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Book A PC Suite

Please note: New and existing booking for suites will remain provisional until safe capacity limits are set, following government advice on social distancing.

Book PC Suite

Outlook for Windows

Introduction

Feedback from customers is that showing/opening the PC Suite Calendar along with their own calendar in the same view can be confusing.

As a result we would advise looking at the Public Published Pages to see what slot you require and skipping STEPS 1/2/3 inclusive

IF YOU ARE SKIPPING STEPS1/2/3, OPEN THE TIMESLOT YOU WISH TO BOOK IN YOUR OWN PERSONAL CALENDAR prior to going to STEP 4. It is the same as if you are inviting a colleague/student to a meeting. The only difference is that you are inviting a 'resource' and this meeting will show up in your own calendar and that of the PC Suite (Resource) you have invited (booked).

You can find the Public Page Timetables here and clicking on the appropriate PC Suite calendar. You cannot book a PC Suite on these public pages. They are for reference only

Instructions  for Outlook 2010/2013 clients but the process is the same for all modern versions of Outlook like Microsoft 365

Outlook 2010

STEP 1- Add Calendar

All bookings made through calendars will have the name of the person who made the booking.

Note: If you are making the booking on behalf of someone, your name will appear rather than the name of the person whom the booking is for.

Therefore it is important in this instance to clearly name the class tutor/lecturer & Course Code in the body of the booking. 

Click on the Calendar tab

  • Add Calendar
  • From Room List

 

STEP 2 - Pick GA Suite

In the example above, we have chosen to view two room calendars.

 

 

STEP 3 - Calendar View

The calendars now appear to the right side of your own personal calendar.

 

STEP 4 - Enter Reservation Time

Make the reservation for the period you need to book.

 

STEP5 - Enter Subject

In the Subject Field - type in your course code/module code and Subject. This is what will be displayed when a user looks at the public page.

e.g: MA345-Numerical Analysis

Click on Invite Attendees

Then click on the TO button. 

 

STEP 6 - Browse to All Rooms

In the Address Book, click on the drop down list

Choose All Rooms

 

STEP 7 - Pick Resource to book

Pick your Room and click on Resources

 

STEP 8  - Update Location

Click Yes to update the current location.

 

STEP 9- Download the Windows_Template

Download the template file. Copy the table from Word into your Outlook booking.

 

 

STEP 10 - Fill in the appropriate details. There are a couple of drop down boxes that you need to make a choice on.

If this is just a once off booking - then click on Save & Close. 

 

STEP 11 - Click on Recurrance if you wish to make this booking occur more than once. 

This enables you to block book a suite for a certain time on a certain day

for a certain amount of weeks.

 

STEP 12 - Fill in the appropriate details. 

For example the booking will happen once a week for 12 weeks.

You can also specify an end date 

Click OK

At the next screen  Save & Close and Send.

NOTE - If booking is made where there is already an approved booking in place, your request is automatically declined.

 

STEP 13 - Accepted Email

You will receive an email accepting your booking provding there is no other booking in place for the slot requested.

 

STEP 14 - Booking Updated

Your booking will be visible in the resource calendar and also in the public page of the PC Suite.

 

STEP 15 - Public View of Booking

 

STEP16 - Entry view of Booking

Outlook 2013

Introduction

Feedback from customers is that showing the PC Suite Calendar along with their own calendar can be confusing.

As a result we would advise looking at the Public Published Pages to see what slot you require and noting the time you wish to book.

Please ensure you download the PC Suite Template, fill it in so that you can copy it into the body of your booking

You can find the Public Page Timetables here and clicking on the appropriate PC Suite calendar. 

STEP 1 - Double click on the time slot you wish to book in YOUR OWN calendar

STEP 2 - Enter the appropriate details such as subject and copy in the text from the PC Booking template into the body of the booking

When ready, click on Invite Attendees

STEP 3 - When the TO field appears, type in email address of the suite you wish to book.

The email address will be in the form of suite-suitename@universityofgalway.ie so IT106 will be suite-IT106.universityofgalway.ie

Alternativeley, Type in General Access Suite and the list will populate with names of the suites that can be booked.

Choose your required PC Suite from the List.

STEP 4 - If you wish to make a Recurring Booking, click on Recurrence and choose how often you want the booking to repeat

Click OK and then Click Send

If you don't need to make a recurring booking, just click Send

STEP 5 - The PC Suite Booking will appear in YOUR OWN calendar (as you made the booking) and the Public Published Page of the PC Suite

STEP 6 - You will receive an email confirming the booking if there are no issues.

If the booking clashes with an existing booking or is outside the allowed booking period (Booking over a year in advance or trying to book a PC Suite for 24 hours) it will be declined

STEP 7 - If you need to Cancel/Delete the Meeting, right click over it in YOUR OWN calendar

STEP 8 - Click Send Cancellation to cancel/delete the meeting.

This will delete the entry from YOUR OWN calendar and also the Public Published Page of the PC Suite concerned.