Download the template and fill in the details. Copy/Paste into the body of the booking

Double click on YOUR OWN Calendar for the time you wish to book.

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STEP 4 - Add details of booking

Put in the appropriate details of the booking (Course Code-Subject/CT000-Computer Systems)

NOTE: The booking is made with the name of the person who booked it. 

If the booking is being made on behalf of someone else, be sure to indicate the tutor/lecturers details

in the body of the text so students can identify the correct booking.

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Step 5 - Type in the email address of the PC Suite if you know it. All PC Suites have an email address with the syntax suite-suitename@universityofalway.ie

For example the IT106 suite is suite-IT106@universityofalway.ie

Alternatively type in General Access and the suite list will populate with the list of PC Suites

Example of using an email address- The PC Suite email address or name will work in the TO Field

Click Send 

STEP 6 -  The booking is made in your calendar and published to the Public Page of the PC Suite calendar

STEP 7 - You will receive an email confirming the booking. 

A booking will be declined if the booking is over 1 year in advance of the current date or if you try to book a suite for a full 24 hours.

Cancel a Booking

STEP 1 - In YOUR OWN calendar, right click (Control Click) over the meeting

Click Cancel Meeting

STEP 2 - Click on Send Cancellation

The entry will be removed from YOUR OWN calendar and also the Public Published Page of the the PC Suite

Recurring Booking ‌

Find the timeslot you want to book on the Public Published Page of the PC Suite

Open that timeslot in your own calendar and fill in the details  

STEP 1 - If you wish to make a booking for more than 1 occasion i.e A Semester Long booking

Click on Recurrence and then Custom

STEP 2 - Choose the period with which the recurrance should occur.

STEP 3 - Choose the Recurrance settings that are appropriate to your needs.

In the example above, 12 occurences mean that the booking will happen once 

a week for 12 weeks.

Click OK.

NOTE - Your booking will be automatically approved providing there are no

other bookings in place for the time slot requested.

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STEP 4 - Catergorize

The booking will appear in your calendar. You may wish to Catergorize the booking so as to distinguish between your own bookings and that of ther resource. See the FAQs for more information.

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Booking a Suite using OWA on Safari

STEP 1- Log on to Office365  on your prefered browser

Click on:

• The Apps Button at the top left hand side of the screen 
• Choose Calendar

Any bookings you make will be via YOUR OWN calendar by booking the resource

• The first number of STEPS are there to show you how to gain a view of the PC Suite resource in order to allow you to see what time slots are free.
• Feedback from customers is that showing the PC Suite Calendar along with their own calendar can be confusing. 
• It is the exact same process you would use to invite a colleague/student/external party to a meeting. The only difference is that you are 'inviting' the resource via a timeslot in your own calendar to a 'meeting'
• As a result we would advise looking at the Public Published Pages to see what slot you require and skipping to STEP 6

You can go to the public pages here

Information on how to create a recurring booking are at the bottom of the page

STEP2 - You will be presented with your own calendar.

Click on Other Calendars and choose Open Calendar

STEP 3 -In the From Directory field, type in General Access and let the list populate

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STEP 4- Chose the calendar thats appropriate to your needs and click Open

STEP 5 - You will see the calendar that you wish to review presented to the right of your calendar and in a different colour. You will also see existing bookings in the PC Suite in the names of those who have slots booked 

NOTE - You will be booking the slot in your own calendar. You will do this by double clicking on any free timeslot in the above view

STEP 6 -Download and fill in the booking template that you can copy/paste into the body of your booking.

Download Mac_Template

This is important as this text which is inserted here is whats visible to anyone who wishes to view the booking details on the public page.

STEP 7 - Double click on the time you wish to book. You need to fill in the following fields

• Details

• Add Room

• People (if appropriate but not needed to book a PC Suite)

Copy the details STEP 6 into the body of the entry

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STEP 8 - Click on Add Room and choose All General Access PC Suites

The list will populate with the PC Suites that are available at that time.

STEP 9- Once your resource has been chosen, click Send

Note - If you have invited individuals to the PC Suite booking, you will see them in the People section 

but as standard, this will not be part of a typical PC Suite Booking

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STEP 10 - You will receive an email Accepting you booking providing there are no issues

Recurring Booking

To create a recurring booking, please do the following

STEP 1 - Fill in the appropriate details for the booking in terms of 

• Booking Details
• Choosing a PC Suite
• Inviting People if required

Then click on REPEAT‌

STEP 2 - Choose the way you wish the booking to repeat eg Daily, Weekly, Monthly

STEP 3 - Choose the how often you wish for the booking to repeat.

Click SAVE when done and click SEND to make the booking

To view the bookings in your browser, please click on this LINK

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Book a Suite using OWA on Windows

Introduction

These instructions were written using Outlook Web Acces for Windows which is part of the Office 365 suite.

Please consult the public timetable for General Access PC Suites to see what slots are available prior to making a booking.

Note: When you book a PC Suites slot, you do so using your own calendar to book the resource.

Step 1 - Login to webmail and click on your calendar

Step 2 Click on the time you wish to book in your own calendar

Step 3 Enter the details of your booking. You can add specific details of your booking by using this template document

Start typing in General Access

Step 4 OWA defaults with the Teams meeting toggle button turned on. Please ensure you turn it off

Once you are happy with the details of your booking, click Send

You should receive an email confirming the booking.

Note: If you receive a rejection email, generally it is because 

• there is already a booking in place
• Incorrect booking range

More specific details on how to create a recurring booking can be found at this Microsoft website